A meeting of the Manatee County Port Authority will be held Thursday, May 20, 2021, at 9:00 am, or as soon as is practicable, in the Patricia M. Glass Commission Chambers on the first floor of the County Administrative Center at 1112 Manatee Avenue West, Bradenton, Florida


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MANATEE COUNTY PORT AUTHORITY AGENDA

May 20, 2021 – 9:00 am


The Manatee County Port Authority may take action on any matter during this meeting, including those items set forth within this agenda. The chairperson, at the option of the chairperson, may take business out of order if the chairperson determines that such a change in the agenda’s schedule will expedite the business of the Port Authority.


CALL TO ORDER

Invocation – Rev. Allen Howe Pledge of Allegiance

Public Comments


  1. Presentation – Matty Appice, President, Port Manatee Propeller Club


  2. Employee Recognition


  3. Consent Agenda

  4. Manatee County Port Authority Procurement Policy SUPPLEMENTAL

  5. Mask Update


Executive Director Comments Public Comments Commissioner Comments

According to Section 286.0105, Florida Statutes, any person desiring to appeal any decision made by the Port Authority with respect to any matter considered at this meeting will need a record of the proceedings, and for such purpose may need to ensure that a verbatim record of the proceedings is made, which includes the testimony and evidence upon which the appeal is to be based.

Reggie Bellamy, Chairman

Misty Servia, 1st Vice-Chairman; James Satcher, 2nd Vice-

Chairman; Carol Whitmore, 3rd Vice-Chairman; Vanessa Baugh,

Member;

George Kruse, Member; Kevin Van Ostenbridge, Member

May 20, 2021


AGENDA ITEM 1.: PRESENTATION – MATTY APPICE, PRESIDENT

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PORT MANATEE PROPELLER CLUB


Matty Appice, President of Port Manatee Propeller Club, is the Chief Commercial Officer for Port Manatee. Matty has been involved with the Propeller Club since 2010 and has served the local Port Manatee chapter as 1st President for two years and is in his second year as President. Under his guidance, the club has seen rapid membership growth from 30 to 120 members. He is most proud of the club’s support of the maritime industry, educational scholarships, and support of local charities.

May 20, 2021


AGENDA ITEM 2.: EMPLOYEE RECOGNITION


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Matty Appice Retirement

Chief Commercial Officer


Welcome!

Charles Tillotson


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May 20, 2021


  1. CONSENT AGENDA


    1. Warrant List


    2. Minutes April 20, 2021


    3. Budget Resolution


    4. Port Manatee Ship Repair & Fabrication LLC Lease Amendment One & Assumption


    5. Intermodal Container Yard Change Order 5


    6. Vendor Approval for Paving


    7. Berth Rehabilitation Additional Engineering Services


    8. Delegation of Authority to Executive Director


    9. Carver Maritime LLC Lease Amendment Five


RECOMMENDATION:


Move to approve the Consent Agenda incorporating the language as stated in the recommended motions on the cover sheets for the Consent Agenda items.

Manatee County Port Authority Warrant (Check) Listing

04/08/2021 to 05/12/2021


AP

XXXXXXX

V026712

ALAN JAY FLEET SALES

25,163.00

AP

XXXXXXX

V004322

AMERICAN JOURNAL OF TRANSPORTA

1,500.00

AP

XXXXXXX

V002036

ANCHOR HOUSE

2,500.00

AP

XXXXXXX

P000270

APPICE, MATTHEW

346.11

AP

XXXXXXX

P000270

APPICE, MATTHEW

78.17

AP

XXXXXXX

V009077

ARBITRAGE GROUP INC, THE

750.00

AP

XXXXXXX

V118009

AT AND T

70.47

AP

XXXXXXX

V013140

AT AND T MOBILITY

48.88

AP

XXXXXXX

V013140

AT AND T MOBILITY

47.86

AP

XXXXXXX

V023501

AT AND T TELECONFERENCE SERVIC

47.51

AP

XXXXXXX

V008136

ATLANTIC TRACK AND TURNOUT INC

74.65

AP

XXXXXXX

V120002

B AND H PHOTO VIDEO INC

566.34

WT

XXXXXXX

V019189

BANK OF AMERICA

9,391.39

AP

XXXXXXX

V004571

BATTERY USA INC

400.00

AP

XXXXXXX

V012515

BIG RED INC

6,500.00

AP

XXXXXXX

V173007

BRADENTON FUEL OIL INC

756.53

AP

XXXXXXX

V007624

BRIGHT HOUSE

1,041.73

AP

XXXXXXX

V009839

BRYANT MILLER AND OLIVE PA

51,261.81

AP

XXXXXXX

V021377

CINTAS CORPORATION

195.06

AP

XXXXXXX

V200106

CSX TRANSPORTATION

3,600.00

AP

XXXXXXX

V010160

CURLIN INC

127.10

AP

XXXXXXX

V025612

DYNAFIRE INC

266.72

WT

XXXXXXX

V023930

FITCH RATINGS INC

26,006.00

ZP

XXXXXXX

L333009

FLEET PRODUCTS

270.47

AP

XXXXXXX

V019619

FLORIDA POWER AND LIGHT COMPAN

71,927.43

AP

XXXXXXX

V019619

FLORIDA POWER AND LIGHT COMPAN

6,851.39

WT

XXXXXXX

V334679

FLORIDA UNEMPLOYMENT COMPENSAT

412.50

AP

XXXXXXX

V021937

FRONTIER COMMUNICATIONS OF FLO

121.44

AP

XXXXXXX

V021937

FRONTIER COMMUNICATIONS OF FLO

2,521.46

AP

XXXXXXX

V006728

GOVCONNECTION INC

2,241.17

AP

XXXXXXX

V385628

GRAINGER INC, W W

947.84

AP

XXXXXXX

V385628

GRAINGER INC, W W

6,831.03

ZP

XXXXXXX

L387610

GRAVELY OF BRADENTON

24.69

AP

XXXXXXX

V015930

GREENBERG TRAURIG PA

53,818.75

AP

XXXXXXX

V011880

HAJOCA CORPORATION

466.00

AP

XXXXXXX

V011880

HAJOCA CORPORATION

65.39

WT

XXXXXXX

V020386

HANCOCK BANK

29,253.12

AP

XXXXXXX

V023500

HOME DEPOT CREDIT SERVICES

497.71

AP

XXXXXXX

V016503

IMAGEMASTER LLC

2,709.27

AP

XXXXXXX

V004875

J2 ARTS INC

7,000.00

WT

XXXXXXX

V026038

JOCELYN HONG AND ASSOCIATES

5,000.00

AP

XXXXXXX

V017757

LLS TAX SOLUTIONS INC

1,800.00

AP

XXXXXXX

V025917

LV CONSULTING LLC

2,730.00

AP

XXXXXXX

V023184

LYNCH OIL COMPANY INC

1,670.31

AP

XXXXXXX

V625403

MAINTENANCE TOO PAPER CO INC

29.70

UT

XXXXXXX

V004140

MANATEE COUNTY PUBLIC WORKS DE

6,777.71

Manatee County Port Authority Warrant (Check) Listing

04/08/2021 to 05/12/2021


AP

XXXXXXX

V627108

MANATEE PRINTERS INC

513.00

AP

XXXXXXX

V627108

MANATEE PRINTERS INC

6,220.00

AP

XXXXXXX

V000259

MANATEE SPORTS UNLIMITED

878.50

AP

XXXXXXX

V015410

MCCORD TIE AND TIMBER INC

11,689.17

AP

XXXXXXX

V023345

MCGRIFF SEIBELS AND WILLIAMS I

38,414.81

AP

XXXXXXX

V022877

MCGUIRE ELECTRIC INC

1,295.89

AP

XXXXXXX

V026617

MIDCOAST CONSTRUCTION ENTERPRI

209,442.38

AP

XXXXXXX

P000326

MORGAN, DINAH

75.66

AP

XXXXXXX

V002700

NATUR CHEM INC

2,800.00

AP

XXXXXXX

V696409

NORTH RIVER FIRE DIST

751.21

AP

XXXXXXX

V696429

NORTHERN SAFETY CO INC

169.37

AP

XXXXXXX

V701905

OFFICE DEPOT INC

449.99

AP

XXXXXXX

V701905

OFFICE DEPOT INC

1,328.98

AP

XXXXXXX

V028053

ORKIN LLC

1,399.73

AP

XXXXXXX

V708015

OTIS ELEVATOR

550.00

AP

XXXXXXX

V025880

PALMETTO HIGH SCHOOL ATHLETIC

2,500.00

AP

XXXXXXX

V027189

PCS CIVIL INC

63,618.75

AP

XXXXXXX

V022945

PUBLIC RESOURCES ADVISORY GROU

30,053.13

AP

XXXXXXX

V015881

QUALITY MARINE CONSTRUCTION IN

42,250.00

AP

XXXXXXX

V027383

R L BANKS AND ASSOCIATES, INC

3,660.00

AP

XXXXXXX

V020765

R S AND H INC

3,274.81

AP

XXXXXXX

V019469

RAILINC CORPORATION

130.00

AP

XXXXXXX

V027409

RAMBA LAW GROUP LLC

3,500.00

AP

XXXXXXX

V026821

RANGER CONSTRUCTION INDUSTRIES

232,365.11

WT

XXXXXXX

V007824

REGIONS BANK

2,248,081.00

WT

XXXXXXX

V019745

REGIONS CAPITAL ADVANTAGE INC

8,506.00

AP

XXXXXXX

V015633

SIEMENS INDUSTRY INC

204,100.00

AP

XXXXXXX

V028186

SIOLI ALEXANDER PINO

3,755.40

AP

XXXXXXX

V018137

STANTEC CONSULTING SERVICES IN

2,555.00

AP

XXXXXXX

V018137

STANTEC CONSULTING SERVICES IN

7,520.00

WT

XXXXXXX

V874841

STATE OF FLA DEPT OF REVENUE

17,552.88

AP

XXXXXXX

V894121

SUMMERS RAILROAD CONTRACTOR I

161,795.27

AP

XXXXXXX

V901518

TAMPA BAY STEEL CORPORATION

1,981.31

AP

XXXXXXX

V906395

TERRY SUPPLY COMPANY

242.49

AP

XXXXXXX

V906395

TERRY SUPPLY COMPANY

165.77

AP

XXXXXXX

V013491

UNIVERSAL ENGINEERING SCIENCES

598.13

AP

XXXXXXX

V024682

US COATING SPECIALISTS LLC

16,783.42

AP

XXXXXXX

V009667

VERIZON WIRELESS

494.05

AP

XXXXXXX

V009667

VERIZON WIRELESS

1,653.13

AP

XXXXXXX

V009667

VERIZON WIRELESS

487.75


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Total warrants (checks) for period reported 3,668,308.80

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MANATEE COUNTY PORT AUTHORITY

REGULAR MEETING

COUNTY ADMINISTRATION BUILDING – HONORABLE PATRICIA M. GLASS CHAMBERS

1112 Manatee Avenue West Bradenton, Florida

April 20, 2021


Present were:

Reggie Bellamy, Chairman

Misty Servia, First Vice-Chairman

James A. Satcher III, Second Vice-Chairman Carol Whitmore, Third Vice-Chairman Vanessa Baugh

George W. Kruse

Kevin Van Ostenbridge

Also present were:

Carlos Buqueras, Executive Director Jennifer R. Cowan, Port Authority Attorney

Julie Jensvold, Accountant III, Clerk of the Circuit Court Vicki Tessmer, Deputy Clerk, Clerk of the Circuit Court

Chairman Bellamy called the meeting to order at 11:29 a.m.

PUBLIC COMMENT

There being no public comment, Chairman Bellamy closed public comment.


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Carlos Buqueras, Executive Director reviewed items on the Consent Agenda; Carver Maritime LLC is entering into an expended Sublease agreement for the Port, North side, and that part of the Port is fully occupied now.


AGENDA PA20210420DOC001

CONSENT AGENDA PA20210420DOC002

  1. A motion was made by Member Van Ostenbridge, seconded by Member Servia, and carried 7 to 0, to approve the Consent Agenda incorporating the language as stated in the recommended motions on the cover sheets for the Consent Agenda

    1. WARRANT LIST

      Accepted Warrant Listing from February 16, 2021 to April 7, 2021 PA20210420DOC003

    2. MINUTES

      Approved the Minutes of February 23, 2021

    3. BUDGET RESOLUTION

      Adopted Budget Resolution PA-21-08, Decrease Upland Cargo Facilities Improvements project and increases Intermodal Container Yard project for the same amount of $703,700 for additional funding needed for the project construction.

      Decrease the North Gate Expansion project in the amount of $426,501 and increase Access Control System Upgrade project for the same amount to align the budget with the construction bid. PA20210420DOC004

    4. FOREIGN TRADE SUBZONE

      Executed Foreign Trade Subzone 169A Operating Agreement Third Supplement with Aso LLC, extending the subzone for one year at the rate of $12,000 PA20210420DOC005

    5. RESOLUTION PA-21-07

      Adopted Resolution PA-21-07 authorizing the sublease of land at Port Manatee by Carver Maritime LLC to Abundia Caycem Aggregate and Cement LLC PA20210420DOC006

      APRIL 20, 2021


    6. PAVEMENT IMPROVEMENTS

      Executed Change Order 3 with PCS increasing the contract $234,113.34 for the inaccurate amount previously reduced and for the additional purchase of stop bars, adjusted total $3,901,827 PA20210420DOC007

    7. PREFABRICATED BUILDING

      Issued purchase order to Clover Construction and Development for the purchase of Prefabricated all steel building with concrete slab for the storage of operations and maintenance machinery, $218,750 PA20210420DOC008

    8. TARIFF NO.3

      Approved the change in wording of item 280 I Port Manatee Tariff No.3 requiring a minimum of 50,000 short tons for marine terminal or stevedore licensing renewals

    9. INTERMODAL CONTAINER YARD PA20210420DOC009 Executed Change Order 4 increasing the contract with The Crisdel Group in the amount of $652,371 for additional refrigeration receptacles in the northern plot of the intermodal container yard PA20210420DOC010

      (End Consent Agenda)

  2. TRANSMONTAIGNE TERMINALS

Carlos Buqueras, Executive Director, stated that the expansion lease agreement with TransMontaigne Terminals LLC, will provide fuel service to the Port and the community at critical times such as hurricane season, and this will continue for at least the next 25 years.


A motion was made by Member Servia , seconded by Member Baugh, and carried 7-0 to execute the lease agreement with TransMontaigne Terminals LLC for a 25 year lease with one 25 year renewal with increased land rent based on a recent appraisal with a minimum annual revenue guarantee of $1.6 million. PA20210420DOC011


EXECUTIVE DIRECTOR COMMENT

Carlos Buqueras, Executive Director, commented that container growth is up 74 percent year to date due to consumer demand.

image MEMBER COMMENTS

Chairman Bellamy


ATTACHMENT:


Budget Resolution PA-21-10.


COST AND FUNDING SOURCE:


Decreases $276,871 from Berth 4 Extension project and transferred to Berth 6 project. Budgets

$506,735 Port cash for the Paved Cargo Laydown Area and $315,319 in bond issue costs. Decreases

$1,891,201 in Port cash for the new 2021 bonds debt service payments. Decreases $4,965 from capital to operating in the Seaport Security Initiative project.


CONSEQUENCES IF DEFERRED:


Delay in budget allocations.

LEGAL COUNSEL REVIEW: N/A RECOMMENDATION:


Move to adopt Budget Resolution PA-21-10.

RESOLUTION PA-21-10 AMENDING THE ANNUAL BUDGET

FOR MANATEE COUNTY PORT AUTHORITY FOR FISCAL YEAR 2020-2021


WHEREAS, Florida Statutes 129.06, authorizes the Manatee County Port Authority to amend its budget for the current fiscal year as follows:


  1. Appropriations for expenditures in any fund may be decreased and other appropriations in the same fund correspondingly increased, provided the total appropriations of the fund are not changed.


  2. Appropriations from reserves may be made to increase the appropriation for any particular expense in the same fund, or to create an appropriation in the fund for any lawful purpose.


  3. Unanticipated revenues, including increased receipts for enterprise or propriety funds, may be appropriated for their intended purpose, and may be transferred between funds to properly account for the unanticipated revenue.


NOW, THEREFORE, BE IT RESOLVED by the Manatee County Port Authority that the 2020-2021 budget is hereby amended in accordance with Section 129.06, Florida Statutes as described on the attached summary and specified in the budget adjustment batch files which are listed below:


Item No.

Batch ID No.

Reference No.

1

BAAL052021A

BU21000322

2

BAAL052021A

BU21000324

3

BAAL052021A

BU21000325

4

BAAL052021A/B

BU21000328


ADOPTED with a quorum present and voting this the 20th day of May, 2021.


ATTEST: ANGELINA M. COLONNESO MANATEE COUNTY PORT AUTHORITY

CLERK OF CIRCUIT COURT


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By:                                                                                

BUDGET ADMENDMENT RESOLUTION NO. PA-21-10 AGENDA DATE: May 20, 2021


  1. Fund: FDOT – 75% SIB Loan – 25%


    Section: Berth 4 Improvements

    Berth 6 Improvements


    Description: Decreases $276,871 in the Berth 4 Improvements project and increases the same for the Berth 6 Improvements project. This will allow for additional dive services to determine the extent of additional repairs needed and the cost of the repairs.


    Batch ID: BAAL052021A Reference: BU21000322


  2. Fund: Port Cash


    Section: Paved Cargo Laydown Area


    Description: Budgets $506,735 for the three-acre paved cargo laydown area. Batch ID: BAAL052021A Reference: BU21000324


  3. Fund: Port Debt Service


    Section: Bond Administration

    Debt Service


    Description: Budgets $315,319 for the cost of the bond issue and decreases

    $1,891,201 in principal and interest to align to the 2021 Bonds debt service schedule.


    Batch ID: BAAL052021A Reference: BU21000325

    BUDGET ADMENDMENT RESOLUTION NO. PA-21-10 AGENDA DATE: May 20, 2021


  4. Fund: FDOT – 75% Port Cash – 25%


    Section: Seaport Security Initiative


    Description: Decreases $4,965 from capital to operating costs for the purchase of first responder outfitting supplies for the fleet patrol.


    Batch ID: BAAL052021A/B Reference: BU21000328

    May 20, 2021


    CONSENT

    AGENDA ITEM 3.D.: PORT MANATEE SHIP REPAIR & FABRICATION LLC

    LEASE AMENDMENT ONE & ASSUMPTION


    BACKGROUND:


    On May 19, 2020, the Authority approved Port Manatee Ship Repair & Fabrication, LLC (PMSR&F) lease for real property. Amendment One is presented to amend the description of the demised premises which consists of approximately 2.015 acres.


    PMSR&F is desirous of assigning to Carver Maritime LLC (Carver) its lease as amended by Amendment One. Carver has been a tenant at Port Manatee since 2018 and has expanded its footprint from an initial 10 acres to 17 acres and the addition of a mooring area. Due to further expansion plans, Carver wishes to assume PMSR&F’s Lease.


    ATTACHMENT:


    1. Port Manatee and Port Manatee Ship Repair & Fabrication LLC Lease Amendment One

    2. Port Manatee and Port Manatee Ship Repair & Fabrication LLC Lease Addendum Providing for Assignment and Assumption of the Lease by Carver Maritime LLC


COST AND FUNDING SOURCE:


N/A


CONSEQUENCES IF DEFERRED:


Delay in approving Amendment One and the assignment of the Lease to Carver


LEGAL COUNSEL REVIEW: Yes


RECOMMENDATION:


Move to approve and authorize the Chairman to execute:

  1. Port Manatee and Port Manatee Ship Repair & Fabrication LLC Lease Amendment One

  2. Port Manatee and Port Manatee Ship Repair & Fabrication LLC Lease Addendum Providing for Assignment and Assumption of the Lease by Carver Maritime LLC

PORT MANATEE AND PORT MANATEE SHIP REPAIR & FABRICATION LLC LEASE AMENDMENT ONE

The terms and conditions of this Port Manatee and Port Manatee Ship Repair & Fabrication, LLC Lease Amendment One (“Amendment One”), made and entered into by and between the MANATEE COUNTY PORT AUTHORITY, a political entity of the State of Florida, with its principal place of business located at Port Manatee, 300 Tampa Bay Way, Palmetto, Florida 34221, hereinafter referred to as the “Authority,” and PORT MANATEE SHIP REPAIR & FABRICATION, LLC, a limited liability company organized under the laws of the State of Florida, with a place of business located at 2114 Piney Point Road, Palmetto, FL 34221 (“Lessee”), (collectively referred to as the “Parties”) for and in consideration of the mutual covenants herein contained and other good and valuable consideration, amend the certain Port Manatee and Port Manatee Ship Repair & Fabrication, LLC Lease entered into by the Parties on May 19, 2020 (“Lease”) and state as follows:

  1. CONSIDERATION. The Parties agree and represent that as a result of economic conditions, mutual covenants, the long-term benefits to both Parties, and other good and valuable consideration, this Amendment One shall govern the Parties’ responsibilities regarding paragraph 2 of the Lease titled “Demised Premises.”

  2. SCOPE. This Amendment One is being entered into for the purpose of amending, modifying and superseding paragraph 2 of the Lease. Except to the extent herein amended, all other provisions set forth in the Lease shall remain in full force and effect and be binding upon the Authority and Lessee. The Parties agree that all capitalized terms used in this Amendment One which are not otherwise defined, shall have the meaning defined in the Lease. In entering into this Amendment One, the Parties acknowledge that in no way has the Authority waived any of its rights or claims it may have against Lessee.

  3. AMENDMENT. The Parties agree to amend, modify, and supersede paragraph 2 of the Lease as follows:

    2. DEMISED PREMISES. The Authority does hereby demise, let, and rent unto the Lessee, and the Lessee shall hire and take as tenant approximately 2.015 acres of real property located in Manatee County, Florida identified as a portion of Port Manatee, the legal description of which a demonstrative sketch is attached and made a part of this Lease as Exhibit A (the “Land” or “Demised Premises”), to have and to hold the same for the terms set forth below. In accordance with the Master Plan, the Authority agrees, covenants and warrants that Lessee has the right to peacefully occupy, have, use, hold and quietly enjoy the Demised Premises subject to the provisions of this Lease. The Lessee agrees to use the Demised Premises so as not to interfere with, interrupt, or impact the use or operation of any other tenant, user, or customer at Port Manatee. The Demised Premises are leased and accepted by Lessee in its current “As Is-Where Is” condition with the Authority making no warranties as to fitness, and Lessee acknowledges that it has had adequate opportunity to inspect and test the Demised Premises prior to entering into the Lease.

  4. CONFLICT. In the event of a conflict regarding the provisions set forth in paragraph 2 of the Lease and the provisions contained in this Amendment One, the provisions set forth in Amendment One shall prevail. In the event of a conflict between any other paragraphs within Amendment One and the Lease, the Lease shall prevail.

  5. AUTHORITY TO EXECUTE. Each of the Parties covenants to the other party that it has lawful authority to enter into this Amendment One, that the governing or managing body of each of the Parties has approved this Amendment One and that the governing or managing body of each of the Parties has authorized the execution of this Amendment One in the manner hereinafter set forth.

  6. EFFECTIVE DATE. The Effective Date of Amendment One is May 20, 2021.


lN WITNESS WHEREOF. theP arties have caus ed this Amendment One to bed u ly e x e c uted in d u p licate on the day fir st above wrinen.


ATTEST: ANGELINA M . COLONNESO MANATEE COUNTY PORT AUTHORITY

Clerk of"Cir cu it Court


By:_ _ _ _ _ _ _ -_


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P r in te d: _ _ _ _ _ _ _ _ _ _


W ITN ES S ES :

By :                                      


Reggie Bellamy

Chari m an

A U T H O R JT V


PORT MANATEE SHIP REPAIR &

FABRICATION, LLC

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yB: # /  

EXHIBIT “A”


Legal Description


Parcel ID No. 593310059 – 0.84 Acre


COMMENCE AT THE SOUTHERN CORNER OF SECTION 1, TOWNSHIP 33 SOUTH, RANGE 17 EAST, MANATEE COUNTY, FLORIDA; THENCE N00d30’08”E, ALONG THE EAST LINE OF SAID SECTION 1, A DISTANCE OF 1889.65 FEET TO A RAILROAD SPIKE MARKING THE INTERSECTION OF SAID EAST LINE AND THE CENTERLINE OF PORT MANATEE ENTRANCE ROAD; THENCE EAST, ALONG SAID BASELINE, A DISTANCE OF 1251.82 FEET TO THE POINT OF INTERSECTION OF SAID BASELINE AND THE CENTERLINE OF PINEY POINT ROAD; THENCE S60d49’56”E, ALONG SAID CENTERLINE, A DISTANCE OF 622.20 FEET; THENCE N29d10’04”E, A DISTANCE OF 40.00 FEET FOR A POINT OF BEGINNING, SAID POINT ALSO BEING A POINT ON THE NORTHERLY RIGHT-OF-WAY LINE OF SAID PINEY POINT ROAD; THENCE N60d49’56”W, ALONG SAID NORTHERLY RIGHT-OF-WAY LINE, A DISTANCE OF 198.49 FEET; THENCE N29d10’04”E, A DISTANCE OF 131.86 FEET; THENCE S88D17’19”E, A DISTANCE OF 223.69 FEET SAID POINT ALSO BEING THE NORTHWEST CORNER OF A PARCEL OF LAND AS DESCRIBED IN OFFICIAL RECORDS BOOK 1249, PAGE 2869, OF THE PUBLIC RECORDS OF MANATEE COUNTY, FLORIDA; THENCE S29d10’04”W,A DISTANCE OF 235.00 FEET FOR A POINT OF BEGINNING. ALL LYING AND BEING IN SECTION 6, TOWNSHIP 33 SOUTH, RANGE 18 EAST, MANATEE COUNTY, FLORIDA.

CONTAINING 36,410 SQUARE FEET OR 0.84 ACRES, MORE OR LESS.


Parcel ID No. 593310006 – 1.18 Acre


COMMENCE AT THE S.E. CORNER OF SECTION 1, TOWNSHIP 33 SOUTH RANGE 17 EAST: MANATEE COUNTY, FLORIDA; THENCE NORTH ALONG THE EAST LINE OF SECTION 1, A DISTANCE OF 1888.56 FEET THENCE EAST 1270.0 FEET TO CENTER LINE OF PINEY POINT ROAD, THENCE S 6129 E, A DISTANCE OF 600’ TO A POINT IN CENTER LINE OF PINEY POINT ROAD NORTHEASTERLY 40FEET TO POINT OF BEGINNING, CONTINUE NORTHEASTLY 235 THENCE NORTHEASTLY 207’, THENCE SOUTH 334 FEET, THENCE N 6129W 180.0 TO POINT OF BEGINNING.

Parcel ID No. 593310059 – 0.84 Acre

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Parcel ID No. 593310006 – 1.18 Acre

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PORT MANATEE AND PORT MANATEE SHIP REPAIR & FABRICATION LLC LEASE ADDENDUM PROVIDING FOR ASSIGNMENT AND ASSUMPTION OF THE LEASE BY CARVER MARITIME LLC

THIS Port Manatee and Port Manatee Ship Repair & Fabrication LLC Lease Addendum Providing For Assignment And Assumption Of The Lease By Carver Maritime LLC (“Addendum”) made and entered into by and between the MANATEE COUNTY PORT AUTHORITY, a political entity of the State of Florida, with its principal place of business located at Port Manatee, 300 Tampa Bay Way, Suite One, Palmetto, Florida 34221, (“Authority”); PORT MANATEE SHIP REPAIR & FABRICATION, LLC, a limited liability company organized under the laws of the State of Florida, with a place of business located at 2114 Piney Point Road, Palmetto, FL 34221 (“Assignor”); and CARVER MARITIME, LLC, a limited liability company duly organized and existing under the laws of the State of New York and authorized to do business in the State of Florida, with a place of business located at 494 Western Turnpike Altamont, New York 12009, (“Assumer”), (hereinafter the “Parties”).

WITNESSETH:

WHEREAS, Assignor and the Authority entered into that certain Port Manatee and Port Manatee Ship Repair & Fabrication LLC Lease Agreement dated May 19, 2020 (the “Lease”), a complete copy of which is attached with all exhibits thereto, made part of, and incorporated by reference into this Addendum as Exhibit 1; and

WHEREAS, Assignor and the Authority amended the Lease by executing that certain Port Manatee and Port Manatee Ship Repair & Fabrication, LLC Lease Amendment One, dated May 20, 2021 (“Amendment One”), a complete copy of which is attached with all exhibits thereto, made part of, and incorporated by reference into this Addendum as Exhibit 2; and

WHEREAS, pursuant to section 26 of the Lease, the Lease can only be assigned with express written approval of the Authority, provided the Assignor furnishes evidence satisfactory to the Authority that the assignee has financial resources to secure the performance of the terms and conditions of the Lease, which are at least equal to those of the Assignor; and

WHEREAS, Assumer became a tenant at Port Manatee in 2018, when it leased 10 acres of certain real property more particularly described in the Port Manatee and Carver Maritime, LLC Lease agreement dated August 16, 2018; and

WHEREAS, the Assumer had increased its tenancy at Port Manatee by leasing additional areas include a mooring area and 7 acre parcel; and

WHEREAS, the Assumer continued to meet its rent and other payment obligations as a tenant at Port Manatee in a timely manner, supporting the basis that the Assumer has financial resources to secure the performance of the terms and conditions of the Lease, as amended by Amendment One, and

WHEREAS, the Authority finds the Assumer has financial resources to secure the performance of the terms and conditions of the Lease, as amended by Amendment One, which are at least equal to those of the Assignor; and

WHEREAS, Assignor desires to assign to Assumer the Lease, as amended by Amendment One, and Assumer desires to accept such assignment and assume the obligations of Assignor under the Lease, as amended by Amendment One.

NOW THEREFORE, in consideration of the foregoing premises, the covenants contained herein and other good and valuable consideration, the receipt, sufficiency and adequacy of which are hereby acknowledged, the Parties agree as follows:

  1. The above recitals are true and correct and agreed to by the Parties as if such recitals were fully set forth in this Addendum.

  2. All capitalized terms used in this Addendum that are not otherwise defined shall have the meanings ascribed to them in the Lease, as amended by Amendment One.

  3. Assignor hereby assigns and transfers unto Assumer all of its right, title, claim and interest in that certain Lease, as amended by Amendment One, and delegates all duties contained therein. Assignor warrants to Assumer that it is not currently in default under the Lease.

  4. Assumer hereby accepts the foregoing assignment of all of the right, title, interest, claim and demand of, and assumes and agrees to perform all obligations, covenants and provisions first accruing or arising or required from and after the Effective Date of this Addendum with respect to the Lease, as amended by Amendment One.

  5. Assignor hereby agrees to perform all obligations, covenants and provisions accruing or arising or required on or before the Effective Date of this Addendum.

  6. The Authority is satisfied with the evidence furnished by the Assignor and the Assumer supporting the basis that the Assumer has financial resources to secure the performance of the terms and conditions of the Lease, as amended by Amendment One, and finds them at least equal to those of the Assignor.

  7. The Authority hereby accepts the foregoing assumption of the Lease, as amended by Amendment One, by the Assumer and agrees to accept the Assumer as the Lessee responsible for the obligations imposed upon the Lessee in the Lease, as amended by Amendment One.

  8. This Addendum shall be binding on and inure to the benefit of the Parties hereto, their heirs, executors, administrators, successors in interest and assigns.

  9. This Addendum may be executed in counterparts, each of which shall constitute an original, but all together shall constitute one and the same document.

  10. This Addendum shall be governed by, and construed in accordance with, the laws of the State of Florida without regard to conflicts of law principles.

  11. Each of the Parties covenants to the other party that it has lawful authority to enter into this Addendum, that the governing or managing body of each of the Parties has approved this Addendum and that the governing or managing body of each of the Parties has authorized the execution of this Addendum in the manner hereinafter set forth.

  12. The Effective Date of this Addendum is May 20, 2021.


The Remainder of this Page is Left Blank Intentionally


CN W IT N E SS W H E RE OF , the P ar ties h a ve ca us e d th si

d up lic a te o n the day fi rs t a bo ve w ritt e n.

A dd e nd u m to be duly e x ec ute d m


A TT E S T :


A N G E L 1N A M. C O L O l'l"N ES O

C ler k of C irc u it C o urt


By : - - - - - - - - - - - - - - - -

P r in te d:_ _ _ _ _ _ _ _ _ _ _ _ _ _ _


MANATEE COUNTY PORT AUTHORITY


By :                                         

· Regg ie Bellamy, Ch a irm a n



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By:

J..i.V , LLC


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yf-e 5 ,d·e t

PORT MANATEE AND PORT MANATEE SHIP REPAIR & FABRICATION LLC LEASE


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THIS Port Manatee and Port Manatee Ship Repair & Fabrication Lease ("Lease") is made and

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I I I

I I i ' I

en tered into by and between the MANATEE COUNTY PORT AUTHORITY, a political entity of the State of Florida, with its principal place of business located at Port Manatee, 300 Tampa Bay Way, Suite One, Palmetto, Florida 34221 (" Authority") and PORT MANATEE SHIP REPAIR & FABRICATION, LLC, a limited liability company organized under the laws of the State of Florida, with a place of business located at 2114 Piney Point Road, Palmetto, FL 34221 ("Lessee") (Authority and Lessee are sometimes hereinafter referred to as "Party" or collectively, the "Parties" ).


WHEREAS, the Authority owns and operates a public seaport facility in the northwestern portion of Manatee County, Florida, known as "Port Manatee" and is seeking to encourage , develop and stimulate the flow of waterborne commerce through Port Manatee, and


WHEREAS, since June 12 , 2018, the Lessee has sub-leased fromB&N Welding & Fabrication, Inc. ("B&N") 2.015 acres of real property at Port Manatee, and


WHEREAS, B&N' s lease expires on October 31, 2019, B&N did not exercise its renewal option, but acted as a holdover tenant;


WHEREAS, the Lessee remained on the 2.015 acres of real property and is desirous ofleasing the same 2.015 acres of real property from the Authority such that they can maintain continuous possession of the property, and


WHEREAS, it is expedient and to the best interests of the Authority to lease the property to the Lessee upon the terms and conditions set forth in this Lease, and


NOW THEREFORE, for and in consideration of the foregoing premises and the mutual covenants contained in this Lease. it is agreed by and between the Parties as follows:



26981/001/01577361 .DOC Xvl


Page 1 of 31

I. REClTALS. The above recitals are true and correct and agreed to by the Authority and Lessee as if such recitals were fully set forth in the Lease.


  1. DEMISED PREMISES. The Authority does hereby demise, let, and rent unto the Lessee, and the Lessee shall hire and take as tenant approximately 2.015 acres of real property located in Manatee County, Florida identified as a portion of Port Manatee, the legal description of which a demonstrative sketch is attached and made a part of this Lease as Exhibit A (the "Land"), to have and to hold the same for the terms set forth below. The Land, all rights of access and other appurtenant rights related thereto, and all improvements now or hereafter located on the Land (in cludin g, without limitation, a 7,760 square foot, grade-level, pre-fabricated steel warehouse building and a double-wide office trailer) described in the attached Exhibit B which is incorporated into and made a part of this Lease, are collectively referred to herein as the "Demised Premises." In accordance with the Master Plan, the Authority agrees, covenants and warrants that Lessee has the right to peacefully occupy , have, use, hold and quietly enjoy the Demised Premises subject to the provisions of this Lease. The Lessee agrees to use the Demised Premises so as not to interfere with, in terrupt , or impact the use or operation of any other tenant, user, or customer at Port Manatee. The Demised Premises are leased and accepted by Lessee in its current "As Is-Where Is" condition with the Authority making no warranties as to fitness, and Lessee acknow ledges that it has had adequate opportunity to inspect and test the Demised Premises prior to entering into the Lease.


  2. PURPOSE. The Lessee may use the Demised Premises for the purpose of performing vessel repairs, storing and fabrication of marine products and such other customarily associated activities approved by the Authority. Additionally , if the Lessee intends to use the Demised Premises for any purpose other than those defined above, the Lessee shall first obtain approval of the Authority before beginning such use. The Demised Premises will not be used for any unlawful purposes, and the Lessee will not use the Demised Premises in such a manner as to create a nuisance or otherwise violate any law, rule, or regulation of any governmental authority that is applicable to the Demised Premises or Lessee's operations at the Demised Premises. The Lessee will neither suffer nor commit any waste of the Demised Premises. The Lessee may not act or fail to act in a manner that would adversely affect the title of the Authority.

  3. TERM. The duration or term of this Lease commences on April 1, 2020 ("Effective Date"), and terminates five (5) years thereafter on March 31, 2025 ("In iti al T erm") , unless otherwise extended as provided in this Lease. The Initial Term of this Lease may be extended for two (2) five-year extension period. To extend the Initial Term or subsequent extended period, the Lessee must notify the Authority in writing no later than sixty (60) days prior to the expiration of the then existing term of this Lease that it desires to extend the term. As used herein, a "year of this Lease" or "Lease year" means each consecutive twelve (12) month period commencing on the Effective Date and the Authority consents to each anniversary extension. As used herein, "Term" means the Initial Term and any extension thereto.


  4. RENT. The Lessee shall pay to the Authority rent for the Demised Premises , payable monthly in advance together with any applicable Florida sales taxes on rent payab le , on the first ( 1st) day of each calendar month during the Term. The rent for the Demised Premises is as follows: $2,650.00 per month for the first five (5) years of the Term. Should the Lessee exercise its option to extend the term of this Lease as set forth in the paragraph of this Lease entitled "Term," the annual rent for each year during the extended term(s) will be as follows: determined by multiplying the annual rent by the percentage of change in the most recently published U.S. Department of Labor All Urban Consumer Price Index ("CPI-U" ), all ite ms , not to exceed three percent (3%) in any applicable extended lease per io d. The percentage change wil l be computed by comparing index figures published for the month closest to the Lease year anniversary date with the same month of the preceding Lease year. For example, if the Lease comme ncement date is April 1, 2020, the adjustment for the annual rental due on April l, 2025 will be calculated by using the index published for the most recent month available prior to April l, 2025 and comparing it to the index published for the same month of the year 2023, subject to the 3% percent cap. The index to be used will be the most recently published U. S. Department of La bor, All Urban Consumer Price Index. Annual rent on an extended term must never be less than

    $2 ,650.00 per month and will only increase in accordance with the above formula.


  5. 1MPROV EMENTS. The Lessee may cons truct , install or locate upon the Demised Premises and operate any improvements consistent with the paragraph of this Lease ent it le d " Purp ose." The Lessee shall submit to the Authority for approval the plans and specifications for all material improv e ments prior to commencing the construction and installation of the improvements upon the


Demised Premises. The Authority shall make a determination of whether the plans and specifications evidence an improvement(s)consistent with the goals, masterp lan. and objectives of PortManatee and do not conflict v.,ith any of the activities and facilities at Port Manatee.


TheLessee shall not commence the construction or installation of any improvements without approval by the Authority, and Authority approval will not be arbitrarily or unreasonably withheld 01· delayed. Approvals will be deemed granted by the Authority if the Authority finds that such plans and specifications evidence an improvement or improvements consistent with the goals, Master Plan and objectives of Port Manatee, do not conflict with any of the activities and facilities at Port Manatee, and

for which the County of Manate,e a subdivision of the State of Flo1·ida, is willing to issue a buiIding


permit, construction permit, development ord e,r or other appropriate approval for the construction of


the particular improvement or impr ovements_ Before Lessee commences use of the improvements, the Lessee shall furnish in a format specified by the Authority at least one complete set of the as-built or record drawings and specificationsfor the completed improvements to indicate the extent, location, and size forthe records of the Authority in connection with operations at Port Manatee. In all contracts for

with all equ ipment, furnishings, furniture, machinery and other items of personal property, must be removed by the Lessee at no cost or expense to the Authority prior to the expiration or termination of this Lease and the Demised Premises must be cleared, cleaned and restored by the Lessee to raw land.


  1. APPROVALS AND PERMITS. The Lessee shall obtain all necessary building or construction approva ls, development orders, and permits required and issued by an appropriate governmental regulatory agency in connection with the improvements identified in the paragraph of this Lease entitled "Improvements" at no cost, expense, liability, or obligation to the Authority. The Authority will cooperate with Lessee in obtaining such approvals, orders and permits.


  2. EXISTING CONDITIONS. Subject to the provisions of the paragraph of this Lease entitled "Environmental Protection." the Lessee accepts the Demised Premises in its existing condition as of the date of this Lease and shall be solely responsible for all site clearance, site preparation, soil removal and soil replacement as a part of the construction or installation of the improvements provided for in this Lease at no cost or expense to the Authority. The Authority shall, to the extent same are available to it, furnish to the Lessee any documentation or other information it may have relating to said existing conditions without guaranteeing or warranting the accuracy or completeness of the documentation.


  3. EXISTING FACILITIES. This Lease and the right of the Lessee to the possession and use of the Demised Premises are subject to any existing electric lines, telephone lin es, water and sewer lines or mains. Lift stations, substations and other utility facilities located through, under or upon the Demised Premises and the Authority, Florida Power & Light Company or its successor in interests, Frontier Communications Company or its successor in interests, Manatee County Public Works Department, U.S. Coast Guard, U.S. Department of Agriculture and their agents, employees, servants and subcontractors will have access to such facilities to the extent necessary for the operations, maintenance and repair of the facilit ies.


  4. SIGNS. The Lessee at its sole expense and risk, but in conformity with all requirements of federal, state, and local Jaw and regulations and , subject to the prior written approval by the Authority (which approval will not be unreasonably withheld or delayed), may erect signs upon the Demised Premises and other appropriate places adjacent to road and thoroughfares within Port Manatee.


    26981/001/01577361.DOCXvl Page 5 of 31


  5. .MAIN'TENANCE. The Lesseesh all cause the Demsi ed Premises including impr ove.menst located on the Land and any improvements added thereto tob e duly maintained and kept up through out the Term of this Leas e to the extent neces ary to maintain the Demsi ed Premises in a safe, tenantable and workable condition, includ ing, but not li m ited to, th e m ak ing of any r ep a irs or r ep lac em en ts neces sa ry to th e DemisedPr emsi esd ue tod amage doneby a ny act of God, natural disaster ord efault,

    negligence or omission of th e Lessee its agents, employees, invitee,s p atron,s servants or any other


    p ers ons whomsoever under the control or the Lessee. The Authority may , in itss oled is cr et io,n conduct


    annual insp ections for th e purpose of identifying whetherth e D e m si ed Premises and improvements are


    being kept in a «sa£e, tenantable and workable condition/' butthe Authorityh as no m ain te n an c,e r ep a ir


    or replacement responsibilities for the Demsi ed Pr e m si es or any impr o v em e nt thereon.


  6. UTILITIES. Th e Lesseesh all arrange for and p ay for all utilities to the D em is ed Pr e m ises, in c lud ing initial deposits and other similar charges required by the various utilit comp anies or utility sys tems for commencings er vice and forp roviding s ervice (including, but not limited to, electrical


loading areas, lighting facilities, and all other areas designated by the Authority from time to tim,e for


use by any tenants or the Port (collectively, the« c omm.on Areas"), in common with the Authority, other tenants of the Port, and otherpersons des ignated by the Authority.


16. SECURITY. The Authority si s ubject to minimum standards, procedures andr equire1nents


imposed by federal and state laws andr egulations, rules,p olicie,s and procedures in effect from time


to time concernings ecurity at Port Manatee, including the U.S. Maritime Transportation Security Act or2002; Title 33, parts 101and 105ofthe U.S. Code ofFederal Regulations; Chapter31I ofthe Florida Statutes; and the security provisions of all tarifrs in effect at Port Manatee,. each as amended,

s up lemented , restated or otherwise mod ifi ed fr o m time to tim,e in connection with the security of Port


Manatee as a seaport. PortManatee consists of various racilities operated by the Authority and various facilitiesoperated by lessees pursuant to leases with the Authority, and the securityoff ac il itie s operated by the Authority and facilities operated by the Lessee pursuant to this Lease are beneficial to both Parties necessitating that there be a degree of cooperation between the Authority and the Lessee. The Lessee shall comply with all of the provisions of the above-mentioned laws andr egulations applicable


current Port Manatee Tariff, may at 1:he option of the Authority constitute a default by the Lessee entitling the Authority to exercise any or more of the remedies set forth in the paragraph of this Lease entitled ,cEvents of Default.» The Lessee acknowledges receipt from the Authority of a copy of"the current Port Manatee Tariff.


  1. TAXES AND LICENSE FEES. The Lessee shall pay any and all ad valorem taxes,sp ecial


    as es ments, tang ib le and intangible personal property taxes, sales tax, use taxe,s license fees, and any


    other tax, fee, or charge which mayb e levied or assessed against any portion of the Demised Premises or imposed in connection with the activities and operations of the Lessee upon any portion of the Demised Premises or in connection with thep os ession of any portion ofthe Demised Premises by the Lessee. Lesseevvi11havethe right to contest the amount or va1idity, in wholeor part, of any ad valorem tax or special assessment or to seek a reduction in the valuation of Demised Premises as assessed for real estate property t x purposes by appropriate proceedings diligently conducted in good faith (but Lessee may continue to pursue such contest past the final due date for such tax only after payment of such tax). The Authority will not be required to join in any proceedings referred to in this paragraph


    other waste(h ereinafter collectively referred to as "subs tances") to be accumulate,d

    deposited,p.

    laced ,


    1. e leas e d ,sp ill ed ,s tor ed , or us ed upon or under anyp ortion of Demsi ed Premises contrary to or in violation of any of said law,ss tat u tes , or d in an ces, rules, and regulations.

      1. Th e Authoritysh all h ave the right at any time to examine or insp ect the Demised

        Premises for any r easo,n includ ing , but not Jim ited to , performing an Environmental Site

        Asses ment and determining the exsi tence of saids ubs tances, during the normal busines h o ur s

        of the L e s ee w ith reasonable notice to the Les ee and at no cost or expense to the Lessee.


      2. Th e Lesseesh all immediately notify the Authority of any accumulation, d ep os it, p la ce m e nt, release,sp i,ll s torag e, or us e of any of saids ubs tan ces up o n or u nd er the Demise Premises. Such notification will be in add itio n to and w ill not replace any notice required by app licab le laws.


      3. The Authoritys halth ave ther igh t, in its s o le d is c retio,n to cause an environmental

        as es men,t audit, or survey to be conducted or 1nade of the Demsi edPr emisesby a co mp etent

        q ua lifi ed e n v ir o nm enta l co ns u lta nt or eng in eer on s u bs ta nt.ia lly the sameb asis and using th e same criteria as any Environmental Site As essment carried out under s ubp ar agrap h A ab o v,e

        identifying the existence and the levesl or quantities of any of the above mentioneds ubs ta nces

        on or u n der any p o rt io n of the Demised Premises during a timep er iod between 60 and 90 days

        prior to the expiration of the Term of this Lease. A copy of any written as es men,t aud,it or

        s urvey obtained by the Authorityp urs uant to thep rovisions of this subparagraph must be


        period of time to be determined by the Authority. In the event the Lessee fails to correct the

        violation within the period determined by the Authorit,y then and in that event, the Authority

        s hall have the right to terminate the operation of any such facilities by the Lessee until such

        violation has been corrected or take such lavvful action as may be appropriate under the circumstances.


        1. Ther emed ies granted to the Authority in this Lease are in addition to all other remedies which may be available to "the A uth o rity under the laws of the United States and the State of Florida and nothing in this Lease will be construed as limiting the remedies of the Authority or any federal, state, regional, county, or local government g over nmental authority with jurisdiction to regulate the construction and operation of the racilities.


        2. Nothing in this Lease will be construed to impair or limit the lavvfu) rights o:fthe Lessee

          to challenge or contest any such applicable law,s requirements.

          statutes, ordinances,r ules, regulations, or


        3. Throughout the Term of this Lease, Lessees hall not us,e generate, release,d isc h arg ,e

        store,d ispose, ortransport anysubstances in, und e,r

        i,n

        above, to, or from the DemisedPr emises

        in any manner other than in strict compliance with all applicable laws. If Lessee's activities at the Demised Premises or Lessee's use of the Demised Premises (a) result in a release of substances that are not in compliance with applicable laws or permits issued thereunder; (b) gives rise to any claim or requires a response under app licab le la ws or permits issued

        thereunder; (c) causes asgi nificant public health effect; or (d) creates a nuisance, then Lessee


        policies of insurance must be performable in Manatee County_, Florida, and must be construed in accordance with the laws of the State ofF lorida.

        1. The Authority shal1 be included as an Additional Insured on the Lessee's Commercial General Liability, Umbrella Liability, and Business Automobile Liability policies and provide the«s everability of Interest,, provision (a/k/a •'Separation of lnsured, s '' provision).

        2. The Lessee shall deliver to the Authority, within 5 days of execution of this Lease and prior to possessing the Demised Premises,pr ope.rly executed "Certificate(s) of Insuranc,e " setting forth the insurance coverage and limits required in this Lease. The Certificates must be signed by the authorized representative of the insurance company(s) shown on the Certificate

          of Insurance. In the event of a claim, certified, tru,e and exact copies of the insurance policies

          required in this Lease must be provided to the Authorit,y if requested by the Authority.

        3. The Lessee shall take immediate steps to make up any impairment to any Aggregate Policy Limit upon notification of the impairment.

        4. The Lessee authorizes the Authority and its insurance consultant to confirm all

        information furnished to the Authority ith theLessee's insurance agent,s insurance carriers.

        brokers,s uret,y

        and


        F . All insurance coverage ofthe Lessee shall beprimary to any insurance or self-insurance

        program can·ied by the Authority. The Authority.s. insurance or self-insurance programs or

        coverage must not be contributory with any insurance required o:fthe Lessee in this Lease.

        G. The acceptance of delivery to the Authority of any Certificate of Insurance evidencing


        coverage required in this Leas,e except for the application of the Ag gregate Limist Pr ovisions .


        1. Renewal Certificate(s) of Ins urance mus t be provided to the Authority at least ten (10) d ay s prior to expiration of current coverage.


        2. If the Lessee fails to provide or maintain the ins urance coverage required in th si Lease

        at any time during the Tenn ofth e L eas e, the A u th o rity may term in ate or suspend this Leas e.

        1. If the Lessee utilizes contractosr or sub-contractors to perform any work on the

          Authoritypr operty, the Les ee will ensureall contractors andsub-contractorsmaintain th e same

          types and amounst

          of insurance required of the Less ee. In add it io,n

          the L ess e e will ens ure th at

          th e co n tr acto rs and sub-contractors insurances comply with all of the insurancer equiremenst specified. for the Less ee contained with in this Lease. The Less ee shall obtain Certificates of Insurance comparable to thos e required ofthe Lessee from aJl contractors ands ub -co ntr ac tor s. Such Certificates of Insurances mus t bepr esented to the Authority upon request.


          P. Accident Reports. The Lesseesh al l imm edi ateyl notify the Authority of any accidents

          involving the Lessee's sta.fl: veh icles, or equipment th at occur while the Lessee is performing

          services under thsi Lease andr esult in personal irtjuries or damag e to public orpr ivatepr operty. In

          alIs uch cases,oral notice mus t bepr ovided within nine(9) hours or theaccidentanda written report mus t bep rovided to the Authority within five (5) business days of the accident. If any is ues are

          unresolved at that time, as ubs eq uent report shall b epr ovided to the Authority within five (5) bus iness days following the ultimate disposition of the case. The oral and written reportss hall

          include the date and time of the even,t a description of"the event, an estimate of the damag es and


          1. Comme.rc,ia l General Liability Insurance must be maintained by the Lessee on theF ull Occurrence Form. Coverage must include but not be limited to Premises and

            Operations> Persona] Injury, Contractual for this Leas,e Independent Contractors. Th e

            minimum acceptable limist

            Bodi]y Injury &

            Property Damage Liability

            are:


            $2,000,000.00 CombinedS ing le Limit each

            Occurrence and aggregate


            The use of an Excess and/or Umbrella poJicy is acceptable if the level of protection provided by the Excess and/or Umbrella policy is no less restrictive then the Primary General Liability policy.


          2. Business Autornobile Liability Insurance must be maintained by the Lessee as to ovvnership, maintenance, use, loading and unload ing of all owned, non-owned, leas ed , or hired vehicles with limits ofnot lss than:

Bodily Injury

Property Damage Liability

$1,00,0 000.00 Limit Each Accident

$,10 00,000.00 Lirnit Each Accident


or

Bodily Injuyr &

Property DamageLiabiJity

$1,00,0 000.00 Combined Single Limit Each

Accident


person entering the Demised Premises under express or implied invitation o:fLessee ("Lessee and Othesr "), or (2) arsi ing out of or relating to Lessee and Others use of the Demised Premises, or (3)

arising out of orr elating to Lesseeand Others operation at Port Manate,e except to the extent provided


by law that any such loss or damage is caused in whole or in part by the gross negligence or willful misconduct of the Authority Tnd e m n it e e . The Authority shall not be liable or responsible for any loss or damage to any property or the death o:for injury to any person occasioned by theft, fire, act of God,

public enem,y

injunction,r iot, strike, insurrectio,n

wa,r

court order,r equsi ition of other governmental


body or authorit,y by other Port lessees or by any other matter beyond the control of the Authority.


Lessee's obligations underthisparagraph are not limited in amoun,t

and specificalyl

are not limited to the


run.cunt of any insurance. The indemnificationset forth inthisLease must surviveand continuein fullforce and effect and may not be terminated, discharged or released in wholeor in part for a period of six (6) years after the date of termination or expiration of this Lease.


23. GOVER.N"MENTAL IMMUNITY. Nothing in this Lease is intended to serve as a waiver of sovereign immunity by the Authority or may be construed as consent by the Authority to bes ued by third


activities and operations at PortManatee. Nothing inthisLeasevvill be construed to impair or limitthe


lawful rights of employees of the Lessee or the Authorit,y organizationr epr esenting said employees.

or to limit the lawful rights of any labor


25 . RELATIONSHIP BETWEEN THEP ARTIES. The Authority is not exercising any dominion,


control or supervision over the activities and op erations of'the Lessee upon th e DemisedPr emsi e,s and


the onyl interest the Author ity has in and to activjties and operations is as the les or or landlord of the


Demsi ed Premises pursuant to th epr ovisions of this Lease and as the owner and operator of Port Manatee pursuant to the provisions of the then current Port Manatee Tariff.


26. ASSIGNMENT OR SUBLETTING. Th si Lease is binding upon and will inure to the benefit


of the Parties and their respective successors and assigns. 1-iowever, this Lease may not be as igned and no portion of' th e Demised Premises may bes ublet by the Lessee without the express written approval of the Auth or ity . Th e A uth or ity w ill not arbitrarily delay or refuse to permit such an assignment if the Lessee furnsi hes evidences atsi factory to the Authority thatthe assignee has financial


Treasury Office of Foreign Asset Control; 2) neither Lessee, nor any person(s) who, in the aggregate or individually, directly or indirectly own 50% or more of the Lessee, nor any

guarantor of all or any part or Lessee's obligations under th si Lease are directly or indirectly

owned or controlled by a government or country that iss ub j ect to an embargo impos ed by the

U.S. Government;. or 3) neither Lessee nor any person(s) who, in the aggregate or individually, directly or indirectly own 50% or more of the Les ee, or guarantor of all or any part of the Lessee's obligations under this Lease are acting on behalf of a government or have been in the past five years involved in business arrangements or other transactions with any country thatsi

subjecttos uch embagr o. Lessee agreesto notify the Authority in writing immediately upon the

occurrence of any of tha,t which would cause the foregoing representation, and warranties of

this Section to be incorrect inany respect and the Authority ,-vill havethe rightthen orthereafter

to terminate this Lease at its soleand absolute discretion.


B. In connection withanyaspectof this Leaseor othertransaction involvingLessee, neither Lessee (which includes for purposes of this section its parent and affiliate companies, owners, members, managers, s h ar eh o ld ers , d ire ctors, officers, representatives, agents, employee,s

d istributosr, vendors and s up liesr collectively) has engaged or vvill eng ag e in prohibited

conduct, as defined in the Foreign Corrupt Practices Acts, directly or indirectly in the performance of this Lease or otherwise on behalf of itself or Lessee. In the event of or during the term of this Lease, if Lessee is not in compliance with this Section, Lessee shall make prompt disclosure ofs uch non-compliance to the Authority and the Authoritys hall have the right to terminate the Lease.


orappropriateregulatory agencies, novv in fore during the Term of this Lease or which may hereinafter be in f"orce.


To th.e extent the Lesseer eceives any notices of violations of any permit or applicable lawsis ued by any g o v e rn m e nta l authority relating to the cons truction of the improvements, leasing of the Demised

Pr emise,s or the operations at the Demised Premises or concerning its other activities under this Lease


("'Citation"), the Lessee shall promptly respond to the Citation. The Les ee shalJ provide notice and a


copy of each Citation to the Authority promptly after the Citation si received bythe Lessee. Thereafter,


the Lessee shall keep the Authority informed on the ongoing status of the Lessee's efforts to address the Citation, and the Lesseesh all provide notice to the Authority when the Citation has b een

  1. at is factor ily r es o lv e d . The Lessee shall pay all costs of investigating and responding to a Citatio,n all


costs of correcting deficiencies and ach ieving compliance with applicable laws, and all fines assessed as a result ofthe Les ee's non-compliance.


  1. EM.INENT DOMAIN. If during the Ter m of this Lease there is any taking of any portion of


    loss.The Lesseewill be entitled to any compensation awarded for any takin,g wh eth er for the w h o le or


    a portion of the Demised Premises, for the Lessee's leasehold interest, all impr ovem.ents that were part


    of the taking and installed by Les e,e fixtures.

    Lessee's moving expenses, and the value of Lessee's trade


  2. EVENTS OFDEFAULT. Any ofthefollowing events constitute an "Event of Default" ofthis Lease by Lessee:

    1. IfLessee abandons or vacates the Demsi ed Premises; or


    2. If the Ren,t fees, charges, or other payments which Lessee agrees to pay or is obligated

      to pay hereunder are not received by the Authority within ten (10) businessd ay s after receipt of-written notice ofnon-payment from the Authority; or


    3. I:fLessee fails to observe, keep, or perform any of the terms, covenants, agreement,s or

      conditions of this Lease for a period of ten (10) business days after receipt of written notice from the Authority; or


    4. If Lesseetransferss ubstantial control of Lessee's assets or Lessee's business operations

      or activity to any other entity without prior written consent of the Authority, which will not be unreasonably withheld; or


      property of Lessee, ands uchp oss ess ion or control continues in e:ffect for ap eriod of'thirty (30) calendar d ays; or


      (xj) Anyb usiness si conducted,. or servicesi p er formed, orp r o d uct is sold from the Demised

      Pr emises thatsi

      notsp ecificalyl

      auth or ized by this Lease, and such activity does not cease

      vvithin ten (I 0) calendar days afterr ecepi t of written notice to that effect; or


      (xH) If at any time Lessee uses orper mits the Demsi ed Premises to be us ed f"or any p urp os e vvhich has not been authorizedby th is Lease; or


      (xiii) If Less ee us es orp ermist the use of the Demsi edPr emises in violation of any law, rul,e

      or regulation (including, but not limited to, envri onmental laws); or


      (xiv)

      If Lessee attempts to ord oes mortgage orp ledg e Lessee's intet·esth ereund er; or


      (xv) or

      If Lessee•s interest und er this Leasesi

      being sold under execution or oth er legalpr ocess;


      (xvi) [f Lessee's interest und er th si Lease is being modified or altered by any unappr oved

      assignment or unauthorized s ub le tt ing , or by operation of law; or


      (xvii) If any of theg oods or chattesl of Lessee used in, or incid e n t to, the operationofLessees

      b us in ess in the Demised Premises are being or haveb ee ns e ize,d s eq ues ter ed, or imp o und ed by virtue of, or under authority of, any legal proceeding; or


      as weJl as ind irect, co ns eq u e n tia, l and all otherd amag es whatsoever. Th e ex er c is e by the

      Authority of anyrgi h t of termination will be without prejudice to and in addition to every otherr emedy at law or in eq u ity . No r e m edy in this Lease conferred upon orr eser ved to the

      Authoritysi intended tob e e xc lus iv e of any otherr emedy in this Lease provided or oth erwise

      availabl andeach and every remedy will be cumulative.

  3. HABITUAL DEFAULT. Notwithstanding the foregoing, in the event Lessee defaults in the


p er formance of orbr eaches any of the terms , covenanst and conditions required in this Lease to bekept


andp erformed by Lessee two (2) or more times in two (2) cons ecutive months, and regardless of


whether Less eeh as cured each ind iv id u a l co nd iti o n of breach ord e:fau,lt Lessee may b e dete rm ine d by


A uth or ity to be a "h ab it ua l v io la tor .., At the tim e th at su ch d eterm in atio n si m ad e, the A uth or ity shall


issue to Les ee a written notice advising of such determination and citing th e cir c ums tan ces of the determination. S uch noticemust asl o advise Lessee that there will be no further. notice or grace periods

to cor ect anys ubs e q ue nt br eac h es or defaultsand thatanys ubs equent br each es or d efa ult,s of whatever


nature, taken with allpr evious breaches and defaults, Vvillb e cons id er ed cu m u la tiv e and coJlectiveJy, cons titute a condition of non-curable default andgr o u nd s for immediate termination ofthis Lease. Io

the event of anys uchs ubs eq ue nt breach or d efa u lt, the A uthor ity m ay terminate th si Lease. The


B. Suspension or revocation of Lesse,es operations by ag overn1nental unit or agency having jurisdiction over the Demised Premises and/or the business being conducted on the Demised Premises,r egard les s of the length of suchs uspens ion orr evocat.ion.


33. NO HOLD G OVER. F ailur e of Lesseeto surrenderthe Demised Premises in accordance'With

the provisions of this Leaseupon termination or expiration of this Lease, andthesubsequent holding over


by Les e,e with or without the consent of the Authority, will result in the creation ofa tenancy at will at


triple the Rent payable commencing at the time of the date oftermination or expiration. This provision does notgiveLessee any right to hold overat the termination or expiration of the Term of this Lease and will not be deemed to be a renewal of the Lease Term by operation of law or othervvise.


34 . SOLVENCY. If Lessee becomes insolvent or bankruptcy proceedings are begun by or


against Lessee, and within sixty (60)daysthereo,f Lesseefailsto secure a ruscharge thereof, or if Less ee


should make an assignment for the benefit of creditors before the end of the Term of this Leas,e the


Authority is irrevocably authorized, at its option, to terminate this Lease. The Authority may elect to

accept rent and other required compensation from the receiver, trustee or other judicial officer during


d omai,n bycondemnation or by private purchase in lieu thereof by a body vested withthe power

of eminent d o m a in" or by any governmental authority orp ers on acting under governmental authority, or by expropriation, confiscation" nationalization or other simi'lar event.

B. If asp ecial event of force majeure occurs, the Partiessh a ll confer and agree upon the extent thereof, methods of facilitation or removingsuch eventandp os ible modifications to this Lease. lf said matters are not agreed upon in writing within ninety (90) days after the date ofs uch

event, the Les ee will have the right to terminate thsi giving the Authority written notice of said termination.

Lease without penalt.y upon the Lessee


36. FEDERAL .MARITIME COMMISSION REQUIREMENTS. The Authority shall comply with all approval or filingr equirements relatiJ:1g to this Lease under federal laws or regulations administered by the Federal Maritime Commission and the Lesseeshall fully comply with all such approval or filing requirements relating to commercial carrier and/or marine terminal operator schedules. If it is determined by the Federal Maritime Commission or by either of the Parties thatthis Lease is subject to

approval or filingrequirements under federal lawsor regulations ad m insi ter ed by the F e d e ral Maritime


Commission, theP artie,s in cooperation with each other, will promptly comply with said requirements.


If the activities and operations of the Lessee at Port Manateep ursuant to the provisions of"th is Lease


result in a determination that the Lesseesi a marine termin.al operator and ifthecharges, fees, rates and


subject to disclosure to a requesting third person (nota party to this Lease). If the Authority receives a request by a third party for the disclosure or anys uchpublic records relating to theLesse,e theAuthority s hall immediately notify the Lessee ofs aid request;_ however, in no event vvill the Authority delay production of the public records in order to provide notice to the Lessee. The Authority will comply with said req uest to the extent required by law, unless the Lessee institutes an appropriate legal proceeding or suit against the Authority and /or the third person to restrain or otherwise prevent the particular public records'd isclosure. l:fthe Lessee institutes anys uch legal proceeding or suit and the Authority incurs any attorneys' fees, costs, damages, or penalties in connection with or because orthe legalpr oceed.ing or s u it, the Lesseesh a ll pay to th e Authority an amount equal to the total amount of s aid a tt or n eys ' fees., costs,d am ag es , or penalties.


Th e Lessee agrees to comply with the FJorida Public Records Act, as applicable, includ ing , but not limited to Section 119.070 1 of the Florida Statutes. Documents which are considered publicr ecord s under Florida lawinclude, but are not limited to:r ecord sr elated to th e entry, management and implementation of the Leas e itself; emails/correspondence between the Authority and the Lessee related to the Leas e;


Furtherrnore, the Less ee agrees that all records stored electronically will be provided to the Authority jn a format that is compatible with the information technology systems or the Authority. The Les ees hall

promptlypr ovide the Authority with a copy of anyr eq uest to inps ect or copy public records that Lessee


r eceives and a copyoftheLessee'sr esponse toeach request. The Les ee understands and agreesthatfailure to provide access to thep ub licr ecor ds wjll be a material breach of the Lease and groundsfor termination.


IF THE LESSEE HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE LESSEE'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT THE CUSTODIAN OF PUBLIC RECORDS AT 'J:'AF: AUTHORITY AT (941) 722-6621.


  1. NOTICE. All notices required or allowed by this Lease must bed eliver ed by email (with a r equirement that ther ecipient acknowledge receipt), thirdp arty overnight courier (including overnight

    couriesr 's ervices such as Federal Expr es ) or Certified M ai,l Return .Receipt Requested, p ostage paid


    addressed to the party to whom noticesi g iven at the following addresses:


    Notice isd eemed toh ave been given upon receipt by recipient as evidenced by an em.ail ack nowledg ing


    receipt, by overngi h t courier Air bi,ll or by returnr eceipt. In th e event ther ecipient fails orr ef us es to


    sign the Return Receip,t ther eceipt will bes ufficient.


  2. CONTROLLING LAW. The enforce-1n e n t of th si L e as e and the i n t er p r e ta t io n o f th e provisions


ofthe Lease are controlled and governed by the laws or theS tate of Florida. Any action or proceeding


broughtby the Lessee against the Auth o ri ty :for the enforcement of thsi Lease or the interpr etation of


thepr ovisions ofthis Leas e will be brought in a court ofapp licab le jurisdiction in the State of Florida


and the venue for anys uch action orpr oceeding will be in Manatee Count,y F lorid,a unless thed efault


i1nplicates or involves a federal statute,r egulatio,n order or permit in which case venue will be in


the -federal courts with the Midd le District of the State ofF lor id a .


Th e Authority and Lesseer ecognize that this Lease involvesr elativeyl complex bus ines transactions;


that thsi

Lease si

lengthy and its terminology is technical in nature and thus may be especially


s us cep tib le to m si interp r e ta t io n ; and in th e ev en t of a d sip u te as to r gi h ts and o b liga tio ns u nd er th si


V\IHICH A JURY TRIAL CANNOT BE OR HAS NOT BEEN "W'AIVED. THIS PROVISION

IS "MATERIAL AND M:UTUAL INDUCEMENT TO ENTERING INTO THIS LEASE.


4 0. AMENDMENTS. This Lease may not be modified, amended, or altered except by in a written document prepared with the same :formality and of equal dignity as this Lease and executed by the Authority and Lessee.


4 I. WAIVER AND DELAY. No waiver or delay in enforcing the terms of this Lease v.riII be construed as a waiverof any subsequent breach. No waiver of"any portion ofthisLeasev.ir]l beeffective unless it is in writing ands igned by the party against whom it is asserted.


42. NO THIRD PARTY BENEFICIARIES. Neither the Authority nor Lessee intends to benefit a third party directly or indirectly by this Lease. Therefore, the Authority and Les ee agree that this

Lease does not and is not intended to confer any eights orr emedies upon any person or entity other than the Parties.


language agreed to expresses their mutual intent and the resulting document may not, solely as a matter of judicial construction, be construed more severely against one of the Parties than the other. The Parties acknowledge that they have sought and received whatever competent advice and counsel was necessary for them to form a full and complete understanding of all rights and obligations inthisLease and that the preparation of this Lease has been their joint effort. This Lease, including all exhibits and

addenda attached to this Leas,e and other documents referenced in this Lease contain the complete


Lease of the Parties for the Demised Premises. As used in this Lease,, "business day" means any day that is not a Saturday, Sunday or a holiday recognized by Port Manatee in its Tariff.


  1. AUTHORITY TO EXECUTE. Each of the Parties covenantsto the otherparty that it has lawful authority1:oenter into this Lease, thatthe governing body of each of1:he Partiesh as approved this Lease and that the governing body of each of the Parties has authorized the execution of this Lease in the manner set forth belo"v.


  2. COUNTERPARTS ; SIGNATURES. This Lease will become effective upon ist execution

    JN WITNESS WHEREOF, the Parties have caused this Port Manatee and Port Manatee Ship Repair & Fabrication Lease to be duly executed in duplicate this the 19th day of May , 2020 to be effective on the Effective Date.



    ,l    

    ATTEST: ANGELINA "ANGEL" COLONNESO MANATEE COUNTY PORT

    Clerk of Circuit Court

    AUTHORITY

    6

    · .. \)'t H 0 1t1 ,

    EAL: \ By:

    J1.

    ·"''""''11111,,,,,,


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    By

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    1!1:cP•' I Chainnan

    )uv,_

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    "1111111\t••

    "'ll•r . ,, PORT AUTHORJTY


    PORT MANATEE SHIP REPAIR&


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    By:              

    Prin ted: f / }_/'JNJ(


    _1-1.


    /(e r{ A.J    



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    26981/001/015 77361.0O0 M

    Title: f12.. E-5c,c/ I

    "LE SSEE"


    Page 28 of 31


    EXHIBIT A


    Legal Description


    Parcel IDNo. 593-3-10059 - 0.84Acre


    COMMENCE AT THE SOUTHERN CORNER OF SECTION 1, TOWNSHIP 33 SOUTH, RANGE 17 EAST, MANATEE COUNTY, FLORIDA; THENCE

    N00d30'08"E, ALONG THE EAST LINE OF SAID SECTION ,l A DISTANCE OF

    1889.65 FEET TO A RAILROAD SPJKE MARKING THE INTERSECTION OF SAID EAST LINE AND THE CENTERLINE OF PORT MANATEE ENTRANCE ROAD; THENCE EAS T, ALONG SAID BASELINE, A DISTANCE OF 125 1.82 FEET TO THE POINT OF INTERSECTION OF SAID BASELINE AND THE CENTERLINE OF PINEY POINT ROAD; THENCE S 60d4 9 ' 56 " E, ALONG SAID CENTERLINE, A DISTANCE OF 622.20 FEET; THENCE N29 d l0 '0 4 " E_. A DISTANCE OF 40.00 FEET FOR A POINT OF BEGINNING, SAID POINT ALSO BEING A POINT ON THE NORTHERLYRIGHT-OF-WAYLINEOFSAIDPINEY POINT ROAD; THENCE N6 0d49 '5 6 " W, ALONG SAID NORTHERLY RIGHT-OF-WAY LINE, A DISTANCE OF 198.49 FEET; THENCE N29dl0'04"E, A DISTANCE OF 131.86


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    ••ee:-.....

    ParcelIDNo.593310059 -0.84Acre



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    ·i:,.wnJ:J.33LWMI .llfUJ l.UOll:l :A. J mn:J3Dir. ,·:ts

    66/Var"- nw - Oll.l 19£ 9dLffl 18

    ParcelIDNo.593310006- I .1 8 A cr e

    r..... , <( C"N""

    r-.,._• ·~


    EXHIBLTB

    Description of"Improvement:s.



    1. Pr e-fabri"imagec at ed steel warehouse

    2. Double-wide office

Type Building Trailer



EXHIBIT 2

PORT MANATEE AND PORT MANATEE SHIP REPAIR & FABRICATION LLC LEASE AMENDMENT ONE

The terms and conditions of this Port Manatee and Port Manatee Ship Repair & Fabrication, LLC Lease Amendment One (“Amendment One”), made and entered into by and between the MANATEE COUNTY PORT AUTHORITY, a political entity of the State of Florida, with its principal place of business located at Port Manatee, 300 Tampa Bay Way, Palmetto, Florida 34221, hereinafter referred to as the “Authority,” and PORT MANATEE SHIP REPAIR & FABRICATION, LLC, a limited liability company organized under the laws of the State of Florida, with a place of business located at 2114 Piney Point Road, Palmetto, FL 34221 (“Lessee”), (collectively referred to as the “Parties”) for and in consideration of the mutual covenants herein contained and other good and valuable consideration, amend the certain Port Manatee and Port Manatee Ship Repair & Fabrication, LLC Lease entered into by the Parties on May 19, 2020 (“Lease”) and state as follows:

  1. CONSIDERATION. The Parties agree and represent that as a result of economic conditions, mutual covenants, the long-term benefits to both Parties, and other good and valuable consideration, this Amendment One shall govern the Parties’ responsibilities regarding paragraph 2 of the Lease titled “Demised Premises.”

  2. SCOPE. This Amendment One is being entered into for the purpose of amending, modifying and superseding paragraph 2 of the Lease. Except to the extent herein amended, all other provisions set forth in the Lease shall remain in full force and effect and be binding upon the Authority and Lessee. The Parties agree that all capitalized terms used in this Amendment One which are not otherwise defined, shall have the meaning defined in the Lease. In entering into this Amendment One, the Parties acknowledge that in no way has the Authority waived any of its rights or claims it may have against Lessee.

  3. AMENDMENT. The Parties agree to amend, modify, and supersede paragraph 2 of the Lease as follows:

    2. DEMISED PREMISES. The Authority does hereby demise, let, and rent unto the Lessee, and the Lessee shall hire and take as tenant approximately 2.015 acres of real property located in Manatee County, Florida identified as a portion of Port Manatee, the legal description of which a demonstrative sketch is attached and made a part of this Lease as Exhibit A (the “Land” or “Demised Premises”), to have and to hold the same for the terms set forth below. In accordance with the Master Plan, the Authority agrees, covenants and warrants that Lessee has the right to peacefully occupy, have, use, hold and quietly enjoy the Demised Premises subject to the provisions of this Lease. The Lessee agrees to use the Demised Premises so as not to interfere with, interrupt, or impact the use or operation of any other tenant, user, or customer at Port Manatee. The Demised Premises are leased and accepted by Lessee in its current “As Is-Where Is” condition with the Authority making no warranties as to fitness, and Lessee acknowledges that it has had adequate opportunity to inspect and test the Demised Premises prior to entering into the Lease.

  4. CONFLICT. In the event of a conflict regarding the provisions set forth in paragraph 2 of the Lease and the provisions contained in this Amendment One, the provisions set forth in Amendment One shall prevail. In the event of a conflict between any other paragraphs within Amendment One and the Lease, the Lease shall prevail.

  5. AUTHORITY TO EXECUTE. Each of the Parties covenants to the other party that it has lawful authority to enter into this Amendment One, that the governing or managing body of each of the Parties has approved this Amendment One and that the governing or managing body of each of the Parties has authorized the execution of this Amendment One in the manner hereinafter set forth.

  6. EFFECTIVE DATE. The Effective Date of Amendment One is May 20, 2021.


lN WITNESS WHEREOF. theP arties have caus ed this Amendment One to bed u ly e x e c uted in d u p licate on the day fir st above wrinen.


ATTEST: ANGELINA M . COLONNESO MANATEE COUNTY PORT AUTHORITY

Clerk of"Cir cu it Court


By:_ _ _ _ _ _ _ -_


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P r in te d: _ _ _ _ _ _ _ _ _ _


W ITN ES S ES :

By :                                      


Reggie Bellamy

Chari m an

A U T H O R JT V


PORT MANATEE SHIP REPAIR &

FABRICATION, LLC

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EXHIBIT “A”


Legal Description


Parcel ID No. 593310059 – 0.84 Acre


COMMENCE AT THE SOUTHERN CORNER OF SECTION 1, TOWNSHIP 33 SOUTH, RANGE 17 EAST, MANATEE COUNTY, FLORIDA; THENCE N00d30’08”E, ALONG THE EAST LINE OF SAID SECTION 1, A DISTANCE OF 1889.65 FEET TO A RAILROAD SPIKE MARKING THE INTERSECTION OF SAID EAST LINE AND THE CENTERLINE OF PORT MANATEE ENTRANCE ROAD; THENCE EAST, ALONG SAID BASELINE, A DISTANCE OF 1251.82 FEET TO THE POINT OF INTERSECTION OF SAID BASELINE AND THE CENTERLINE OF PINEY POINT ROAD; THENCE S60d49’56”E, ALONG SAID CENTERLINE, A DISTANCE OF 622.20 FEET; THENCE N29d10’04”E, A DISTANCE OF 40.00 FEET FOR A POINT OF BEGINNING, SAID POINT ALSO BEING A POINT ON THE NORTHERLY RIGHT-OF-WAY LINE OF SAID PINEY POINT ROAD; THENCE N60d49’56”W, ALONG SAID NORTHERLY RIGHT-OF-WAY LINE, A DISTANCE OF 198.49 FEET; THENCE N29d10’04”E, A DISTANCE OF 131.86 FEET; THENCE S88D17’19”E, A DISTANCE OF 223.69 FEET SAID POINT ALSO BEING THE NORTHWEST CORNER OF A PARCEL OF LAND AS DESCRIBED IN OFFICIAL RECORDS BOOK 1249, PAGE 2869, OF THE PUBLIC RECORDS OF MANATEE COUNTY, FLORIDA; THENCE S29d10’04”W,A DISTANCE OF 235.00 FEET FOR A POINT OF BEGINNING. ALL LYING AND BEING IN SECTION 6, TOWNSHIP 33 SOUTH, RANGE 18 EAST, MANATEE COUNTY, FLORIDA.

CONTAINING 36,410 SQUARE FEET OR 0.84 ACRES, MORE OR LESS.


Parcel ID No. 593310006 – 1.18 Acre


COMMENCE AT THE S.E. CORNER OF SECTION 1, TOWNSHIP 33 SOUTH RANGE 17 EAST: MANATEE COUNTY, FLORIDA; THENCE NORTH ALONG THE EAST LINE OF SECTION 1, A DISTANCE OF 1888.56 FEET THENCE EAST 1270.0 FEET TO CENTER LINE OF PINEY POINT ROAD, THENCE S 6129 E, A DISTANCE OF 600’ TO A POINT IN CENTER LINE OF PINEY POINT ROAD NORTHEASTERLY 40FEET TO POINT OF BEGINNING, CONTINUE NORTHEASTLY 235 THENCE NORTHEASTLY 207’, THENCE SOUTH 334 FEET, THENCE N 6129W 180.0 TO POINT OF BEGINNING.

Parcel ID No. 593310059 – 0.84 Acre

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Parcel ID No. 593310006 – 1.18 Acre

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May 20, 2021


CONSENT

AGENDA ITEM 3.E: INTERMODAL CONTAINER YARD CHANGE ORDER 5


BACKGROUND:


On July 28, 2020, the Authority approved The Crisdel Group as contractor for the Intermodal Container Yard Expansion in the amount (including deductive Change Order 001) of

$7,890,197.90, funded 50% by FDOT. Change Orders 002, 3, and 4 were previously approved for an increase in the contract of $743,806.40 for the encasement in concrete of the duct bank and an initial inspection to determine the extent of leaks, and the addition of 148 refrigeration receptacles in the northern plot of the intermodal container yard. Change Order 5 increases the contract

$29,959.94 to repair leaks discovered in the existing drainage system.


ATTACHMENT:


Change Order No. 5


COST AND FUNDING SOURCE:


FDOT proceeds and Port cash each $14,979.97


CONSEQUENCES IF DEFERRED:


Delay in repairing leaks in the drainage system


LEGAL COUNSEL REVIEW: Yes


RECOMMENDATION:


Move to approve and authorize the Chairman to execute Change Order No. 5 increasing the contract between the Manatee County Port Authority and The Crisdel Group in the amount of

$29,959.94, subject to FDOT approval.


image

PORT MANATEE


Project Name: Jntermodal Car.,.o Yar d E xpansion

CHANGE ORDER FORM Change Order No. 5

Purchase Order No.          PA005518             

Date of Issuance:                             E ffective Date: Owner: Manatee County PortAuthority Contract# :

E ngineer of Record: Stantec Contractor s Project#: Contractor: Crisdel Group, Inc Engineer' s Project#:

          8985 Palm River Rd                  Contract Name:

Tampa, FL 33619

Pr oject: lntermodal Carg o YardE xpansion


PA005518 2322


lntermodal Cargo Yard Expansion


The Contr act is modified as follows upon execution of this Ch ang e O rd er : D e s cr ip ti o n :                             Pressure Grout Rep a ir - Existing ERCP


Attachments: Quota#2322-001         List documents sup p o rt ing ch ang e:


CHANGE IN CONTRACT PRICE

Original Contract Price:


$ 8 ,927.8 12.90

CHANGE IN CONTRACT TERMS

[note changes in Milost.onos If appHcabJeJ

Original Contract Times:

S ubstantial Completion: 6/25/2021

Date of Final Payment 7/23/2021


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ProJect:Ifntermodal Cargo YardExpansion Description: fRCP G ro u ti ng Repair- Quote2 322•00 1

Expranntion:IPre.ssure grouting leaksIn existing RCPscor n-,Jines


Crlsdel Project No.:L2=2;;3:;.2;;;;..._ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ .,


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$

s

s

$

$

$

HdR.at e

118.9 2

101.2 3 7 7 .10 55.44 88 .4 7

1 21 .2 '.l

8 9.49

638. 7

90. 0

N o .

Ho,y sl

E g u le Hrs

Hyd Excavator - Komatsu PC308 HydEx·cavat ·or - KomatsuPC228 Hy d E xc.avat:or - Ko m ats u PC 138

FrontEndLoader - Komatsu WA 320 Grader - Komatsu GDGSS

D o z e r - K o m a ts u D65

Do er - Komatsu 051 Dirt Ro lle r · IR SOl.22 Plate Comp actor

1.00

40.00

40 .0 0

-

s

.

-

s

4.049.20

-

s

s

$

s

$

-

s

$

s

-

-

s

s

CO N o .: ,_                      ,


t.ab

or

HdvRat:e

No.

Hours/EA

Manhours

General Foreman

$ 75.SS



-

40.00

-

.

$ -

$ 1,605.20

$ -

$ .

L.aborer

$ 40.13

1.00

40 .0 0

Operator

$ 4 4.00



Driver

$ 3 3.83







Subtotal - Labor:

s

1,605.20


May 20, 2021


CONSENT

AGENDA ITEM 3.F.: VENDOR APPROVAL FOR PAVING BACKGROUND:

Demand for paved laydown area has increased significantly as certain commodities requiring a paved surface for storage surges. Port staff has determined that a 3-acre plot originally constructed with crushed concrete is an ideal area to pave due to the current condition of the area. The paved area will create additional storage space and create efficiencies in cargo placement and movement. Request is to approve Manatee County Bid IFBNO. 20-TA003287CD from Gator Grading & Paving LLC in the amount of $322,985, and an additional $183,750 if crushed concrete is needed. The amount of crushed concrete, if any, will not be known until after the survey is completed.


ATTACHMENT:


Proposal from Gator Grading & Paving LLC based on Manatee County Bid IFBNO. 20- TA003287CD


COST AND FUNDING SOURCE:


$506,735 is to be paid from Port cash


CONSEQUENCES IF DEFERRED:


Delay in paving 3-acre area


LEGAL COUNSEL REVIEW: Yes


RECOMMENDATION:


Move to approve and authorize the Executive Director to execute the proposal from Gator Grading & Paving LLC in the amount of $506,735 for paving a 3-acre storage laydown area.


Gat:or Grading & Paving LLC



image


TO: PORT MANATEE

300 Tampa Bay Way

Palmetto FL 342 21-6608

DATE:


PROJECT:

Aluminum Yard

May 5202 1


Port Manatee


PHONE: 941-650-0155

FAX: 941-729-1463

Grading and Paving


ATTN:

Scott Davies and Shawn Smith


ITEM

DESCRJPTYON

QUANTITY UNIT UNIT PRYCE TOTAL


Base Bid


1V44

MOBil..IZATION

1

LS

$ 1,850.00

$

Ill.I7

Er oision Control

,1 000

LF

$ 4.00

$

ID.24

Surveying

40

HR

$ 175.00

$

Ill.I

Shape Subgrade Over 10000 SY

15,000

SY

$ 2.50

$

IV.7

S-1 Zone5

2, 900

TN

$ 66.90

$

IV.31

6"Solid TrafficS tripe

3,000

LF

$ 0 .35

$

I.16

Crush ed Concrete 6" {If"Needed)

5,250

TN

$ 35.00

$

IV.17 Sweep TackSpr ead 2,900 TN

$ 2 1.75 $

XXX AC Liquid Adjust 2 ,9. 0 0 TN

$ 5 .0 0 $

,1 850.00

4,000.00

7,000.00

37,500.00

194 ,0 10 .0 0

1,050.00

183,7 50 .00

63 ,0 75 .00

14 ,500 .0 0

May 20, 2021


CONSENT

AGENDA ITEM 3.G.: BERTH REHABILITATION ADDITIONAL

ENGINEERING SERVICES


BACKGROUND:


On May 17, 2018, the Authority approved Professional Services Authorization (PSA) No. 18- 05 to RS&H, Inc., in the amount of $303,643.00 for inspection of certain berths, design of repairs and bidding and construction phase services. Additional services were previously approved in the amount of $28,824 for revised bid documents for incorporating a new rail, a walking path for line handlers and steps at Berth 10. These fees approved on November 19, 2019, and June 16, 2020, have been completed and paid and are being incorporated in PSA No. 18-05-A1 for consistency. Request is to approve an additional $26,871 for dive services to determine the extent of steel sheet piling repairs to minimize grout loss bringing the total to $359,338, with 75% funded by FDOT.


ATTACHMENT:


Professional Services Authorization (PSA) No. 18-05-A1


COST AND FUNDING SOURCE:


FDOT grant funding of $20,153.25 or 75% and SIB loan in the amount of $6,717.75 or 25%.


CONSEQUENCES IF DEFERRED:


Delay in determination of needed repairs

LEGAL COUNSEL REVIEW: Yes RECOMMENDATION:

Move to approve and authorize the Chairman to execute Professional Services Authorization (PSA) No. 18-05-A1 to RS&H, Inc., subject to the review and approval of FDOT.


PROFESSIONAL SERVICES AUTHORIZATION (PSA) NO. l8-05-A1


Pursuant to the Port Manatee Professional Engineering Services Continuing Contract dated June 16, 2020, ben-veen the Manatee County Port Authority,, hereinafter referred to as the« Auth or ity " and


RS&H, Inc.

hereinafter referred to asthe "Consultant", the Authority hereby authorizes and the Consultant hereby agrees to perform the hereinafter identified professional services for the project, facility or program identified as:


« wharf"and Wall Repair"


The professional services and additional tenns hereby authorized by the Authority and agreed to by the Consultant are set forth in the attached proposals dated November 19 , 2019,May27, 2020, and April 30,2021 for the above entitled project, facility or program.


The total fees and expenses for thesepr of ess io n a l services mustnot exceed:


$55,695 ($28,824 previously approved and paid leaving $26,871 balance).


DATED:                       


PA-oo s;-of?.1-

RS&II

1715N.Westshore Blvd ., Suite 500

Tampa, FL 33607-399

P: (813) 636-2631

F: (407) 264-6 62 4


April 30, 2021


Mr. George Isiminger,P.E.

Senior Director of Planning, Engineering and Environmental Affairs Manatee County Port Authority

300Tampa Bay Way Palmetto, Florida 34221


Dear Mr. Isiminger,


In reference to your requirement to provide additional services to provide additional dive support services and coordination for SSP overages on the Wharf and Wall Repair project, please find attached proposal.


PROJECT DESCRIPTION


Manatee County Port Authority (MCPA) has secured the services of RS &H, Inc. to provide engineering design for wharf and wall repairs. In order to,determine extent of SSPrepairs to minimize grout loss, additional engineering services are required.


image

su ry. e.s..thn.a ot WOl'tc'euort.&Fe-oPrope•I

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DatoPre.pared:: April30,:.l021

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8

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0 lvoTe ch Olvo up p o rt

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$ 2 6 .8 7 1 .0 0

image

1715 N. Westshore Blvd., Suite 500

Tampa, FL 33607-399

P: (813) 636-2631

F: (407) 264-6624


May 27, 2020


Mr. George Isiminger, P.E.

Senior Director of Planning, Engineering and Environmental Affairs Manatee County Port Authority

300 Tampa Bay Way Palmetto, Florida 34221


Dear Mr. Isiminger,


In reference to your requirement to provide additional services to incorporate at Berth 10 railing for your line handlers, steps, a smooth walking path, asphalt tie in at road edge, and a new rail to replace the old deteriorated rail along the top waterward corner of the wall to the Docks Inspection and Repair project, please find attached proposal.


PROJECT DESCRIPTION


Manatee County Port Authority (MCPA) has secured the services of RS&H, Inc. to provide engineering design for repairs of Berth 10. Additional engineering services are required in order to incorporate:


SCOPE OF SERVICES


Proposed changes include the following: see attached.

image

1715 N. Westshore Blvd., Suite 500

Tampa, FL 33607-399

P: (813) 636-2631

F: (407) 264-6624


Project Schedule:


Project will be completed within 45 days of NTP for these additional services.


Price:


This is a lump sum agreement. Total fee for this effort is $10,342.00 as shown on attachment “A”. RS&H looks forward to the opportunity to continue to support the MCPA.

image

Sincerely,

RS&H, Inc.


Michael S. Dixon, PE

Vice President, Transportation-Infrastructure

SCOPE OF SERVICES

Additional Services for Purchase Order PA 005081 to add walk path, stairs, and railing for Line Handlers at Berth 10

For

Docks Inspection and Repair 2018

PORT MANATEE

Manatee County, Florida

PROJECT DESCRIPTION

The intent of the overall project is to provide dock inspection at Berth 6 and Berth 7 gantry piers, inspection for the TransMontaigne impressed current cathodic protection system, and inspection at the dock face walls for Berths 7-10. The project will be re-designed to incorporate maximum repairs within a specified budget. RS&H, Inc. is the CONSULTANT and Manatee County Port Authority is the AUTHORITY as referenced in this scope of services.


SECTION 3 – SCOPE OF ADDITIONAL PROFESSIONAL SERVICES


Task 1 – Project Administration and Management

  1. Meetings The following management meetings will occur during the project:

    1. Meeting to review drawing updates to revised scope.

    2. Meeting with Port Manatee to discuss updates to plans.


  2. Progress Reports The CONSULTANT shall provide the AUTHORITY with monthly progress reports.


  3. AUTHORITY Review and Comment The CONSULTANT shall provide responses to the AUTHORITY’s comments no later than fourteen (14) calendar days after receiving the final comments for revised bid documents.


  4. Project Scheduling The CONSULTANT shall prepare a revised project schedule for additional services work.


  5. Project Schedule The CONSULTANT will complete all work within 45 days of notice to proceed (NTP). This includes five (5) workdays for AUTHORITY review and comment of the updates. Work will be completed not later than 15 July 2020 assuming NTP on 17 June 2020.


Task 1 Deliverables:


  1. Assumptions:

    1. All design progress meetings will be via conference call.

    2. Existing survey will be utilized.

    3. AUTHORITY will review updates within five (5) workdays and provide comment for incorporation.

    4. No excavation will be performed during design, if corrosion of tie-backs is discovered during construction, the EOR will be informed prior to proceeding further.


Task 2 – Deliverables:


END SCOPE OF SERVICES


Lower rail or higher ground for knee height



New rail


Smooth slope or steps


Back edge of asphalt millings surface (edge of pavement)


Rocks to be excavated a foot or two and filled on top of filter fabric to flush with bollard pad


N

90 ft

image

Master Summary - Estimate of Work Effort & Fee Proposal


Consultant:

RS& H, Inc.

Date Prepared:

May 27, 2020

Job Description:

Port Manatee Berths 10 Additional Services to design walking path with railing and steps for Line handlers

Contract:






Project Officer


Project Manager


Senior Enginner


Designer


Clerical


Total Man Hours by Activity


Total Fees


Comments

Work Element / Activity






Berths 10 Additional Services to design walking path with railing and steps for Line handlers









Structrual Engineer for railing/stairs



8

4


12

$1,940.00


Updates to calculations



4



4

$740.00


Coordination for structrual and civil



4



4

$740.00


Civil Eningeer for new smooth walking path and asphalt tie in



12

4


16

$2,680.00


Q/A/QC

4

2



1

7

$1,632.00


Technical specifications


2

4



6

$1,190.00


Review with Port and incorporated comments


2

4

2


8

$1,420.00


Task 1 Total Hours

4

6

36

10

1

57

$10,342.00


Total for Additional Services

$1,104

$1,350

$6,660

$1,150

$78




Unit Prices

$276.00

$225.00

$185.00

$115.00

$78.00









Total for Additional Services Fee $10,342.00

image


RS&## 1715 N Westsh orc Blvd

Suite 600

T<>m p ,:, , F L 33607


0 813-289-SSS0

F 8 13 -.289 -0 2 63

rs o ndh .c o rn


November 11, 2019


f'v1r. George lsin, inge,r P.E.

Senior Director of Planning, Engineering and Environn,ental Affairs Manatee CoLinty Port Authority

300 Tan,pa Bay Way Palr n e t to, Florida 34221


Dear Mr. Isiminger,


In reference toy ou,· reqL.1irernent to p rovide additional se,-vices to rescope and re-bid the Docks

Inspection and Repair·p l'ojec,t please find attached proposal.


PRO.JECT DESCRIP T ION


Manatee County Port ALrthority (MCPA) has secured the services of RS&H, Inc. to provide engineering


SCOPE OF SERVICES

Additional Services for Purchase Order PA 005081 to rescope and re-bid

For

Docks Inspection and Repair 2018

PORT MANATEE

Manatee County, Florida


PROJECT DESCRIPTION

The intent of the overall project is to provide dock inspection at Berth6 and Berth7 gantryp iers. inspection for the TransMontaigne impressed current cathodic protection system, and inspection at the dock face walls for Berths7-10. The project will be re-d esigned to incorporate maximum repairs within a specified b udg e t. RS&H. Inc. is the CONSULTANT and Manatee County Port Authority is the AUTHORITY as referenced in this scop e of services.


SECTION3 - SCOPE OF ADDITIONAL PROFESSIONAL SERVI_GES


Task 1 - Proiect Administration and Management


  1. Meetings The following management meetings will occur during thep roject:

    1. Meeting to review specifications and drawing updates to revised scope.


      Task2 - Berth6 & 7 Repair Re-design & Re-scope Additional Services


      Based on received construction proposals exceeding the Port Manatee repair budget, the CONSULTANT has been asked to rework the design and specifications and support re-bidding thep roject. Specific items to be addressed:


      • Draft changes to front-end documents for cost savings for coordination with Port attorney to considered for incorporation.

      • Coordinating with Port and Tenant shipp ing schedules and guaranteed no ship interruption of work periods to provide clearer picture for proposers and reduced cost for construction.

      • Re-work bidding for straight unit price setting an upper limit. VVill coord inate with Port for additional sections of the standard front-end documents to use.

      • Rework base and alternatives breakdown based on previous proposals cost data to

        allow for onyl limitations.

        part of the Berth6 work (the most important parts). due to budget

      • Recommend construction scope changes proposed for cost savings to be considered for incor p or a tio n .

      • Update engineer's estimate of probable costs for AUTHORITY review and comment.


      Bid Support Services

      The CONSULTANT shall provide bid support services that include preparation of electronic bid documents, provide agenda and attendp re-b id meeting site visit, respond


      image

      Attochrnont ..- E•tf,,.,_. .of Work Effort&FeoProeos• I


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      D.ato Prupared: October 11.2019

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      May 20, 2021


      CONSENT

      AGENDA ITEM 3.H.: DELEGATION OF AUTHORITY TO

      EXECUTIVE DIRECTOR


      BACKGROUND:


      During certain periods of the year, the Port Authority may have certain months in which it has no regularly scheduled meetings. During that time, matters normally requiring approval and authorization of the Authority may arise. In order to enable the Executive Director and the Port staff to maintain continuity of services in the routine business of the Port and avoid delay in the conduct of Port business, as well as avoiding the loss of business opportunities, the Executive Director and staff recommend adoption of this proposed resolution granting the Executive Director limited authority to act during these periods. This resolution is expressly limited in its scope.


      ATTACHMENTS:


      Resolution No. PA-21-09


      COST AND FUNDING SOURCE:


      N/A.


      CONSEQUENCES IF DEFERRED:


      Loss of continuity of routine business and delay in conduct of business.


      LEGAL COUNSEL REVIEW: Yes RECOMMENDATION:


      Move to adopt Resolution PA-21-09.

      RESOLUTION NO. PA-21-09


      A RESOLUTION OF THE MANATEE COUNTY PORT AUTHORITY FOR LIMITED AND TEMPORARY DELEGATION OF AUTHORITY DURING EXTENDED PERIODS BETWEEN AUTHORITY MEETINGS


      WHEREAS, the Manatee County Port Authority (hereinafter the “Authority”) may have months without scheduled meetings; and


      WHEREAS, the Authority recognizes that matters requiring approval and authorization by the Authority may arise during extended periods without scheduled meetings and, to the extent possible, wish to maintain continuity in the routine business of the Authority and wish to maintain and avoid delay in the furnishing of services as a result of the extended periods without regular meetings.


      NOW, THEREFORE, BE IT RESOLVED BY THE PORT AUTHORITY OF MANATEE COUNTY AS FOLLOWS:


      1. Purpose: Except as specifically limited below, the delegation of authority provided in this Resolution shall apply to any approval or authorization, and the execution of contracts and other documents as may be reasonable and necessary, when there is more than thirty (30) calendar days between regularly scheduled Authority meetings, to accomplish only the following:


        1. Avoid delays in furnishing services or implementing or continuing approved programs; and


        2. Avoid additional costs or expenses or the likelihood of additional costs or expenses, including but not limited to the use of personnel and resources of the Authority as well as the costs of goods and services; and


        3. Provide for the fair and reasonable treatment of citizens and organizations doing business with the Authority.


      2. To accomplish those purposes set out in Paragraph A, the Authority delegates to

        the Executive Director of the Port, or in his absence the Deputy Executive Director, authority to:


        1. Approve, authorize and sign contracts, work assignments, purchase orders, change orders, and all documents and papers related thereto that are beyond the dollar limits provided by policies of the Authority but are otherwise purchased in accordance with applicable Laws, Ordinances and policies; and


        2. Approve any refunds owed by the Authority to third parties at the request of a department director upon presentation of documentation of the amount due and owing; and


        3. Schedule and publish notice of public hearings and special meetings upon a determination by the Executive Director of the Port or Deputy Executive Director of the Port that it appears to be in the best interest of the Authority to proceed without delay; and

        4. Approve any budget amendments required in support of the authorizations provided in Paragraphs B and C, and any prior authorizations of the Authority; and


        5. Approve, authorize and sign documents and forms reasonably required to implement or continue any program, plan or activity previously authorized by the Authority.


      3. To accomplish those purposes set out in Paragraph A, the Authority hereby delegates to the Port Authority Attorneys authority to:


        1. Initiate litigation, adversarial administrative proceedings, or appellate proceedings, including extraordinary writ proceedings, where, in the opinion of the Port Authority Attorneys, it is necessary to do so in order to preserve the status quo or the legal rights or protect the interests of the Authority; and


        2. Retain expert witnesses or consultants where, in the opinion of the Port Authority Attorneys, it is necessary to do so in order to preserve the status quo or the legal rights or protect the interests of the Authority; and


        3. Agree to continuances or extensions of time in on-going or threatened litigation, adversarial administrative proceedings, or appellate proceedings where, in the opinion of the Port Authority Attorneys, it is necessary to do so in order to preserve the status quo or the legal right or protect the interests of the Authority.


      4. To accomplish the purposes set out in Paragraph A, the Clerk of the Circuit Court, or his duly authorized deputy, as Clerk to the Authority, and as custodial of funds and comptroller, is requested and authorized, upon approval by the Executive Director of the Port or Port Authority Attorneys to:


        1. Take any action reasonably and necessarily required pursuant to the authority delegated under Paragraphs B and C; and


        2. Proceed with all matters of a routine nature usually submitted to the Authority on the Clerk’s consent agenda, including but not limited to making of all payments lawfully due and owing by check, voucher, warrant, cash or wire transfer, or other appropriate means, the release of cash deposits, and payment of any revenue refunds in excess of established approval limits.


      5. Limitations: This Resolution shall not apply to:


        1. Any legislative matter or other action that must be considered at an advertised public hearing; and


        2. Any new contracts retaining architects, engineers, landscape architects, surveyors, or other professional consultants. However, this limitation does not include any work assignment, time extension, or matters related to established contracts, or experts retained pursuant to C.3 above; and

        3. Any lease or contract providing for the sale, acquisition or exchange of any interest in real property, except documents necessary for closing contracts signed by the Authority, and except that any acquisition of property for utility easement or right-of- way as a part of or in avoidance of or settlement of eminent domain proceedings for an amount not to exceed the highest appraised value assigned by a duly certified appraiser may be authorized and executed by the Executive Director of the Port or his designee at the request of the Port Authority Attorneys; and


        4. Any new program or activity not previously authorized by the Authority; and


        5. Any matter involving the expenditure of funds in excess of funds that may lawfully be budgeted for such purpose.


      6. Records: A record of all actions taken under this Resolution shall be maintained

        and made a part of the record of the Authority via placement on the first consent agenda after the extended recess.


      7. Interpretations: This Resolution is not intended to apply to or limit any authority previously delegated by the Authority. This Resolution is intended to be broadly interpreted to accomplish the purposes set out in Paragraph A.


      8. Effective Period: This Resolution shall take effect upon adoption but the

        delegation of authority shall only extend to actions that need to be taken when there is more than thirty (30) calendar days between regularly scheduled Authority meetings.


      9. Any prior years’ resolution authorizing the same or similar authority is rescinded and replaced by this resolution.


        ADOPTED with a quorum present and voting this 20th day of May, 2021.


        ATTEST: ANGELINA M. COLONNESO MANATEE COUNTY PORT AUTHORITY

        CLERK OF CIRCUIT COURT


        image

        By:                                                                                


        3

        May 20, 2021


        CONSENT

        AGENDA ITEM 3.I.: CARVER MARITIME, LLC LEASE AMENDMENT

        FIVE


        BACKGROUND:


        On August 16, 2018, the Authority approved the lease of 10 acres with Carver Maritime, LLC (Carver). Amendments One, Two, Three and Four were previously approved increasing the lease footprint, revising the term start and end dates, and revising the minimum annual guaranteed tonnage. Amendment Five adds 10 acres (Bay Street North Parcel) to Carver’s footprint. Carver agrees to make certain improvements to the Bay Street North Parcel at its sole cost and expense. Future rent charges will be credited toward the improvement costs.


        ATTACHMENT:


        Port Manatee and Carver Maritime, LLC Lease Amendment Five


        COST AND FUNDING SOURCE:


        N/A.


        CONSEQUENCES IF DEFERRED:


        Delay in approving lease amendment


        LEGAL COUNSEL REVIEW: Yes


        RECOMMENDATION:


        Move to approve and authorize the Chairman, on behalf of the Port Authority, to execute the Port Manatee and Carver Maritime, LLC Lease Amendment Five adding 10 acres to Carver’s existing leased property.

        PORT MANATEE AND CARVER MARITIME, LLC LEASE AMENDMENT FIVE


        The terms and conditions of this Port Manatee and Carver Maritime , LLC Lease Amendment Five between Port Manatee and Carver Ma ritime , LLC ( "Amendment Five" ), made and entered into by and between the MANATEE COUNTY PORT AUTHORIT Y, a political entity of the State of Florida , with its principal place of business located at Port Manatee, 300 Tampa Bay Way, Palmetto, Florida 34221, (" Authority''), and CARVER MAR1TIME, LLC, a limited lia bili ty company duly organized and existing under the laws of the State ofNew York and authorized to do business in the State of Florida, with a place of business located at 494 Western Turnpike, Altamont, New York 12009 , ("Carver" or "Lessee"), (collectively referred to as the " Parties") for and in consideration of the mun1al covenants herein contained and other good and valuable cons ide ration, amend the certain Port Manatee and Carver Maritime , LLC Lease entered into by the Parties dated August 16 , 2018 ("Lease"), Port Manatee and Carver Maritime, LLC Lease Amendment One entered into by the Parties dated July 23, 2019 (" Amendment One" ), Port Manatee and Carver Maritime, LLC Lease Amendment Two entered into by the Parties dated August 15, 2019 ("Amendment Two"), Port Manatee and Carver Maritime , LLC Lease

        Amendment Three entered into by the Parties dated October 8, 2019 (" Amendment Three"), and


        Port Manatee and Carver Maritime, LLC Lease Amendment Four entered into by the Parties dated September 29, 2020 ("Amendment Four") and state as follows:

        image

      10. CONSIDERATION. The Parties agree and represent that as a result of economic conditions, mutual covenants , the long-term benefits to both Part ies, and other good and valuable consideration, this Amendment Five shall govern the Parties' responsib ilities regarding paragraphs of the Lease, Amendment One, Amendment Two, Amendment

      Three , and Amendment Four titled " Demised Premises" (paragraph 2), "Te rm'' (paragraph 4), " Rent" (paragraph 5), "Improvements" (paragraph 8), and " Improvement Removal and Land Restoration " (pa ragraph 9).

    2. SCOPE. This Amendment Five is being entered into for the purpose of amending, modifying and super sed ing paragraphs 2, 4, 5, 8, and 9 of the Lease, Amendment One, Amendment Two, Amendment Three, and Amendments Four. Except to the extent herein amended, all other provisions set forth in the Lease, Amendment One, Amendment Two, Amendment Three and Amendment Four sha ll remain in full force and effect and be binding upon the Authority and Carver. The Parties agree that all capitalized te rms used in this Amendment Five which are not otherwise defined, shall have the meaning defined in the Lease. In entering into Amendme nt Five, the Parties ac knowledge that in no way has the Authority waived any of its rights or claims it may have against Carver.

    3. AMENDMENT. The Parties agree to amend, modify, and supersede the text (but not the


      Exhibits referenced) in paragraphs 2, 4, 5, 8, and 9 of the Lease, Amendment One, Amendment Two, Amendment Three, and Ame ndment Four as follows:

      1. Paragraph 2 titled "Demised P remises " is amended to read as follows:


  1. DEMISED PREMJSES. The Authority does demise, let and rent unto the Lessee and the Lessee shall hire and take as tenant approximately 10 acres ofr eal property located in Manatee County, Florida, identified as a portion of Port Manatee, the legal description of which is attached and made a part of this Lease as Exhibit "A," with the office trailer and conveyor defined in the paragraph of this Lease entitled " Conveyor System" located on said property, (hereinafter the '·l 0-acre Parcel" ), to have and to hold the same for the terms set forth below.

    image

    The Autho rity does demise, let and rent unto the Lessee and the Lessee shall hire and take as tenant the Mooring Area which is defined as the south edge of the south end of the south channel and along the west edge of the south channel at the south end of Berth 14 as depicted and made

    part of this Lease as Exhibit "D" (referred to hereinafter as the " Mooring Area"), to have and to bold the sa me for the terms set forth below.


    The Authority does demise, le t a nd rent unto the Lessee and the Lessee shall hire and take as tenant 7 acres of real property, the leg al description and sketch of whic h is attached and made a part of this Lease as Exhibit " F," with the gr ind ing mill, office space, A-frame warehouse , silos, garage complex, meta l storage building conveyance system and other structures located on said property, (hereinafte r "7-acre Parcel'' ) to have and to hold the same for the terms set forth below. The Lessee acknowledges its receipt of Phase I E nvironmenta l S ite Assessment prepared for Argos USA Port Manatee Facility by Montrose Environmental dated July 11, 2019 (Montrose Project Number 048RC-62 l059) ("Report"), that Lessee (or its agent) has take n the Report's recommended remed iation steps for the 7-acre Parcel and accepts the 7-acre Parcel in its cu rrent " As Is-Where Is" condition. As of the October 8, 2019, approximately 5 truckloads of material that was removed from the shed on the 7-acre Parcel, is stacked on the 7 acre Parcel and in need of disposal. Lessee agrees to properly dispo se of removed mater ial within 7 days from the October 8, 20 I 9 and provide a copy of the manifest demonstrating proper dispos al to the Authority.


    The Authority does demise, let and rent unto the Lessee and the Lessee shall hire and take as tenant an add itio nal IO acres of real property locat ed in Manatee County, Florida, identified as a portion of Port Manatee, the legal description of whic h is atta c hed, incorp orated by reference and made a part of this Lease as Exhibit " G" (hereinafter " Bay St reet No rth Parcel" ), to have and to hold the same for the terms set forth below.


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    The IO-acre Parc el, Mooring Area, 7-acre Parce l, and Bay Street North Parcel, described above will be collectively referred to as the " Demised Premi ses ." In accordance with the Master Plan, the Authori ty agrees, covenants and warrants the Lessee to peacefully occupy, have, use, hold and quiet ly enjoy the Demised Pre mises su bject to the provisions of this Lease and all applicable amendments. The Lessee agrees to use the Demised Premises so as not to interfere with , interrupt, or impact the use or operatio n of any other tenant , use r, or cus tome r at Port Manatee.

    The Demised Premises are leased and accepted by Lessee in its current " As ls-Where ls" condition with Authority making no warranties as to fitness and Lessee acknowledges that it has had adequate opportunity to inspect and test the Demised Premises prior to entering into the Lease.

    8. The following language is hereby added to paragraph 4 titled "Term":


    The duration or term of this Lease for the Bay Street North Parcel commences on May 20, 2021 and terminates on Septembe r 30, 2023 (" Initial Term for Bay Street North Parcel"). The term of the Bay Street North Parcel may be extended for three (3) five-year extensions, upon written mutual agreement of the Parties. To extend the term, the Lessee must notify the Authority in writing no later than 60 days prior to the expiration of the then existing term of this Lease and the Authority consents to the extension.

    1. The following language is hereby added to paragraph 5 titled " Rent":


      The Parties recogn ize that the market rent of the Bay Street North Parcel is $3,600 per useable acre per month upon completion of the proposed s ite and access improvements. The Authority reserves the right to review and approve the site plan. Carver agrees to make certain improvements to the Bay Street North Parcel at its sole cost and expense in the amount not to exceed approximately One Million Dollars ($1,000,000.00), whic h incl udes the design, regulatory approva ls, site grading, drainage installation, construction of new roadways, installation of fenci ng, installation of certain uti lities , and stab ilizatio n of the Bay Street North Parcel. If Lessee desires to make improvements for the Bay Street No1th Parcel in excess of the

      One Million Dollars ($1,000,000.00) , then the Lessee must first obtain approval by the Authority

      in accordance with the paragraph of this Lease entitled "Improvements." These certain improvements on the Bay Street North Parcel are more specifically described in the attached, incorporated by reference, and made a part of this Lease as Exhibit ''H." The Authority desires to own these improvements as Authority assets, upon expiration or termination of the Lease and therefore, the Parties agre.e tha t the Authority shall reimburse the Lessee for these certain improvements in the form of rent reductions during the construction of, and initial use of these certain improvements for cargo storage, and that the Authority shall take possession of these

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      certain imp rovements at the expiration or termination of the Lease for no additional compensation to the Lessee. The Lessee shall pay to the Aut hority rent for the Demise d Premises, payable monthly in advance together with any applica ble Florida sales taxes on rent payable at the same time. The rent for the Bay Street North Parcel is as follows:

      • Unt il ca rgo is stored on the Bay Street North Parcel or throughout the Initial Term for Bay Street North Parcel, whichever occurs first:

        $10.00 per acre per month charged for all 10 acres.

      • For any cargo stored at the Bay Street North Parcel during the Initial Ter m for Bay Street North Parcel: The rent will be $2,600 per acre per month for the acreage where the cargo was stored, which will be credited towards the total costs of the improvements identified in Exhibit H. The rent will be $10 per acre per month for any remainin g acres without car go store d during the Initial Term for Bay Street North Parcel: If cargo is placed on any portion of the Bay Street North Parcel anytime during a month, the per acre amount will be calculated by rounding the acreage up to the closest full acre used, and not less than 1 acre, for that month. As a result of this reduced/cred ited rent for this period , the Authority ' s total credit to the Lessee for the total cost of the improvements identified in Exhibit H will be calculated as follows: $2,600 x acre(s) of stored cargo x month and credited towards the total cost of the imp rovements ident ified in Exhibit H.

        Should the Lessee exerc ise its option to extend the duration or term for the Bay Street North Parcel as set forth in the paragraph of the Lease entit led "Term" the annual rent for each year during the extended term(s) will be as follows:

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        • Throughout the first extended term (Years 4-9) or until the time when the total credits to the Lessee equal the cos ts of co nstruction ofi mprovements identified in Exhibit H, whichever occurs first: The rent will be $2,600 per Useable Ac re per month which will be credited towards the total costs of the imp rovements identified in Exh ibit H. Usea ble Acre shall mean any acres that are suitable for

          storage of cargo upon co mpletion of any of the upgrades (such as any building pad or laydown site, but shall not include stormwater area) , regar d less of whether the acreage is currently in use. The rent will be $10 per acre per month for any remaining acres that a re not Usa ble Acres. As a result of th is reduced /c red ited rent for this period, the Authority' s total credit to the Lessee for the total cost of

          the improvements ident ified in Exh ibit H is calc ulate d as $2,600 x

          alJ Usable Acres x 12 months and cred ited to war ds the to ta l cost of the improvements identified in Exhibit H.

        • After the time when the total cred its to the Lessee equal the costs of constructio n of imp rovements identified in Exhibit H, in the first extended term (Year 4-9): The rent will be $3,600 per Useable Acre per month and $10 per acre per month for any rema inin g acres that are not Usable Acres.

      • Years 10-15: The amount of the increase will be determined by multiplying the annual rent by the percentage of chan ge and the most recently published U.S. Department of Labor All Urban Cons umer Price rndex (''CP1-U"), all items, not to exceed three percent (3%) in an y five (5) year lease per iod . Th e percentage change will be co mputed by co mparing ind ex figures published for the mo nth closes t to the Lease year anniversary date with the same month of the preceding fifth lease year. For examp le, the adj ustme nt for the annual rental due on October 1, 2023 will be calcul ated by using the index published for the most recent mo nth available prior to the May 20, 2021 and comparing it to t he ind ex published for the same month of the year 2023 subject to the 3% percent cap. The inde x to be used will be the most recently published U.S. Department of Labor, All Urba n Consumer Price Ind ex. Annual rent on an extended term must never be less than

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        $3,600 peracre permonth and will only increase in accordance with the above formula.

      • Years 16-20: The rent wi11 be an a mount equal to ten percent (10%) of the fair market value of the Bay Street North Parce l as determ ined by the most recent appraisal obtained by the A uthority of the fair market value of all of the real property at Port Manatee

        in accordance with the paragraph of the Lease entitled " Appraisals ," but will not excee d twenty-five percent (25%) of annual rent paid during the preceding five-year period.



        Inspect ions for Calculation of Rent Purposes. To determine the cargo stored at the Bay Street North Parcel for the purposes of calculating the rent payable to the Authority, the Lessee shall a llo w the A uthority, in the manner the Authority elects , to inspect the Bay Street North Parcel upon at least forty-eight (48) hours prior written notice to the Lessee. If the Authority dete rmines, at the Authority 's sole and a bsolute disc retion , that cargo is being stored on the Bay Street North Parcel, the rent owed to the Authority sha ll be adjusted the month following the inspection according to the te rms specified in th is sec tio n. The re shall be no limit on the number of inspect ions the Authority may conduct under this section of Amendment Five.


    2. The following language is here by added to paragraph 8 titled " Improvements": The Lessee sha ll make the improvements identified in Exhibit H to the Bay Street North Parcel within one (I) year or sooner from May 20, 2021. The Lessee shall provide evidence of: 1) the costs the im prove ment s ident ified in Exh ibit H through invoices and 2) payment of those invoices.

      The improvements ide ntified in Exhibit H to the Bay Street North Parcel shall not exceed One


      Million Dollars ($1,000,000.00) w itho ut the Authority ' s wr itten approval. Once the improvements identified in Exhibit H to the Bay Street North Parcel are made , the Lessee shall insure such improvements in accordance w ith th e para graph of the Lease entitled "Insurance."

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    3. The following lang uage is hereby added to paragraph 9 titled "Improvement Removal and Land Restoration" :

    The Parties understand and agree that by May 20, 2022 tbe Lessee constructed improvements identified in Exhibit H, to the Bay Street North Parcel and upon the expi ration or termination of this Lease those improvements will become the property owned by the Authority. The Lessee agrees that at the termination or expiration of this Lease, the improvements identified in Exhibit H, to the Bay Street North Parcel will be in substantially the same condition as when constructed, except for normal wear and tear. The Lessee shall not take any action for the destruction or removal of the imp rovements identified in Exhibit H, to the Bay Street North Parcel. The Authority is not required to provide a sixty (60) days notification to the Lessee in connection with the improvements identified in Exhibit H.


    1. CONFLICT. In the event of a conflict regarding the provisions set forth in paragraphs 2, 4, 5, 8, and 9 of the Lease, Amendment One, Amendment Two, Amendment Three, Amendme nt Four and the provisions contained in this Amendment Five, the provisions set forth in Amendment Five shall prevail. In the eve nt of a conflict between any other paragraphs within Amendment Five and the Lease, Amendment One , Amendment Two, Amendment Three, or Amendment Four, the Lease, Amendment One, Amendment Two, Amendment Three, or Amendment Four, sha ll prevail.

    2. AUTHORITY TO EXECUTE. Each of the Parties covenants to the other party that it has lawful authority to enter into this Amendment Five, that the governing or managing body of each of the Parties has approved this Amendment Five and that the governing or managing body of each of the Parties has authorized the execution of this Amendment Five in the manner hereinafter set forth.

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    3. EFFECTIVE DATE. The Effective Date of Amendment Five is May 20, 2021.

-


IN WITNESS WHEREOF, the Parties haYe caused this Amendment 1-ivc to be dul) executed in

duplicate on the day first above written.


ATTEST:


ANGcLINA M. COLONNESO

Clerk of Circuit Coun


By ­


MANATEE COUNTY POH.T AUTHORIT Y


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Reggie Bellamy. Cha ir man

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Printed: -


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Page l) of 11


Exhibit "G"

Legal Description - 10 Acres


Commence at the Southeast Corner of Section 1 Township 33 South, Range 17 East, Manatee County, Florida and proceed N oo· 27' 54" E along centerline of Reeder Road a distance of

2617.69 feet to the Intersection of Piney Point Road and Reeder Road; Thence along the

Centerline of Piney Point Road N 5.8 51' 07" a distance of 1852.40 feet; Thence S 32° 16' 13" W

a distance 304.39 feet to the Point of Beginning; Thence S 22° 31' 05" W a distance of 460.49 feet; Thence N go· 00 ' 00" W a distance of 832.94 feet; Thence N 3227' 16" E a distance of

790.78 feet; Thence N 78° 11' 21" E a distance of 68.48 feet; Thence S 62° 42' 20" E a distance of

577.68 feet back to the Point of Beginning. Said described property containing 10 acres.


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Exhibit "H"

Improvemen ts to the 10-Acre Parcel

May 20, 2021


AGENDA ITEM 4.: MANATEE COUNTY PORT AUTHORITY

PROCUREMENT POLICY


BACKGROUND:


On September 15, 2005, the Port Authority approved the consolidation of all Port Authority policies into one document with individual chapters delineating each policy. Since then, minor updates to certain policies have been approved. A determination was made that an in-depth review of all policies was needed. As such, port staff has been working with the port’s legal counsel to accomplish this task.


At this time, the staff and the port’s legal counsel have developed a new Manatee County Port Authority Procurement Policy, wherein the prior Purchasing, Refunds and Petty Cash policies were combined into the new Procurement Policy. The new Procurement Policy restructures procurement to be similar to and align with Manatee County’s procurement policy. The new Procurement Policy reflects current Port procurement practices. The new Procurement Policy revises the older policy by updating the provisions to reflect recent changes in public procurement law and provide more detailed information to both the Purchasing Official and potential vendors on matters involving competitive solicitation, public private partnerships, contract renewals, prohibited conduct, responsibilities of the Port and its vendors, public records, and suspension and debarment proceedings. Purchasing authority threshold dollar amounts have been increased to

$200,000. A cap of $600 has been placed on the amount of petty cash that will be maintained by the Port. The authorization for staff to refund an item has been increased to $50,000.


ATTACHMENT: Manatee County Port Authority Procurement Policy


COST AND FUNDING SOURCE:


N/A.


CONSEQUENCES IF DEFERRED:


Delay in updating policies.


LEGAL COUNSEL REVIEW: Yes


RECOMMENDATIONS:

Move to repeal Chapter 7 Purchasing Policy, Chapter 9 Refunds and Chapter 11 Petty Cash of the Manatee County Port Authority Policies and approve the Manatee County Port Authority Procurement Policy.


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MANATEE COUNTY PORT AUTHORITY PROCUREMENT POLICY


Effective: 05/20/21

Table of Contents

MANATEE COUNTY PORT AUTHORITY 1

PROCUREMENT POLICY 1

CHAPTER I - GENERAL PROVISIONS 5

    1. EXECUTIVE SUMMARY 5

    2. AUTHORITY 5

    3. DEFINITIONS 6

    4. COOPERATIVE PROCUREMENT 9

    5. CONTRACT RENEWALS AND CONTINUING CONTRACTS 9

    6. TERMINATION OF CONTRACT; RESCISSION OF AWARD 10

    7. PUBLIC RECORDS 10

    8. LEGAL REVIEW OF ALL CONTRACTS 11

    9. GRANTS AND GOVERNMENTAL VENDORS 11

CHAPTER II - COMPETITIVE SOLICITATION REQUIREMENTS 111

    1. OBTAINING QUOTES 122

    2. COMPETITIVE SELECTION 13

      1. Request For Information 13

      2. Invitation to Bid and Request for Proposal 133

      3. Invitation to Negotiate 19

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CHAPTER III - STATUTORILY MANDATED COMPETITIVE SOLICITATION PROCESSES

.......................................................................................................................................................... 22

    1. AUDITOR SELECTION 22

    2. CERTAIN INVESTMENT PURCHASES 244

    3. PUBLIC CONSTRUCTION/WORKS 254

    4. CCNA 295

      1. Qualified Based Selection and Negotiations… 26

      2. Design-Build Contracts 26

        03.04.02.01 Competitive Proposal Selection… 27

    5. CHANGES IN THE LAW 29

CHAPTER IV - TRANSACTIONS EXEMPT FROM 29

    1. EXEMPTIONS 29

    2. WAIVER OF PROCUREMENT PROCEDURES 33

CHAPTER V - EMERGENCY PURCHASES OF SERVICES OR GOODS 33

CHAPTER VI - RESTRICTIONS ON PURCHASES 33

    1. CONVICTED VENDOR LIST… 33

    2. BRIBERY… 34

    3. SCRUTINIZED ENITTIES 34

    4. AFFILIATES 35

CHAPTER VII - TAX SAVINGS PROGRAM 35

7.01 TAX SAVINGS PROGRAM… 35

CHAPTER VIII - PUBLIC PRIVATE PARTNERSHIPS 37

    1. PURPOSE… 37

    2. ACCEPTANCE AND SOLICITATION OF PROPOSALS 37

    3. FINDINGS REQUIRED 37

    4. FINANCE PLAN… 37

    5. PROJECT APPROVAL REQUIREMENTS 38

    6. PROJECT QUALIFICATION AND PROCESS 38

    7. INDEPENDENT ANALYSIS 38

    8. APPROVAL 39

    9. NOTICE TO AFFECTED LOCAL JURISDICTIONS… 39

    1. FINAL AGREEMENTS TO COMPLY WITH LAW 39

    2. CHANGES IN LAW 39

CHAPTER IX - VENDOR CONDUCT AND RESPONSIBILITIES 40

    1. EQUAL EMPLOYMENT AND EDUCATIONAL OPPORTUNITIES 40

    2. E-VERIFY 40

    3. VENDOR CONDUCT 410

    4. RESPONSIBILITIES OF PORT AND VENDOR/CONTRACTOR 411

    5. SUSPENSION OR DEBARMENT 451

      1. Causes for Suspension and Debarment… 42

      2. Process for Suspension and Debarment… 44

    6. COMPLIANACE WITH THE PROCUREMENT POLICY… 45

CHAPTER X - DONATIONS AND SURPLUS GOODS 46

    1. DONATIONS 46

    2. SURPLUS GOODS 46

    3. PUBLIC AUCTIONS 466

CHAPTER XI - PURCHASING CARD (PCARD) PROGRAM 47

    1. PURCHASING MECHANISMS 47

      1. Petty Cash… 47

        1. Limitations on Petty Cash… 47

        2. Petty Cash Procedures… 47

      2. Purchasing Card… 49

      3. Purchasing Requisition… 50

      4. Purchase Order, Direct Voucher, Auditslip… 51

    2. SALES TAX EXEMPTION 53

    3. SHORT-TERM LEASES 52

CHAPTER XII – REFUNDS, PETTY CASH, AND SHORT-TERM LEASES 53

    1. REFUNDS 53

    2. BUDGET IMLEMENTATION 53

      1. Authority and Accountability… 53

      2. Budget Implementation… 53

      3. Budget Administration… 54

CHAPTER XIII - LEGAL REFERENCES 54

CHAPTER I - GENERAL PROVISIONS

    1. EXECUTIVE SUMMARY

      The Manatee County Port Authority Procurement Policy (“Port Procurement Policy”) was created to establish confidence in the procurement process, ensure that all persons involved in the procurement process are treated fairly and equitably, and provide the Port with quality economical services and goods in a timely manner. The Port strives to conduct the entire public purchasing process in an open and ethical manner, without conflicts of interest, favoritism, or the appearances of impropriety. To this end, while the Port as a dependent special district is only required to comply with certain specified procurement provisions in the Florida Statutes, such as those governing public construction, certain types of investments, auditor selection and consultants competitive negotiation, the Port has further limited itself as described in this policy to ensure fair, equitable, and open procurements. The Port Procurement Policy provides an effective central purchasing program that maximizes the value obtained by the Port in the expenditure of funds through free and open competition between the most qualified, responsive and responsible persons or firms interested in providing necessary goods and services to the Port in a timely manner. As the Port continues to grow, the need may arise and the Port reserves the rights to waive, review, supplement, or rescind any policies or portion of the Port Procurement Policy from time to time as it deems appropriate. Port personnel will be notified of such changes to the Port Procurement Policy as they occur. This manual shall serve as a general guide, but specific questions or concerns related to construction contracts which are not addressed here should be directed to the Purchasing Official. If necessary, the Purchasing Official will seek guidance from relevant department directors and/or the Executive Director.

    2. AUTHORITY


      The authority to procure goods or services is in accordance with the following purchasing thresholds:


      Authority Threshold Table 1

      Authority Threshold Category

      Purchase Dollar Amount (per item)

      Authority

      Category One

      $0 - $ 2,500.00

      Designated department personnel

      Category Two

      $2,500.01-$200,000.00

      Executive Director or designee

      Category Three

      $ 200,000.01 or more

      Port Authority

      The Purchasing Official shall ensure that all purchases are in accordance with applicable laws, rules, regulations, policies and procedures relating to the expenditures of port funds.

      Before entering into any agreement, contract or arrangement that obligates the Port to pay a sum of money or otherwise perform in some manner, proper purchasing procedures must be followed in accordance with the Port Procurement Policy. Any person who intentionally (or knowingly) abrogates the Port policies and procedures may be held personally liable and accountable for any and all indebtedness and other incurred obligations arising from his/her actions.


    3. DEFINITIONS


      1. Advertise – Unless otherwise provided in this Port Procurement Policy or by law, advertise means electronic posting.


      2. Best - means the highest overall value to the Port based on factors that include, but are not limited to, price, quality, design, timeliness, and workmanship.


      3. Bidder – means a person or entity replying to an ITB, RFP, ITN or RFI.


      4. Change Order – means a written order amending an existing Purchase Order or Contract to correct errors, omissions, or discrepancies, to cover acceptable overruns and freight costs, to expand or reduce the scope of goods or services ordered, to expand or reduce contract duration, or to direct other changes in contract execution to meet unforeseen field, emergency, climatic, regulatory or market conditions.


      5. Competitive Selection - means the process of requesting and receiving two or more sealed bids, proposals, or replies submitted by responsive vendors in accordance with the terms of a competitive process, regardless of the method of procurement.


      6. Continuing Contract – means a contract that allows for incremental execution using individual task/work orders or professional service agreements.


      7. Contract - means (a) a deliberate verbal or written agreement between two or more competent parties to perform a specific act or acts; (b) any type of agreement regardless of what it is called for the procurement of goods, services, consultant services, or construction; and (c) a purchase order.


      8. Design-Build Contract – as defined in Section 287.055, Florida Statutes, as amended from time to time, currently it means a single contract with a design-build Firm for the design and construction of a public construction project.


      9. Design Criteria Package – as defined in Section 287.055, Florida Statutes, as amended from time to time, currently it means concise, performance-oriented drawings or specifications of the public construction project. The purpose of the design criteria package is to furnish sufficient information to permit design-build firms to prepare a bid or a response to an agency’s request for proposal, or to permit an agency to enter into a negotiated design-build contract. The design criteria package must specify performance- based criteria for the public construction project, including the legal description of the

        site, survey information concerning the site, interior space requirements, material quality standards, schematic layouts and conceptual design criteria of the project, cost or budget estimates, design and construction schedules, site development requirements, provisions for utilities, stormwater retention and disposal, and parking requirements applicable to the project.


      10. Design Criteria Professional – as defined in Section 287.055, Florida Statutes, as amended from time to time, currently it means a firm who holds a current certificate of registration under Chapter 481 to practice architecture or landscape architecture or a firm who holds a current certificate as a registered engineer under Chapter 471 of the Florida Statutes to practice engineering and who is employed by or under contract to the agency for the providing of professional architect services, landscape architect services, or engineering services in connection with the preparation of the design criteria package.


      11. Electronic posting or electronic post – means the noticing of solicitations, or other matters related to procurement on a centralized Internet website designated by the Port for this purpose.


      12. Emergency Purchase – means an expeditious purchase of goods, services, consultant services and/or construction to reduce an imminent or existing threat to the health, safety or welfare of persons or property within the Port or to remedy a situation that seriously handicaps the operation of the Port and the procurement is not possible or practicable through a vendor competitively selected, as provided for in Chapter V.


      13. Executive Director – means the administrator, executive officer and manager of Port Manatee responsible for carrying out and executing the legislative policies and decisions duly adopted by the Port Authority.


      14. Firm - means an individual firm, partnership, corporation, association or other legal entity permitted by law to practice architecture engineering in the State of Florida. A "firm" may be a partnership, joint venture or other entity wherein the principals thereof are a general contractor or a building contractor and an architect, engineer or other design professional.


      15. Invitation to Bid or ITB – means a written or electronically posted solicitation for competitive sealed bids for the purchase of goods, services, and/or construction. The invitation for bid is used when the Port is capable of specifically defining the scope of work for which the contractual service is required or when the Port is capable of establishing precise specifications defining the actual commodity or group of commodities required.


      16. Invitation to Negotiate or ITN – means a written or electronically posted solicitation for competitive sealed replies to select one or more vendors with which to commence negotiations for the procurement of goods or services.


      17. Manatee County Port Authority or Port Authority – means the Board of County

        Commissioners of Manatee County, Florida, acting as the governing board of the Port.


      18. Port – means Port Manatee, a dependent special district, is a seaport created by the Florida Legislature under Chapter 67-1681, Special Acts of Florida (1967), and restated by Chapter 2003-351, Laws of Florida (2003), as amended by Chapter 2011-253, Laws of Florida (2011).


      19. Project - means public construction project, a grouping of minor construction, rehabilitation or renovation activities or a grouping of substantially similar construction, rehabilitation or renovation activities.


      20. Purchase Order or PO – means a legal document authorizing the purchase of and subsequent payment for materials, supplies, equipment, construction, repairs, services, etc.


      21. Purchase Requisition – serves to inform the Purchasing Department of the needs of a specific user and to define correctly the material or service requested, and is required for the purchase of any items not of an emergency nature and not covered under Petty Cash, Purchasing Card, or Check Request.


      22. Purchasing Card Administrator – means the Director of Business Administration & Finance or designee.


      23. Purchasing Official - The Purchasing Official as designated by the Finance Department oversees all capital procurements and all other procurements. For the procurement of CCNA (e.g., professional architectural, engineering, landscape architectural, or surveying and mapping) services and public construction projects, the Purchase Official shall be the Engineering Department’s Director.


      24. Request for Information or RFI - means a written or electronically posted request made by the Port to vendors for information concerning commodities or contractual services. Responses to these requests are not offers and may not be accepted by the Port in the form of a binding contract.


      25. Request for Proposal or RFP - means a written or electronically posted solicitation for competitive sealed proposals for goods, consultant services, and/or other services. A Request for Proposals is used when it is not practicable for the Port to specifically define the scope of work for which the commodity, group of commodities, or contractual service is required and when the Port is requesting that a responsible vendor propose a commodity, group of commodities or contractual service to meet the specifications of the solicitation document. Evaluation of a proposal or response is based on prior established criteria which involves more than price. The RFP shall provide the evaluation criteria and state the relative importance the applicable evaluation criteria.


      26. Request for Quote or RFQ - means an oral, electronic, or written informal request for written pricing or services information from a vendor for goods or services.


      27. Responsible vendor or bidder - means a vendor or bidder who has capability in all respects to fully perform the contract requirements and the integrity and reliability that will assure good faith performance.


      28. Responsive bid or responsive proposal or responsive reply - means a bid, proposal, or reply submitted by a responsible vendor that conforms in all material respects to the solicitation.


      29. Responsive vendor or bidder - means a vendor or bidder that has submitted a bid, proposal, or reply which conforms in all material respects to the solicitation.


      30. Sole source or Single Source - means a purchase when research has determined there is only one potential vendor for the good or service.


      31. Substitution - means a shipment of an item that materially conforms to the specifications, but is technically different from the item bid.


    4. COOPERATIVE PROCUREMENT


      Unless otherwise prohibited by law or grant agreement terms, the Purchasing Official is authorized to negotiate with other public procurement officials for the conduct of a joint procurement on behalf of each participating public agency where, in the judgment of the Purchasing Official, doing so would leverage the benefits of volume purchases, create clear delivery and/or supply chain advantages, and/or create a demonstrable and substantial reduction of administrative time and expense. Examples of cooperative procurement events can include joint solicitations or use of a third party-aggregator or broker.


      In any agreement for the acquisition of goods or services, other than Professional Services governed by Section 287.055, Florida Statutes, between the Port Authority and a vendor which has resulted from a competitive solicitation process, the Purchasing Official is authorized to include a term in the solicitation and contract authorizing the contract to be utilized by other public agencies to acquire the same goods and services, more commonly referred to as “piggybacking”.


    5. CONTRACT RENEWALS AND CONTINUING CONTRACTS


      1. Unless otherwise specified in the contract, contracts for goods and services may be renewed for an additional term not to exceed the original contract period unless the original contract period is 24 months or less, in which case the contract may be renewed for up to three one-year periods. Renewal of the contract shall be by mutual agreement in writing and shall be subject to the same terms and conditions set forth in the initial contract. If the service or good is purchased as a result of the solicitation of bids or proposals, the cost of any contemplated renewal shall be included in the invitation to bid or the request for proposals. Renewals shall be contingent upon satisfactory performance evaluation by the

        Port.


      2. Nothing in this Procurement Policy shall be construed to prohibit a continuing contract between a firm and the Port consistent with the requirements of applicable law.


    6. TERMINATION OF CONTRACT; RESCISSION OF AWARD


      Termination of any contract or rescission of award must be made by the awarding authority; and in all cases where the Port Authority takes action, Port Authority will consider the Executive Director’s recommendation prior to termination or rescission. The Executive Director will examine the circumstances and reasons behind the breach of contract, or other reasons for rescission or termination, consult with legal counsel, and determine if there is a solution possible in the situation. If a breach of contract occurs, or rescission of award or termination of the contract is necessary, the Executive Director may suspend or debar the subject vendor for failure to perform under the terms of the Port Procurement Policy in accordance with Section 1.16 Suspension or Debarment.


    7. PUBLIC RECORDS


      Any vendor/contractor providing goods or services to the Port must maintain and provide access to any records the vendor has related to the provision of those goods and service to the Port. Pursuant to Section 119.0701, Florida Statutes, in any contract entered into by the Port, where the contract is acting on behalf of the Port, the vendor/contractor must agree to comply with the Public Records Act, specifically including:


      1. keeping and maintaining public records that ordinarily and necessarily would be required by the public agency in performing the services of the Agreement;


      2. provide the public with access to the public records under the same terms and conditions that the Port would provide the records and at a cost that does not exceed the cost provided for by law;


      3. ensure that the public records that are exempt or confidential, and exempt from public record disclosure requirements, are not disclosed, except as authorized by law; and


      4. meet all requirements where retained public records and transfer, at no cost, to the Port, all public records in possession of the contractor, upon termination of the contract and destroy any duplicate public records that are exempt or confidential, or exempt from public record disclosure requirements.


      Furthermore, the vendor/contractor shall provide to the Port all records stored electronically in a format that is compatible with the information technology systems of the Port. The vendor/contractor shall promptly provide the Port with a copy of any request to inspect or copy public records that are in the possession of the vendor/contractor and provide the Port with a copy of the vendor/contractor’s response to each request. A vendor’s/contractor’s failure to comply

      with this provision of the Port Procurement Policy will be deemed a default and may provide cause for termination of the contract and debarment.


      Retention – All procurement records shall be retained and disposed of in accordance with record retention guidelines and schedules approved by the Department of State, Division of Archives, for the State of Florida. All retained documents shall be made available to the Department of State upon request and proper receipt therefor.


    8. LEGAL REVIEW OF ALL CONTRACTS


      The Port legal counsel shall review and approve the form of all Competitive Threshold Category Three contracts in excess of $50,000.00 prior to contract approval and executions. The Port legal counsel shall review and approve the form of all leases with a term of greater than one year, licenses, and operating agreements.


    9. GRANTS AND GOVERNMENTAL VENDORS


In connection with any grant to the Port Authority by any federal, state or other governmental entity or in connection with any vendor who is a federal, state or other governmental entity having legal requirements inconsistent with the provisions of this policy, the inconsistent provisions of this policy are hereby waived and the legal requirements of said governmental entity shall be complied with to the extent authorized by law. Further, Port Purchasing Procedures shall be developed consistent with state and federal grant regulations.


Prior to awarding any contract, all potential vendors to be paid with federal funds will be verified against the System for Award Management (SAMS) at www.sam.gov for confirmation that the vendor has not been disbarred or excluded from receiving federal contracts or funds. Wording referring to this policy may be included on purchasing documents and contracts as deemed appropriate.


CHAPTER II - COMPETITIVE SOLICITATION REQUIREMENTS


The Port will comply with the competitive solicitation requirements of:


  1. Auditor Selection provided for in Section 218.391 of the Florida Statutes;

  2. Local Government Investment Policies provided in Section 218.415 of the Florida Statutes

  3. Construction/Works provided in Section 255.20 of the Florida Statutes; and

  4. Consultants’ Competitive Negotiation Act provided in Section 287.055 of the Florida Statutes


For the procurement of those specified services, the Port will utilize the statutorily mandated competitive solicitation process. To the extent this policy is inconsistent with or contains

procedures more restrictive than allowed by law, then the statutes shall control.


Port staff will endeavor to comply with the fundamental premise of fairness through implementation of the procurement policy. Unless otherwise provided by law as cited above, competitive solicitation shall be used for the purchase of goods and services in accordance with the following process:


Competitive Process Threshold Table 2

Competitive Threshold

Category

Purchase Dollar Amount

(per item)

Process Requirement

Category One

$0 - $ 2,500.00

Single Quote or Relevant Pricing

Information

Category Two

$2,500.01-50,000.00

Three Competitive Written Quotes (RFQ)

Category Three

$50,000.01 or more

Competitive Selection – ITB,

ITN, RFP


The above chart represents the minimum procurement process requirements and the Purchasing Official shall have discretion to determine whether a good or service requires a more comprehensive process (i.e. a determination that a particular good or service in Category One or Two requires additional quotes, ITB, or RFP). Nothing in this Procurement Policy should be construed as limiting the Executive Director’s authority to execute multiple Contracts for materials, supplies, and services to one vendor that exceeds $50,000 cumulatively, so long as the materials, supplies, and services are for separate projects and each project does not exceed

$50,000; however, purchases may not be structured into multiple transactions to fall into a lower Competitive Threshold Category. Purchase Dollar Amount thresholds are measured by project and are based on the Contract amount for the Contract term, or, where no term is specified, on a fiscal year period.


The submittal of any verbal quote, written quote, response to bid or RFP constitutes an offer by the vendor.


    1. OBTAINING QUOTES


      1. For purchases of goods or services in Competitive Threshold Category One, the Purchasing Official or department designee shall obtain at least one quote or relevant pricing information. Quotes may be obtained by any employee, but must be forwarded with the Purchase Requisition to the Purchasing Official for review and processing.


      2. For purchases of goods or services in Competitive Threshold Category Two the Purchasing Official or department designee shall obtain through a request for quotes at least three written quotes. Each written quote should detail the quantity and description of the item to be purchased. Vendors must complete and return the written quote within

        the designated time period. The Purchasing Official will then review the quotes and obtain any necessary employee input relating to which vendor has submitted the best, responsive, and responsible quote meeting the specifications. Written quotes must have the name of the individual person providing the quote. An email is an acceptable form of a written quote.


      3. All purchase orders will be processed in accordance with Sections 2.02.02 d. to the lowest and/or best, responsive, responsible vendor meeting the specified requirements.


      4. Substitutions - Substitution requires the approval of the Purchasing Official prior to shipment. Any products delivered that do not meet specification, or substitute products shipping without prior approval, will be returned to the vendor at the vendor’s expense. When a shipment or product is returned, the vendor must make immediate replacement with acceptable merchandise or the Port may seek all available remedies for default.


      5. Exemptions – See Chapter IV.


    2. COMPETITIVE SELECTION


The minimum procurement process for acquiring equipment, supplies, or service with a cost in Competitive Threshold Category Three is through invitation to bid (ITB), invitation to negotiate (ITN), request for information (RFI), or the request for proposals (RFP) process.


      1. Request For Information - Unless otherwise provided by law, the Port shall publicly advertise an RFI no less than fourteen (14) calendar days prior to the response opening. The request shall include a description of the information sought; the time and date for the submittal of responses; and the date for the Port to review the responses. Responses to these requests are not offers and may not be accepted by the Port in the form of a binding contract. Responses for these requests may be used by the Port in determining its needs with regard to the good or service and in developing ITB, ITN, or RFP related to the purchase of the good or service.

      2. Invitation to Bid and Request for Proposal


        1. Invitation to Bid - Unless otherwise provided by law, the Port shall publicly advertise an invitation to bid no less than fourteen (14) calendar days prior to the bid opening. The invitation to bid shall include a detailed description of the goods or services sought; the time and date for the submittal of sealed bids; the time and date of the public opening of submitted bids; the anticipated date for the Port to award the bid; contractual terms and conditions applicable to the contractual services or goods sought; and the criteria to be used by the Port to determine the award of the bid. The public notice shall also include a reference to the protest provisions set forth in Section

          2.02.02 (f).


          1. Bid Bond/Performance and Payment (Public Construction) Bond - When bid bonds are required, the bid must be accompanied by a certified check or cashier’s check, treasurer’s check, or bank draft of any national or state bank (personal or

            company checks are not acceptable), or bid bond in the amount as specified in the bid documents, but not less than five percent of the amount of the bid.


            The bid deposit must be made payable to the Port as evidence of good faith and ensuring that the successful bidder will execute a contract in accordance with the terms, conditions and prices contained in the bid; and further ensuring that the successful bidder will provide a performance bond and payment bond within thirty (30) calendar days from the date of award of the contract, issued by a company qualified as a surety company to do business in the State of Florida. The bond shall extend as a guarantee bond for one year from the date of acceptance of the completed work. Should the successful bidder fail to provide such performance and payment bond within the prescribed time, the bid bond amount submitted with the bid shall be forfeited to the Board as liquidated damages.


            Unless otherwise specified in the ITB, bid deposit checks or bonds (if requested) will be returned to the successful bidder following acceptance of a signed contract and receipt of the Public Construction Performance and Payment Bond, if required. Bid deposit check or bonds (if requested) posted by the unsuccessful bidders will be released in accordance with the timeframes provided in the ITB.


            Bids received without a bid deposit or with a bid deposit in an amount less than the required will be deemed non-responsive.


            All bonds shall be in the form prescribed by laws and shall be executed by such sureties as are named in “Companies Holding Certificates of Authority as Acceptable Sureties on Federal Bonds and as Acceptable Reinsuring Companies” as published in Circular 570 (as amended and supplemented) by the Financial Management Service, Surety Bond Branch, U.S. Department of the Treasury. The surety company must be licensed to do business in the State of Florida, hold a certification authority authorizing it to write surety bonds in this state, have twice the minimum surplus and capital required by the Florida Insurance Code at the time the ITB is issued and be otherwise in compliance with the provisions of the Florida Insurance Code.

            Unless otherwise specified in the bid, the surety shall have a least the following minimum ratings:


            CONTRACT AMOUNT BEST'S RATINGS

            250,000 to 500,000 Class V B+ or better

            500,000

            to 2,500,000

            Class VI A or better

            2,500,000

            and over

            Class VII A or better


            RATINGS SCHEDULE



            Class V

            10,000,000 to

            25,000,000

            Class VI

            25,000,000 to

            50,000,000

            Class VII

            50,000,000 to

            100,000,000

            A bond signed by an agent or attorney-in-fact must be accompanied by a certified copy of that individual’s authority to bind the surety. The evidence of authority shall show that it is effective on the date the agent or attorney-in-fact signed the accompanying bond.


            If the surety on a bond furnished by Contractor is declared bankrupt or becomes insolvent, or its right to do business is terminated in any state or jurisdiction where any part of the project is located, or the surety ceases to meet the requirements above, then Contractor shall promptly notify the Port and shall, within 20 calendar days after the event giving rise to such notification, provide another bond and surety, both of which shall comply with the bond and surety requirements above.


          2. Bidders Liability - Should any bidder fail to enter into any contract with the Port on the basis of the submitted bid by said bidder, bidder acknowledges that bidder shall be liable to the Port for all costs to re-bid the project as well as the difference between such bid price and the price the Port pays to secure the merchandise from another source. Failure to pay said amount to the Port upon demand shall result in the bidder being debarred and therefore, ineligible to submit Bids, proposals, or quotes to the Port for a period of not less than three

            (3) years from date of the infraction.


          3. Bid Specifications - The preparation of specifications is the responsibility of the department requesting the proposed purchase, with the advice and assistance of the Purchasing Official. Manufacturer’s names, trade names, brand information and/or catalog numbers listed in a specification are for information and establishment of quality level desired and are not intended to limit competition unless the bid so stipulates. When the bid allows equal or equivalent products that conform to the required specifications, indicate on the bid form the manufacturer’s name, model or catalog number as may be required. Submit with your bid complete descriptive literature and/or specifications as well as a detailed explanation of how the proposed items meet the specification. The Port reserves the right to determine what is equal or equivalent. Bids which do not comply with these requirements are subject to rejection. If the bidder fails to name another equal or equivalent item(s), it will be assumed that the bidder is bidding on, and will be required to furnish, goods identical in every respect to the bid standard. Only one alternate per item number, as close to specifications as possible, will be allowed. If more than one alternate on an item is submitted, the Port will only consider one alternative that it determines is equal or equivalent and the remaining alternatives will not be considered.


            All supplies and equipment offered and furnished must be new and of current production unless the request for product and/or bid specifically authorizes the use of used or recycled items. Remanufactured or reconstructed items are not considered new. In cases where the Port requests bids for new equipment

            employing trade-ins or used equipment, a trade-in price quotation will be requested for the trade-in and separate price quotation without trade- in for the requested equipment. The Port reserves the right to purchase equipment either with or without trade-in.


            All goods called for in the bids or RFPs shall be delivered in good order F.O.B. destination, freight prepaid, inside delivery, within the time specified. Packing list must accompany all shipments.


        2. Request for Proposals - Unless otherwise provided by law, the Port shall publicly advertise an RFP no less than fourteen (14) calendar days prior to the proposal opening. The request shall include a detailed description of the services and/or qualifications sought; the time and date for the submittal of proposals; the date for the Port to select a proposal; all contractual terms and conditions applicable to the contractual services sought; and the criteria, which shall include, but need not be limited to, price, to be used in determining acceptability of the proposal. The public notice shall also include a reference to the protest provisions set forth in Section 2.02.02(f).


        3. Bid//Proposal Specifications


          1. Bid/Proposal Packages - Bid packages or requests for proposal shall be prepared with the appropriate terms and conditions and detailed specifications, including items to be bid, units, and total (or estimated) quantity desired, services required, instructions for bidding, delivery information, and any special requirements for bidding. Where possible, the Port’s standard bid or proposal format should be used. Assigned dates and time for pre-bid meetings, if any, and for the public bid opening shall also be included. If the pre-bid conferences are mandatory, a representative from the bidder’s firm shall be in attendance or its bid will be rejected. Bids and RFPs shall be publicly opened and read in the presence of one or more witnesses at the time and location designated in the documents. The timing of the release of sealed bids/proposals, as public records, will be in accordance with Chapter 119 of the Florida Statutes.


          2. Bid/Proposal Submissions - A Bid/Proposal must be submitted on the Port’s forms, signed by a legal officer of the company, and provide all requested information; otherwise the Bid/Proposal is subject to being rejected.


            FAILURE TO PROPERLY EXECUTE THE OFFICIAL SIGNATURE PAGE OF THE BID/PROPOSAL MAY RESULT IN AUTOMATIC DISQUALIFICATION OF THE BID/PROPOSAL.


            The entire bid/proposal, including cover letter, all instructions, addenda, if any, and actual bid form must be returned intact. Further, all bids/proposals returned must be sealed. Failure to read or comply with the bids or RFPs general information will in no way relieve the bidder(s) from their liabilities arising in the

            bids/RFPs.


            Any questions to an ITB or RFP must be provided in writing in accordance with the ITB or RFP requirements. All written questions shall be answered in writing and provided to all bidders/proposers in the form of addenda. All addenda issued shall be deemed part of the ITB or RFP.


            Request to Withdraw Bid/Proposal - A request for withdrawal will be granted if received by the Port in writing at any time before the bid opening.


            Electronic Signatures – Electronic signatures will not be accepted, unless otherwise provide for in the solicitation.


        4. Bid/Proposal Selection - The Port may select a bid and/or proposal upon any relevant criteria to the extent the invitation and/or request clearly provide the applicable evaluation criteria and state the relative importance of each. Only qualified, responsive, and responsible bids will be considered for award. If the contract is to be awarded based on price, the contract must be awarded to the lowest priced qualified, responsible, responsive bidder/proposer. This Section does not restrict the right of the Port to reject the low bid of a non-responsible or non-responsive bidder and to award the contract to the next highest ranked qualified and responsive bidder and/or the right of the Port to reject all bids and rebid the project or elect not to proceed with the project. The Port reserves the right to waive minor formalities in any bid/proposal and to accept any bid/proposal which they consider to be in the best interest of the Port. Once the bids and/or proposals are evaluated, the bids, proposals, and recommendations are presented before the Port Authority for review, approval, and award. The Port will provide notice of a decision or intended decision within ten (10) calendar days after bid or proposal opening where the 10-day period does not include the date of the notice or opening. Notice of such decisions or intended decisions will be made by electronically through email to each bidder/proposer and electronic post to the Port’s website or other website as designated in the solicitation.


        5. Tie - Unless the ITB or RFP stipulates criteria for determination of an award for tie bids, the criteria below will be used when two or more vendors submit the exact same dollar amount as their bid offer, or if two or more firms are deemed equal with the respect to price, quality and service. In order of importance, the following criteria will be used to break a tie:


          1. Drug Free Work Place. In accordance with Section 287.087, Florida Statutes, a drug-free workplace shall be given preference. In order to receive preference, a signed certification of compliance must be submitted with the bid response.


          2. Local Preference. When prices, quality and other considerations are essentially identical, the bidder/proposer who is engaged in the sale of the goods or services to be procured and which certifies within its bid/proposal that for at least six (6)

            month prior to the announcement of the solicitation it has maintained a physical place of business in Manatee, DeSoto, Hardee, Hillsborough, Pinellas or Sarasota County with at least one full-time employee at that location, may be given preference. This tie break option cannot be used when federal or state grant funding is anticipated to fund the procurement, in part or wholly.


          3. Toss of the Coin.


        6. Bid/RFP Protest Provision - This procedure applies to the resolution of all protests arising from the competitive award procedures set forth above. By submitting a bid/proposal to the Port, bidders acknowledge and agree that this shall be the sole remedy for challenging an award of a procurement and all protests will be handled in accordance with the process set forth in this Section:


          1. Notice of Protest - Notice of all Port decisions or intended decisions shall be made by electronically through email to each bidder and electronic post to the Port’s website or other website as designated in the solicitation. Any person adversely affected by a bid or request for proposal shall file a notice of protest in writing, within two (2) business days from the date on the notice of the decision or actual receipt of the decision, whichever is later. A formal written protest shall be filed within five (5) business days after the protesting party files the notice of protest. No time will be added to the above time limits for mail service.


          2. Formal Written Protest - The formal written protest shall state with particularity the facts and law upon which the protest is based. The formal written protest shall be printed or typewritten and contain:

            1. The name and address of the person or firm filing the protest and an explanation of how they are adversely affected by the Port decision or intended decision;

            2. Identification of the procurement matter at issue;

            3. A statement of how and when the notice of Port decision or intended decision was received;

            4. A statement of all issues of disputed material fact and, if there are none, a statement so indicating;

            5. A concise statement of the ultimate facts alleged;

            6. A statement of the applicable law, rule, statute, or other authority upon which the protest is based and which entitle the protestor to relief;

            7. A specific demand for relief; and

            8. Any other information material to the protest.


          3. Filing Notices of Protest and Formal Protests - All notices of protest and formal protests shall be filed with the Port’s Executive Director. A protest is not timely filed unless both the written notice of protest and the formal protest have been received by the Port within the prescribed time limits. Failure to file a protest within the time prescribed by this Section shall constitute a waiver of all claims and a waiver of proceedings.


          4. Stay of Award - Upon receipt of a formal written protest which has been timely filed, the bid solicitation or contract award process shall be stayed until the subject of the protest is resolved by final agency action, unless the Port Executive Director, with the concurrence of the Port Authority, sets forth in writing particular facts and circumstances which require the continuation of the solicitation process or the contract award process without delay in order to protect substantial interest of the Port. Notice that the solicitation process or a contract award has been stayed shall be given by U.S. Mail or hand delivery or courier service or electronically through email and electronic post to the Port’s website or other website as designated in the solicitation to all whom submitted qualified bids/proposals. Upon receipt of a timely formal protest of a decision or intended decision to award or reject all bids, qualifications, or proposals, notice shall be given electronically through email and electronic post to the Port’s website or other website as designated in the solicitation to all bidders for that contract.


          5. Resolution of Formal Protest - Upon the written request of the protestor or on its own initiative, the Port shall provide an opportunity for the protestor to meet with the Executive Director to resolve the protest by mutual agreement within seven

            (7) business days, excluding holidays, of receipt of a formal written protest. If the subject of a protest is not resolved by mutual agreement within seven (7) business days, excluding holidays, of receipt of the formal written protest, or a mutually agreed upon extension of time, the Executive Director shall certify in writing to the Port Authority that there was no resolution and provide the protestor with a copy of the certification.


          6. Quasi-Judicial Hearing - Within seven (7) business days from receipt of written certification that there was no resolution; the protestor may provide a written request that the matter be heard before the Port Authority in a quasi-judicial hearing. Failure to provide a written request to the Port Authority within seven (7) business days of notice shall constitute waiver of any protest. Upon receipt of a written request, the Port Authority may, in its discretion, request a written response from the Executive Director, and/or schedule the matter for hearing before the Port Authority. Within seven (7) business days from the conclusion of the hearing, if one is held, the Port Authority will provide a written final decision on the matter to the protestor.


          The protestor may contest the Port decision in a court of competent jurisdiction in Manatee County no later than thirty (30) calendar days after receipt of notice of the Port decision, unless otherwise specified within the controlling request for proposal or qualification documents.


      3. Invitation to Negotiate


        1. As provided by law, for any category of services and/or goods, the Port may choose to purchase the services and goods through an invitation to negotiate pursuant to the provisions below and all relevant laws. The negotiations shall be made based on the “best value,” which includes price, terms and conditions obtainable by the Port to meet its needs. ITN is a similar process to the RFP process. A short list of

          acceptable proposers is created; however, two negotiation strategies are available: Single or concurrent negotiations.


        2. Single Negotiation Strategy: When the single negotiation strategy is used, the Port shall begin negotiations with the top proposer first, and if an agreement is not reached, the Port shall commence negotiations with the other proposers in successive order until an agreement is reached.


        3. Concurrent Negotiation Strategy: When the concurrent negotiation strategy is used, the Port shall begin negotiations simultaneously with each of the proposers until an agreement is reached that provides best value to the Port.


        4. Use: When the Purchasing Official determines it is in the best interest of the Port to procure a good or service through competitive negotiation, the Purchasing Official shall make a corresponding written recommendation to the appropriate Purchasing Authority. (See Table 1.) The written recommendation must contain the reasons why an ITN would be the best solicitation method used for the purchase, (as opposed to an ITB or RFP), the proposed steps to be followed by the Port in negotiating the contract, and the criteria used in determining the acceptability and selection of the vendor. Upon approval, the Port may contract by negotiation without seeking bids/proposals first. When contracting by negotiation without first seeking competitive sealed bids/proposals for services and/or goods, the following procedures shall apply:


          1. Public Notice: The Port shall publicly advertise each instance in which services or goods are being sought and provide a general description of the project/goods. The notice shall indicate how interested parties may apply for consideration and shall indicate the criteria required to be submitted in any responsive letter of interest. The public notice shall also inform all potential respondents that submitting a reply constitutes agreement to: negotiate and abide by the agreement terms and conditions, and if negotiations are successful, to fulfill the obligations of the scope of work or services. Proposers should submit replies with the knowledge that the successful proposal(s) will become subject to the terms, conditions, and obligations outlined in the competitive solicitation, which are subject to negotiation, upon execution of a contract. The public notice must also reference to the bid protest provisions set forth in Section 2.02.02(f).


          2. Letter of Interest: Pursuant to the public notice, a firm desiring to provide services for a project shall timely submit a letter of interest containing evidence of current professional status, capabilities, adequacy of personnel, past record and related experience, list of sub-consultants, and other information required by the notice necessary for the Port to evaluate whether the firm is qualified. For contracts for the purchase of goods, each vendor shall provide a price, terms and conditions for the specific commodity/contractual service offered.


          3. Competitive Selection: The Purchasing Official or his/her designee or Evaluation Committee, depending on the nature the good/service sought, shall evaluate each

            letter of interest submitted regarding qualifications and performance ability and may conduct discussions with and may require public presentations by responding firms regarding their qualifications, approach to the project, and ability to furnish the services required pursuant to the terms of the notice. The Purchasing Official or his/her designee or Evaluation Committee shall select and list not less than three firms, in order of preference, deemed to be the most highly qualified to perform the required contractual services and/or provide the required commodity after consideration of the factors set forth in the notice. The Port may select and list less than three vendors only when there are less than three qualified vendors which may offer the services or goods desired by the Port. In determining whether a firm is qualified, the agency shall consider such factors as: ability of professional personnel, certified as MBE, past performance, willingness to meet time and budget requirements, location, recent, current, and projected workloads of the firm; financial soundness of the firm; and the volume of work previously awarded to the firm. The Executive Director or his/her designee shall approve the list selected firms and lead the negotiations. For Competitive Threshold Category Three purchases, the Executive Director or his/her designee will then recommend to the Port Authority that competitive negotiations be instituted with the firms selected. The Port Authority may amend the Executive Director’s recommendations.


          4. Competitive Negotiation – Concurrent Strategy: Once competitive negotiations are authorized, the firms selected for the short list will continue in the evaluation process, which may involve presentations, site visits, interviews, inspection of the firms’ facilities, additional written information, internal staff analysis, feedback from outside consultants, and discussions with the firms about their capabilities and other information deemed helpful to more fully evaluate the vendor. After negotiations have been completed following the initial evaluation, the short listed vendors will be given a deadline for submission of a “best and final offer.” The Purchasing Official will review and evaluate the best and final offer, the firms’ responses, and information obtained in the evaluation process, and discussion with the firms about their capabilities according to the evaluation criteria contained in the ITN.


          5. Competitive Negotiation – Single Negotiation Strategy: Once the competitive negotiations are authorized, the Purchasing Official shall begin contract negotiations for the subject project with the designated firms in order of rank for fair, competitive, and reasonable compensation. Should negotiations with the firm determined to be the most qualified prove unsuccessful after that firm has provided their best and final offer, negotiations with that firm will be formally terminated and negotiations shall begin with the next most qualified firm on the list. Failing accord with the second most qualified firm after that firm has provided their best and final offer; the Port must terminate negotiations with that firm and shall then begin negotiations with the third most qualified firm. If satisfactory agreement is not reached with any of the top three ranked firms, additional responding firms will be ranked and listed in the order of their competence and qualifications. Negotiations will then continue beginning with

            the first named firm on the second list until an agreement is reached. After successful negotiations, a contract will be entered or, for Competitive Threshold Category Three purchases, a recommendation shall be made that the Port Authority award the contract. The Port will maintain an accurate record of the discussions held with each vendor/bidder/proposer.


        5. Negotiation Impasse: If negotiations have reached an impasse with all firms invited to negotiate, the Port has the option to reject all offers and cancel the ITN, to reject all offers and reissue the ITN, or to use some other procurement method.


        6. Notice of Intent: No contract shall be signed or transaction authorized for any purchase pursuant to an ITN until the selection has been announced and the time for filing a protest has run. The Purchasing Official is responsible for preparing a notice of intent to award a contract, as modified in negotiations of the ITN, to the firm(s) who provide the best value to Port. This notice of intent is electronically posted on the Port’s website and physically in a designated public area of the Port.


        7. Award: The Executive Director or his/her designee may award a contract for Competitive Threshold Category One and Two purchases. The Port Authority may award a contract for Competitive Threshold Category Three purchases. The contract for a firm selected through an ITN must contain an intent to award that explains the basis for the selection of the firm and that sets forth the firm’s deliverables and compensation terms, pursuant to the contract, along with an explanation of how these terms provide the best value to the Port.


        8. Public Record: Offers are subject to disclosure thirty (30) calendar days after the opening or if a notice of intent to award is made earlier than this time as provided by Florida Statute 119.071. In the event all offers are rejected and notice of intent to reissue the ITN is provided, the recording and all records presented at the exempted meeting remain exempt until notice of an intended decision concerning the reissued ITN or withdrawal of the reissued ITN, not to exceed twelve (12) months after the initial notice rejecting all offers.


CHAPTER III - STATUTORILY MANDATED COMPETITIVE SOLICITATION PROCESSES


    1. AUDITOR SELECTION


      Section 218.391 of the Florida Statutes, as may be amended from time to time, provides an auditor selection process that the Port must use in selecting an auditor to conduct the annual financial audit. The Port shall follow the statutorily mandated process, which may be amended from time to time. Currently, the process provides:


      1. The Port Authority establish an Audit Committee;

      2. The Audit Committee establish factors to be sued for the evaluation of audit services to be provided by a certified public accounting firm duly licenses and qualified. Such factors shall include, but are not limited to, ability of personnel, experience, ability to furnish the required services, and other factors determined by the Audit Committee to be applicable.


      3. Public announcement of a RFP. See Section 2.02.02 for more information on RFPs.


      4. Evaluate proposals based on evaluation factors, but not compensation only.


      5. Rank and recommend in order of preference no fewer than three firms deemed to be the most highly qualified. If less than three firms respond to the RFP, then the Audit Committee shall recommend the most highly qualified.


      6. The Port Authority shall inquire of the qualified firms as to the basis of compensation, select one of the recommended firms, and negotiate a contract using one of t wo methods:


        1. If compensation is not one of the established factors for evaluation, then the Port Authority, or its designee, shall negotiate a contract with the firm ranked first. If unable to successfully negotiate a contract with the first ranked firm, the Port Authority, or its designee, shall negotiate with the second ranked firm. If unable to successfully negotiate a contract with the second ranked firm, then the Port Authority, shall negotiate with the third ranked firm. In negotiating with the firms, the Port Authority may reopen formal negotiations with any one of the top three ranked firms, buy may not negotiate with more than one firm at a time. If the Port Authority, or its designee, is unable to negotiate a satisfactory contract with any recommended firms, the Audit Committee shall recommend additional firms and negotiations will continue.


        2. If compensation is not one of the e stablished factors for evaluation and not used in evaluations, the Port Authority shall select the highest ranked, qualified firm or must document the reason for not selecting the highest ranked firm.


      7. The Port Authority may select a firm recommended by the Audit Committee and negotiate a contract using an alternative negotiation method for which compensation is not the sole or predominant evaluation factor used to select the firm.


      8. The written contact for auditor services must contain the following:


        1. A provision specifying the services to be provided and fees or other compensation for such services;


        2. A provision requiring that invoices for fees or other compensation be submitted with sufficient detail to demonstrate compliance with the terms of

          the contract;


        3. A provision specifying the contact period, including renewals, and conditions under which the contract may be terminated or renewed. Renewals must be in writing. An engagement letter signed by both parties shall constitute a written contract.


    2. CERTAIN INVESTMENT PURCHASES


      Section 218.415 of the Florida Statutes, as may be amended from time to time, specifies a competitive selection process that must be used related to the Port’s purchase of securities based on the investment policy.


    3. PUBLIC CONSTRUCTION/WORKS


      Chapter 255 of the Florida Statutes, as may be amended from time to time, provides general requirements and limitations related to public property and publicly owned buildings. Specifically, Section 255.20 of the Florida Statutes mandates public construction projects in excess of $300,000 and electrical work in excess of $25,000 be competitively awarded based on the submission of sealed bids or proposals submitted in response to a Request for Proposal or submitted for competitive negotiation. See Chapter II of this Procurement Policy.


      Section 255.20(c) of the Florida Statutes, as amended from time to time, provides exemptions to this statutorily mandated process, which includes:

      1. When a project is undertaken to repair, reconstruct or replace an existing facility, destroyed or damaged by an act of God, riot, fire, flood, accident, or other urgent circumstance and such damage or destruction creates an immediate danger to the public health or safety; loss to public or private property which requires emergency government action; or an interruption of an essential government service.


      2. After proper public notice, the Port does not receive any responsive bids or proposals.


      3. Projects undertaken as a repair or maintenance to an existing public facility in accordance with Section 255.20 of the Florida Statutes.


      4. If the funding source of the project will be diminished or lost because the time required to competitively award the project after the funds become available exceeds the time within which the funding source must be spent.


      5. If the Port competitively awarded a project to a private sector contractor and the contractor abandoned the project before completion or the local government terminated the contract.


      6. If the Port Authority publicly notices an Authority meeting in accordance with Section

        255.20 of the Florida Statutes, conducts the public Port Authority meeting and finds by majority vote that it is in the public’s best interest to perform the project using its own services, employees, and equipment.


      7. If, pursuant to Section 255.20 of the Florida Statutes, at least 4 of the Port Authority members vote to find it in the Port best interest to award the project to an appropriately licensed private sector contractor, based on specific substantive criteria and procedures.


      8. The project is subject of Chapter 336 of the Florida Statutes, County Road System.


      Additionally, any public construction project projected to cost more than $200,000 must be publicly advertised in a newspaper in accordance with Section 255.0525, Florida Statutes, as amended from time to time. The advertisement must occur at least twenty-one (21) calendar days prior to the bid opening and five (5) calendar days prior to any pre-bid conference. Any public construction project projected to cost more than $500,000 must be publicly advertised in a newspaper in accordance with Section 255.0525, Florida Statutes, as amended from time to time. The advertisement must occur at least thirty (30) calendar days prior to the bid opening and five

      1. calendar days prior to any pre-bid conference.


    4. CCNA


      Section 287.055 of the Florida Statutes, as may be amended from time to time, provides a competitive selection and negotiation process that must be used in obtaining architectural, professional engineering, landscape architecture, or registered surveying and mapping services (collectively, “Professional Services”) for a project that has construction costs in excess of

      $325,000, or for a planning or study activity that exceeds $35,000, except in cases of emergency.


      Contingent fee agreements are prohibited. Further, each contract must contain the following clause:


      “The architect (or registered surveyor and mapper or professional engineer, as applicable) warrants that he or she has not employed or retained any company or person, other than a bona fide employee working solely for the architect (or registered surveyor and mapper, or professional engineer, as applicable) to solicit or secure this agreement and that he or she has not paid or agreed to pay any person, company, corporation, individual, or firm, other than a bona fide employee working solely for the architect (or registered surveyor and mapper or professional engineer, as applicable) any fee, commission, percentage, gift, or other consideration contingent upon or resulting from the award or making of this agreement.”

      Any breach of that provisions may result in termination of the contract. A continuing contract for professional services is permitted only where:

      1. The firm is providing professional services for projects where the estimated

        construction costs of each individual project does not exceed $4M;

      2. For study activities if the fee for professional services for each individual study does not exceed $500,000; or,

      3. For work of a specified nature as outlined in the contract, so long as the contract is for a fixed term or with no true limit except the contract provides a termination clause.


            1. QUALIFIED BASED SELECTION AND NEGOTIATIONS


              As provided in Section 287.055 of the Florida Statutes, the statutorily mandated process requires the agency to competitively select highly qualified firms and then to competitively negotiate with the most qualified firm. Among the factors in determining qualifications are the capabilities, adequacy of personnel; past record; experience of the firm or individual; whether the firm is a certified minority business enterprise as defined by the Florida Small and Minority Business Assistance Act; willingness to meet time and budget requirements; location; recent, current, and projected workloads of the firms; and the volume of work previously awarded to each firm by the Port; and other factors determined by the agency to be applicable to its particular requirements. In making its determination, the Evaluation Committee, consisting of at least three but not more than seven members, shall interview no less than three (3) firms to determine their relative ability to meet the time and budget requirements and identify and establish the relative merits of each firm's approach to managing and scheduling the project. The Evaluation Committee shall provide a recommendation to the Port Authority and the Port Authority shall authorize negotiations by the Purchasing Official with the most qualified firm. The Port Authority shall select no less than three (3) and no more than six (6) firms deemed to be the most highly qualified to perform the required services after considering the factors listed above.


              Negotiation is restricted to single negotiation strategy. The Port shall negotiate a contract with the most qualified firm for professional services at compensation which the Port determines is fair, competitive, and reasonable. Should the Port be unable to negotiate a satisfactory contract with the firm considered to be the most qualified at a price the agency determines to be fair, competitive, and reasonable, negotiations with that firm must be formally terminated. The Port shall then undertake negotiations with the second most qualified firm. Failing accord with the second most qualified firm, the Port must terminate negotiations. The Port shall then undertake negotiations with the third most qualified firm. Should the Port be unable to negotiate a satisfactory contract with any of the selected firms, the Port shall select additional firms in the order of their competence and qualification and continue negotiations in accordance with this subsection until an agreement is reached. The award of the negotiated contract shall be approved by the Port Authority.


            2. DESIGN-BUILD CONTRACTS


        As provided in Section 287.055 of the Florida Statutes, consulting and construction services for public construction projects may be undertaken utilizing a design-build contract method in accordance with this policy. Design-build contracts must establish a guaranteed maximum price (which shall include reasonable costs plus a fixed lump sum fees for design, project management, overhead, and profit) and guaranteed completion date. The Port Authority shall award design- build contracts by either the use of a qualifications-based selection process as described above in Section 3.04.01 or the use of a competitive proposal selection described below. If using a

        qualifications-based selection process, then during the selection of the design-build-firm the Port Authority shall employ a licensed design professional appropriate for the project to serve as the Port's representative.


              1. Competitive Proposal Selection.


                1. Design Criteria Package. The Port Authority may cause a design criteria professional to prepare a design criteria package for the design and construction of any project. The design criteria professional who prepares the design criteria package shall not be eligible to render any services under any design-build contract executed pursuant to the design criteria package except for assisting the Port Authority in the selection of the firm, the negotiation for and the preparation of the design-build contract, the administration of the design-build contract and the inspection of the project. The Port Authority shall consult with the design criteria professional concerning the evaluation of the responses or bids submitted by the design-build firm, the supervision approval by the Port Authority of the detailed working drawings of the project, and the evaluation of the compliance of the project's construction with the design criteria package created by the design criteria professional.


                2. Qualifications. The Port Authority may qualify and select firms as being qualified to design and build projects based upon the qualifications, availability and past work of the firms for the Port Authority, including those of the members, partners or principals of the particular firm. The Port Authority may, in its sole discretion, pre-qualify and select no fewer than three

                  (3) firms for anticipated or possible future projects or, in the alternative, may qualify and select no fewer than three (3) firms in connection with any particular project as part of the process whereby a request for proposals is advertised and distributed for a particular project.

                    1. Pre-qualification requires that each potential proposer will be pre-qualified by the Port Authority to participate in the process for a specific area(s) of construction based on the proposer's area of license(s) or certification(s). In order to be eligible to submit a proposal for a design-build project, the potential bidder must provide the Port Authority evidence of the following qualifications:

                      1. Current state contractor's license, certification or registration as required in the Florida Statutes.

                      2. Current corporate charter registration. If the bidder is a domestic (Florida) corporation or authority to transact business in the state if the potential bidder is a foreign (non-Florida) corporation as may be required by Florida law.

                      3. For projects that require a contract for a specific experience and expertise, the Port Authority may state additional pre-qualifications requirements related to demonstrating a performance of similar work of a similar size and complexity and the possession or availability of facilities or equipment needed for the performance of work.


                    2. Each instance where the proposal documents set forth certain additional pre- qualification requirements, each potential proposer shall submit the pre- qualification data to the Port Authority as provided in the proposal documents. Each potential bidder will be notified by the Purchasing Official regarding its eligibility or ineligibility to submit bids for a specific field or area of construction. Pre-qualification may be used for any design-build project.


                3. Competitive Proposal – RFP Distribution. The RFP for a design-build contract for any particular project shall be advertised in accordance with Section 2.02.02(b) of this policy and shall be distributed to all architects, landscape architects, engineers and firms who are presently prequalified by the Port Authority as being qualified to render architectural, landscape architectural, engineering services or design-build construction services for the Port Authority, together with any other individual or entity requesting a copy of the request for proposals. A RFP shall be prepared in connection with and referring to the design criteria package for any particular project authorized by the Port Authority setting forth the manner in which firms may submit proposals to design the particular project and build or construct the project pursuant to a design-build contract. The RFP shall also set for the contents of any proposals, the time within which the proposal shall be submitted and the procedure which will be followed for the evaluation of all submitted proposals, together with the manner in which the Port Authority may select one or more proposals for the design and building of the particular project. A RFP may also include such other conditions and information as may be appropriate under the circumstances for the particular project.


                4. Competitive Proposal Selection. The solicitation of competitive proposals, pursuant to the design criteria package, from those qualified design-build firms and the evaluation of responses or bids submitted by those firms shall be based on the evaluation criteria and procedures established prior to the solicitation of the competitive proposals. The design criteria professional shall evaluate all proposals properly and timely submitted in response to any RFP based on price, technical and design aspects for the particular project rated for that project. The evaluation shall include rating the proposals on the experience of the firms, the time estimated by the firm for completion of the particular project, the manner in which the project is to be designed and build, the total cost of the deign-build contract and other relevant factors. The submitted proposals shall be rated numerically in order of preference, and a summary of each proposal shall be presented at a meeting of the Port Authority for the election of the firm with which the Port Authority may entire into a design-build contract for the particular project.


                5. Design-Build Contract. Upon the approval by the Port Authority of any

                  particular proposal or proposals for a design-build contract for any project, the selected firm or firms shall enter into a written design-build contract with the Port Authority incorporating the design criteria package, the request for proposals, the particular proposal or proposals submitted by the particular film or firms and such other provisions as may be appropriate under the particular circumstance.


                6. Emergency Projects. In the event of an emergency, the Port Authority may enter into a design-build contract for any particular project with the best qualified firm available to the Port Authority at that time, without the necessity of pre-qualifying or qualifying the firm, advertising or distributing a request for proposals and other related provisions of these procedures. The design criteria package for any project necessitated by any such emergency need not meet all the criteria hereinabove set forth normally for design criteria packages.


    5. CHANGES IN THE LAW


In the event Sections 218.391, 218.415, 255.20, and/or 287.055 of the Florida Statutes are amended such that this section becomes inconsistent with or contains procedures more restrictive than allowed by law, then the statutes shall control.


CHAPTER IV - TRANSACTIONS EXEMPT FROM COMPETITIVE PROCUREMENT


    1. EXEMPTIONS.


      An exemption may be granted by the Purchasing Official for goods or services when it is in the Port best interest and allowed by law.


      1. Typical exemptions include, but are not limited to, the following:


        1. Real Property Acquisition, such as land, easements, rights-of-way, existing buildings, structures, or improvements, resulting from negotiations and approved by the Port Authority.

        2. Court-ordered fines and judgments, resulting from litigation.

        3. Exceptional disbursements as authorized by the Port Authority.

        4. Court-ordered fees, resulting from the judicial process, processed by the Clerk of the Court, and charged against the appropriate budget for such fees.

        5. Cash transfers and investment transactions for fiscal management purposes, processed through the Clerk of Circuit Court’s Finance Department, and disbursed from general ledger accounts by the Clerk of the Circuit Court.

        6. Accrued or current liabilities already disbursed from the budget, processed through the Clerk of Circuit Court’s Finance Department, and paid from or through general ledger accounts by the Clerk of the Circuit Court.

        7. Financial Instruments: Professional services required for issuance of debt, debt service and investments.

        8. Debt service payments processed by the Clerk of the Circuit Court Finance Department and charged against budgetary accounts.

        9. Refunds of current or prior year revenues charged against budgetary accounts.

        10. Grant disbursements to federal, state, or local government agencies, or to private groups or agencies.

        11. Insurance including but not limited to liability, property, medical, and workers compensation insurance or payments from any loss fund established for such purpose.

        12. Part-time and temporary labor and employees; personnel services, recruitment services. Security services by off-duty law enforcement personnel.

        13. Office, warehouse space, boat slip, submerged land, or other property rental or lease.

        14. Railroad leases and associated costs and fees.

        15. Utilities, toll charges, gas, postage, shipping and express mail costs.

        16. Dues and memberships in trade or professional organizations.

        17. Subscriptions for periodicals, advertisements, copyrighted material.

        18. Warranty or maintenance agreement costs required by the original manufacturer or installer

        19. Maintenance of vehicles and equipment; when considered to be in the best interest of the Port and the services are to be performed by the vehicle or equipment manufacturer, manufacturer’s service representative, a distributor of the manufacturer’s equipment or when at least three (3) responsible services have been evaluated the services may be procured without bid.

        20. Computer maintenance and/or software licenses for existing software.

        21. Credit card processing fees.

        22. Health services and prevention services related to mental health.

        23. Job-related travel pursuant to Chapter 112, of the Florida Statutes.

        24. Seminars, tuition, registration and training.

        25. Art work, maps, and design services.

        26. Entertainment services for Port sponsored events.

        27. Title insurance, title commitments, title searches, and ownership and encumbrance searches and real estate appraisal services to determine the market value of real property.

        28. Legal services, expert witnesses, court reporter services, and all other related expenses of claims and/or litigation.

        29. Consultant Services, as defined in Section 2, unless otherwise provided by law. For example, services covered by Sections 287.055 (CCNA) and 218.391 (Auditor Selection) would not be exempt from Competitive Solicitation. Anytime this exemption is utilized, a justification as to why consultant services should not or cannot be competitively solicited shall be provided to the Purchasing Official for approval prior to entering into a contract for the service. The Purchasing Official will determine, on an individual basis, whether the exemption is applicable.

        30. Political lobbying services.

        31. Services or commodities provided by government entities, such as transactions by Interlocal Agreement, permitting fees.

        32. Purchases under Tax Savings Program.

        33. Sole source items in accordance with Section 4.01 c. 1, below.

        34. Purchases which “piggy-back” on existing government contracts in accordance with Section 4.01 c. 2., below.

        35. Emergency purchases as noted in Chapter 5.

        36. Used goods.

        37. Goods procured from an auction in accordance with Section 10.03.

        38. Multiple quantities of a single item of common operational supplies.


      2. The Port may grant exemptions for Public Construction projects in accordance with Section

        255.20 of the Florida Statutes, including:


      3. The Port has the following policies related to certain enumerated exemptions:

        1. Sole Source:

          1. If the Purchasing Official determines that a service and/or good is available from a single source and the total cost is within Competitive Threshold Category One or Two, then the purchase may be excepted from competitive solicitation requirements, in writing, upon filing a written statement stating the conditions and circumstances requiring the purchase and filing the written statement in Accounting.


          2. If the Purchasing Official determines that a service and/or good is available from a single source and the total cost is within Competitive Threshold Category Three, the purchase may be excepted from competitive solicitation requirements by the Port Authority, in writing, upon the filing of a certification by the Purchasing Official stating the conditions and circumstances requiring the purchase. This certification shall set forth the purpose and need of the purchase and explain why the single source is the only one that will produce the desired results. The Port intended decision shall be presented to the Port Authority on the consent agenda at the next regularly scheduled public meeting.


          3. Examples of appropriate basis for determination of sole source or noncompetitive purchase includes:


            1. The good or service is wanted for experimental trials, pilots, and/or testing.

            2. The good is a component, repair, or replacement part of existing equipment for which no commercially available substitute exists and the purchase can be made only from the manufacturer or sole distributor.

            3. The compatibility of equipment, accessories or replacement parts is of paramount importance.

            4. Additional, unanticipated goods or services are needed to complete an ongoing task.

            5. Delivery date is a factor and only one vendor can meet the time constraints.

            6. The good is being purchased for resale.

            7. The good is being purchased from or sold to another government entity.

            8. The source of service is a monopoly (such as a utility or transport provider).

            9. Grant funds are available and must be used in a time frame that does not allow for competitive bidding.

            10. The likely, nonspeculative cost of competitive purchasing would exceed any potential savings and benefit to the Port.

          4. In any case, where the Port seeks to purchase from a sole source, materials for the construction, modification, alteration, or repair of any Port-owned facility, the Port Authority must first make the written findings required by Section 255.04 of the Florida Statutes.

        2. Cooperative Procurement (“Piggy-backing”) – Pursuant to Section 189.053 of the Florida Statutes the Port may purchase services or goods other than professional services governed by Section 287.055 of the Florida Statutes, from the purchasing agreements of other special districts, municipalities, or counties which have been procured pursuant to competitive bid, requests for proposals, competitive selection, or competitive negotiation, and which are otherwise in compliance with Florida Statutes and this Procurement Policy. Piggybacking is permissible when another government agency’s procurement documents allow for cooperative procurement or the agency and the vendor/contractor agrees to allow cooperative procurement in writing, and if such purchases are to the economic advantage or in the best interest of the Port and are otherwise in compliance with Florida law and this Procurement Policy.


        3. Cooperative Purchasing – The Port may participate in, sponsor, conduct, and/or administer a cooperative purchasing program (e.g., GSA Advantage, State of Florida Contracts, Southeast Florida Governmental Purchasing Co-Operative Group, Florida Sheriff’s Association, and National Joint Powers Alliance).


        4. Online Marketplaces (e.g., Amazon.com, govdeals.com, ebay.com) – The Port may purchase Competitive Threshold Category One or Two goods and/or services, other than those with a statutory specified process, from Online Marketplaces, if such purchase is deemed to be in the best interest of the Port. For Competitive Threshold Category Two purchases from an Online Marketplace documentation must be kept demonstrating the best option from the Online Marketplace purchase was purchased.


        5. Standardization – Standardization of products may occur when a process has been completed based on defining and applying uniform specifications such as quality, design, and performance. [The standardization process is to be conducted by the using department, in conjunction with the Purchasing Official.] The Purchasing Official will maintain documentation of the process, including details to support the standardization designation. The Port Authority must approve the standardization designation and add the product to the list of approved standardized products included within “Construction Standards and Technical Specifications,” which is maintained on the Port’s website. Thereafter, the Purchasing Official may negotiate purchase of standardization products on a sole source basis. Periodic reviews of the standardization designations should be completed by the using department to ensure standardization requirements are being met

and are still in effect. Said reviews should be completed at a minimum of every four years and documentation shall be maintained by the Purchasing Official to show compliance. Levels of purchasing authority shall be followed to procure standardized products. The Port Authority must approve any changes to the list of standardized products.


4.02 WAIVER OF PROCUREMENT PROCEDURES.


The Port Authority may authorize the waiver of procurement procedures upon the recommendation of the Port’s Executive Director when it is in the Port’s best interest to do so to obtain goods and services that cannot be acquired through the normal purchasing process due to insufficient time, the nature of the goods or services, or other factors and it is not otherwise prohibited by law. Purchases authorized by this waiver process will be acquired after conducting a good faith review of available sources and negotiations as to price, delivery, and terms.


CHAPTER V - EMERGENCY PURCHASES OF SERVICES OR GOODS


Notwithstanding any other provision of this policy, emergency purchases of goods or services may be made in the event of a disruption of essential operations, or where there exists a threat to public health, welfare, safety, or when the protection or preservation of public property would not be possible though normal procurement procedures. To the extent practical under the circumstances, such emergency purchases shall be made using competent and qualified firms and include a competitive selection process.


The Purchasing Official shall complete an Emergency Purchase Form certifying the conditions and circumstances requiring an emergency purchase of goods/services. Statements shall be submitted within thirty (30) calendar days after the date of contract and shall include complete details surrounding the event(s) which created the emergency. A copy of the contract shall accompany the statement. In the event of an Emergency Purchase of goods/services in excess of the threshold amount for Competitive Threshold Category Three for goods/services a copy of the report and contract shall be placed on the next scheduled meeting of the Port Authority for ratification of the Executive Director’s action and inclusion in the minutes.


CHAPTER VI - RESTRICTIONS ON PURCHASES


    1. CONVICTED VENDOR LIST


      Pursuant to section 287.133, Florida Statutes, as may be amended from time to time, any person or affiliate who has been placed on the convicted vendor’s list following a conviction for a public entity crime:


      1. May not submit a bid or proposal on a contract to provide any goods or services to a public entity.

      2. May not submit a bid or proposal on a contract with a public entity for the construction or repair of a public building or public work.

      3. May not submit bids or proposal on leases of real property to a public entity.

      4. May not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and

      5. May not transact business with any public entity in excess of the threshold amount provided in category two of Section 287.017 of the Florida Statutes.

        Further, the Port may not accept any bid or proposal or award any contract or transact business with any person placed on the convicted vendors list for a period of thirty-six (36) months following placement on the convicted vendors list, unless otherwise provided by law.

    2. BRIBERY


      No person or business entity shall be awarded a contract by the Port for the provision of goods or services, if that person or business entity:


      1. Has been convicted of bribery or attempting to bribe a public officer or employee of the Port, State of Florida, or any other public entity, in that officer’s or employee’s official capacity;

      2. Has been convicted of a conspiracy or collusion among prospective vendors in restraint of freedom of competition, by agreement to offer a fixed price, or otherwise;

      3. Has made an admission of guilt of such conduct described in subsection a and b above, which is a matter of record, but has not been prosecuted for such conduct, or has made an admission of guilt of such conduct, which is a matter of record pursuant to formal prosecution; or

      4. Notwithstanding the above, a person, business entity, or officer or employee of a business entity, having been convicted of one or more of the crimes set forth above or having made an admission of guilt as set forth above shall be ineligible for the awarding of a contract by the Port for a period of five (5) years following such conviction or admission.


    3. SCRUTINIZED ENTITIES


      Pursuant to Section 287.135, Florida Statutes, as amended from time to time, a company may not bid or submit a proposal to enter into a contract if the company is on the Scrutinized Companies that Boycott Israel List or engage in a boycott of Israel. For contracts of one million dollars or more, a company may not bid or submit a proposal to enter into a contract if the company is on the Scrutinized Companies with Activities in Sudan List or Scrutinized Companies with Activities in Iran Petroleum Energy Sector List or engaged in business operations in Cuba or in Syria. In response to any bid or proposal, the vendor must certified the above.


      For contracts of one million dollars or more, the following clause, or one substantially similar, must be included in the contract:

      By executing this contract and each and every renewal (if renewal is separately provided for herein), pursuant to section 287.135, Florida Statutes, Contractor

      certifies, represents, and warrants that: (a) it is not on the Scrutinized Companies with Activities in Sudan List, (b) it is not on the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, (c) that it does not have business operations in Cuba or Syria, and (d) that it is not participating in a boycott of Israel, and that all such certifications were true at the time it submitted its bid or proposal for this Agreement and as of the effective date of any renewal. Notwithstanding anything contained in this Agreement to the contrary, the Port may terminate this Agreement immediately if: (1) Contractor is found to have submitted a false certification regarding (a) – (d) above in accordance with section 287.135(5), Florida Statutes, or (2) Contractor is found to have been placed on the Scrutinized Companies that Boycott Israel List as that term is defined and such list is maintained pursuant to Section 287.135, Florida Statutes, or is otherwise engaged in a boycott of Israel. Such termination shall be in addition to any and all remedies available to the Port at law.

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    4. AFFILIATES


Any business entity controlled by or affiliated with any person or business entity ineligible for the award of a contract may also be prohibited from contracting with the Port if the relationship or affiliation is such that in the reasonable opinion of the Purchasing Official, the person or business entity, by reason of the relationship to the ineligible person or entity, is likely not to conduct business in a responsible or lawful manner, or if the ineligible person or business entity could directly benefit from the contract.


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CHAPTER VII - TAX SAVINGS PROGRAM


    1. TAX SAVINGS PROGRAM


      Pursuant to the contract, the Port may authorize use of the tax savings program. The Tax Saving Program operates to limit the Florida Sales Tax upon a project and pursuant to Florida Statutes, and particularly Rule 12 A-7.094 (3), Florida Administrative Code. Tax Saving Program purchases must follow this procedure to be exempt from competitive procurement.


      1. The Port shall issue a Certificate of Entitlement to the Contractor certifying: (1) that the materials and supplies purchased will become part of a public facility; and (2) that the Port will be liable for any tax, penalty or interest due should the Department of Revenue later determine that items purchased do not qualify for exemption.


      2. The Contractor shall provide the Port a requisition form to be utilized for purchase of those supplies, materials and equipment (SME) described in the contract. Port reserves the right to, at any time during the term of the project, add to, delete from or modify the description of supplies, materials and equipment described in the contract, at Port sole discretion.

      3. Requisition forms will only be issued for the SME described in the contract. Such forms shall be prepared and submitted by the Contractor to the Port. Such form shall be submitted in sufficient time for review and consideration by Port so that the materials may be acquired directly by Port and delivered to the project site in sufficient time to assure its availability at the time that it is needed and so as not to delay progress of the project. It shall be the responsibility of Contractor to assure that such requisition forms are submitted to Port representative for approval by Port with sufficient time for the Port review and processing, such that no delay shall impact the need for or order of the item. It shall be the responsibility of Contractor to assure the subcontractors, sub- subcontractors, specialty contractors and others have the materials sought to be requisitioned on hand at the time required for installation in accordance with the project schedule.


      4. The Port will issue Purchase Orders to the appropriate vendors as designated and shown upon requisition forms. A copy of the Purchase Order will be returned to the Contractor.


      5. Upon receipt of an invoice for the items and documentation that the items have been delivered to the site and accepted by the Contractor, the Contractor will write on the face of the invoice that it is “okay for payment,” sign and date the invoice. The delivery ticket must be attached to the invoice to the Port, to be forwarded through the Contractor.


      6. Invoices addressed to the Port shall be submitted by the Contractor to the Port in a timely manner so as to allow Port to take advantage of any applicable discounts. Payment of invoices for materials purchased as described in this procedure shall be issued by the Port directly to the vendor to whom the Purchase Order was issued.


      7. Contractor shall prepare a complete list of instructions in accordance with this Section, to be distributed to all applicable subcontractors with the procedures to be followed under the Sales Tax Savings Procedures.


      8. Materials, supplies, and equipment acquired using this procedure shall be subject to the warranty provisions as required by the Contract between the Contractor and the Port. Contractor acknowledges that Port will be ordering materials for said project pursuant to the ability to benefit from the tax savings provisions. Contractor further agrees that it shall be responsible for acceptance of delivery, storage, and installation of said products ordered by Port. Further, Contractor shall be liable for all loss or damage to said products subsequent to delivery of same from the vendors/suppliers.


      9. The Contractor shall be responsible for any defects, storage, delivery, and installation as set forth in the contract for any and all materials, products, and systems purchased by the Port purchase orders. The Contractor shall maintain as a part of the required Builders’ Risk Insurance, or other insurances being provided, full replacement coverage for all items purchased by the Port under this Sales Tax Savings Procedure.

The foregoing procedure is for the purpose of limiting Florida Sales Tax upon the project pursuant to Florida Statutes and particularly Rule 12 A-7.094(3), Florida Administrative Code.

Provisions hereof and procedures shall be construed in order to carry out the intent of the parties. Provisions hereof and procedures established hereby may be amended by Port at any time, upon any indication that such change, amendment or alteration is necessary to assure non-taxable sales tax treatment of the project.


CHAPTER VIII - PUBLIC PRIVATE PARTNERSHIPS


    1. PURPOSE


      In accordance with Section 287.05712 of the Florida Statutes, the Port Authority recognizes the public need for timely, cost-effective acquisition, design, construction, improvement, renovation, expansion, equipping, maintenance, operation, implementation or installation of projects serving a public purpose, and that public-private partnerships can meet the public needs by improving the schedule for delivery, lowering costs, and promoting other benefits to the public.

    2. ACCEPTANCE AND SOLICITATION OF PROPOSALS


In accordance with Sections 287.05712 and 311.091 of the Florida Statutes, the Port may receive unsolicited proposals or may solicit proposals for qualifying projects and may thereafter enter into an agreement with a private entity, or a consortium of private entities, for the building, upgrading, operating, ownership, or financing of facilities. Proposers submitting unsolicited proposals shall submit an electronic copy the proposal to the office of the Purchasing Official.

    1. FINDINGS REQUIRED


      Prior to entering a contract, the Port Authority must determine that the proposed project.


      1. Is in the public's best interest.


      2. Is for a facility that is owned by the responsible public entity or for a facility for which ownership will be conveyed to the responsible public entity.


      3. Have adequate safeguards in place to ensure that additional costs or service disruptions are not imposed on the public in the event of material default or cancellation of the contract by the responsible public entity.


      4. Have adequate safeguards in place to ensure that the responsible public entity or private entity has the opportunity to add capacity to the proposed project or other facilities serving similar predominantly public purposes.


      5. Will be owned by the responsible public entity upon completion or termination of the contract and upon payment of the amounts financed.


    1. FINANCE PLAN.

      Prior to entering a contract, the Port shall consider a reasonable finance plan that is consistent with Section 287.05712(11) of the Florida Statutes; the project cost; revenues by source; available financing; major assumptions; internal rate of return on private investments, if governmental funds are assumed in order to deliver a cost-feasible project; and a total cash-flow analysis beginning with the implementation of the project and extending for the term of the contract.


    2. PROJECT APPROVAL REQUIREMENTS.


      An unsolicited proposal from a private entity for approval of a qualifying project must, unless waived by the Purchasing Official, be accompanied by the following material and information:

      1. A description of the qualifying project, including the conceptual design of the facilities or a conceptual plan for the provision of services, and a schedule for the initiation and completion of the qualifying project.


      2. A description of the method by which the private entity proposes to secure the necessary property interests that are required for the qualifying project.


      3. A description of the private entity's general plans for financing the qualifying project, including the sources of the private entity's funds and the identity of any dedicated revenue source or proposed debt or equity investment on behalf of the private entity.


      4. The name and address of a person who may be contacted for additional information concerning the proposal.


      5. The proposed user fees, lease payments, or other service payments over the term of a comprehensive agreement, and the methodology for and circumstances that would allow changes to the user fees, lease payments, and other service payments over time.


      6. Additional material or information that the Port reasonably requests.


        In addition to the foregoing, in considering an unsolicited proposal, the Port may, in relevant cases, require the private entity to submit a technical study prepared by a nationally recognized expert with experience in preparing analysis for bond rating agencies. In evaluating the technical study, the Port may rely upon internal staff reports prepared by personnel familiar with the operation of similar facilities or the advice of external advisors or consultants who have relevant experience.


    3. PROJECT QUALIFICATION AND PROCESS.


      The private entity must meet the minimum standards contained in the Port's guidelines for qualifying professional services and contracts for traditional procurement projects.


    4. INDEPENDENT ANALYSIS.

      Pursuant to Section 287.05712(6)(d) of the Florida Statutes, once an unsolicited proposal is received and prior to the award of a contract, the Port staff, aided by any required third party professionals, shall perform and deliver to the Executive Director an independent analysis of a proposed public-private partnership which examines its cost-effectiveness and overall public benefit. This analysis will normally be performed before the procurement process is initiated.

    5. APPROVAL.


      The Port may approve the development or operation of a qualifying project, or the design or equipping of a qualifying project, if:


      1. There is a public need for or benefit derived from a project of the type that the private entity proposes as the qualifying project.


      2. The estimated cost of the qualifying project is reasonable in relation to similar facilities.


      3. The private entity's plans will result in the timely acquisition, design, construction, improvement, renovation, expansion, equipping, maintenance, or operation of the qualifying project.


    6. NOTICE TO AFFECTED LOCAL JURISDICTIONS.


Pursuant to Section 287.05712(7) of the Florida Statutes, the Port shall furnish a copy of the proposal to each affected local jurisdiction when considering a proposal for a qualifying project, and shall consider any written comments provided concerning whether the facility is compatible with the local comprehensive plan, the local infrastructure development plan, the capital improvements budget, any development of regional impact processes or timelines, or other governmental spending plan.


    1. FINAL AGREEMENTS TO COMPLY WITH LAW.


      Any final agreement negotiated between a private entity and the Port shall, at a minimum, comply with the requirements of Sections 287.05712 (9) through (13) of the Florida Statutes.


    2. CHANGES IN LAW.


In the event Sections 287.05712 and 311.091 of the Florida Statutes are amended such that this Section becomes inconsistent with, or contains procedures more restrictive than allowed by law, then the statutes shall control.

CHAPTER IX - VENDOR CONDUCT AND RESPONSIBILITIES


    1. EQUAL EMPLOYMENT AND EDUCATIONAL OPPORTUNITIES


      It is the sole responsibility of the bidder to comply with provisions of the Immigration Reform and Control Act of 1986. The Port hereby stipulates and affirms its policy of offering Equal Employment and Educational Opportunities for all persons regardless of race, creed, color, sex, national origin, age or handicap. The failure of any contractor or supplier to the Port to comply with the terms of this Equal Employment Opportunity Policy will subject any contract or purchase order to revocation.


    2. E-VERIFY


      Vendor shall utilize the U.S. Department of Homeland Security’s E-Verify System to verify the employment eligibility of: (a) all persons employed by Vendor throughout the term of the contract with the Port; and (b) all persons, including subcontractors, retained or hired by Vendor, regardless of compensation, to perform work under the contract.


    3. VENDOR CONDUCT


      1. Conflict of Interest - Any award made by the Port is subject to provisions of Chapter 112, Florida Statutes. All bidders must disclose with their bid, the name of any officer, director, or Manager who is also an employee of Port. Further, all bidders must disclose the name of any Port employee who owns directly or indirectly, an interest of five percent (5%) or more of the bidder’s firm or any of its branches. Any concerns regarding this must be given to the Purchasing Manager prior to bid submittal for clarification and further direction.


        Any measure, which would inure to the special private gain or loss, as defined by Section 112.3143 of the Florida Statutes, of a Board Member will require Board approval, and must comply with Chapter 112 of the Florida Statutes. Pursuant to Section 112.3143 of the Florida Statutes, no Board Member may vote on or attempt to influence the decision by oral or written communication, any measure which would inure to his or her special private gain or loss. Such Board Member shall, prior to the vote being taken, publicly state to the assembly the nature of the officer’s interest in the matter from which he or she is abstaining from voting and, within 15 calendar days after the vote occurs, disclose the nature of his or her interest as a public record using Form 8A (Memorandum of Voting Conflict for State Officers) and filing it with the person responsible for recording the minutes of the meeting, who shall incorporate the memorandum in the minutes.


      2. Lobbying - After the issuance of any bid/RFP, or during renegotiation of any existing contract, no prospective vendor, bidder, their Managers, representatives, or persons acting at the request of such vendors shall contact, communicate with or discuss any matter relating to the bid/RFP or renegotiations with any Port officer, Manager, Port Authority member, or employee other than the Purchasing Official or his/her designee. This prohibition includes copying such persons on written communications with the Purchasing

        Official, but does not apply to presentations made to evaluation committees or at Port Authority meetings, where the Port Authority is considering selecting or approval of a proposal, bid, or proposed contract. This prohibition ends upon execution of the final contract or when the bid/RFP has been cancelled or the renegotiation efforts are terminated. Renegotiation is deemed to have commenced upon a vote of the Port Authority directing negotiation or written notice from the Purchasing Official to the existing contractor instituting a renegotiation process. A vendor who violates this provision may be subject to one or more of the following sanctions:


        1. Written warning and reprimand;


        2. Termination of contract; and


        3. Debarment or suspension as provided in Section 1.16.

      3. Gifts and Gratuities - The process of public purchasing should be conducted in such a manner that the integrity of the competitive selection process is not compromised, and therefore the Port strives to eliminate any possibility of, or even the appearance of, improper business relationships. In this regard, the Port prohibits the acceptance of gratuities, gifts, or other favors where the employee has reason to believe that the gift was offered or tendered based upon any understanding that the employee would be influenced by the gift, gratuity, or favor.


      4. Compliance with Chapter 6 Restrictions on Purchases. The vendor must comply with Chapter 6 of this Procurement Policy.


    4. RESPONSIBILITIES OF PORT AND VENDOR/CONTRACTOR


      1. Port - Prior to the execution of any contract or approval of any purchase order, the Purchasing Official shall confirm the availability of funds related to the transaction.

      2. Vendor/Contractor - Every vendor/contractor with the Port is responsible for:

        1. Notifying the Port of any changes, name, address, products/services, or other pertinent information, via letter or completed W-9 Form.

        2. Reading and understanding each page of the Quote, Bid or Request for Proposal.

        3. Double-checking its offer prior to submittal.

        4. Executing the signature page of the bid document, RFP or quote.

        5. Ensuring that its offer is made within the prescribed time limits and to the proper address.

        6. Providing all information as required in the RFP, ITB, or the RFQ.

        7. If an award is made to your firm, make delivery as specified.

        8. Contact the Purchasing Official should you have any questions.


    5. SUSPENSION OR DEBARMENT


      1. Suspension - After reasonable notice to the person or entity involved and reasonable

        opportunity for that person or entity to be heard by the Finance Department’s Director, the Finance Department’s Director, after consulting with the legal counsel, is authorized to suspend a person or entity from consideration for award of contracts if the Finance Department’s Director has adequate documented evidence to demonstrate that the person or entity has engaged in any activity which is grounds for suspension or debarment. The suspension period shall be for a period not to exceed 12 months per violation from the date of the Finance Department’s Director’s discovery of the most recent incident giving rise to the suspension.


      2. Debarment - After reasonable notice to the person or entity involved and reasonable opportunity for that person or entity to be heard by the Finance Department’s Director, the Finance Department’s Director, after consulting with the legal counsel, is authorized to debar a person or entity for cause from consideration for award of contracts. The debarment shall be for a period of not more than five years per violation from the date of the purchasing official’s discovery of the most recent incident giving rise to the debarment. Debarment may be as to all contracting opportunities, or may be only as to certain types or sizes of projects or contracts, depending on the cause(s) and severity of the reason(s) for debarment.


      3. Suspension or Debarment may apply to all contracting opportunities or may be limited to certain types or categories of contracts and likewise may be directed to one or more distinct operating decisions or units of the suspended or debarred person or entity depending on the nature and severity of the underlying facts supporting the action.


      4. Any business entity controlled by or affiliated with any person or business entity ineligible for the award of a contract may also be prohibited from contracting with the Port if the relationship or affiliation is such that, in the reasonable opinion of the Finance Department’s Director, the person or business entity, by reason of the relationship to the ineligible person or entity, is likely not to conduct business in a responsible or lawful manner, or if the ineligible person or business entity could directly benefit from the contract. Factors the Finance Department’s Director may consider in making such decision include ownership interests, common board members, officers, facilities, or employees, and existing family or contractual relationships. The Finance Department’s Director may, in lieu of suspending or debarring such affiliated persons or entities, develop restrictions or special conditions the affiliated person or entities must agree to in order to conduct business with the Port during the suspension/debarment period. To exercise the right to suspend or debar affiliated persons or entities under this subsection, he or she must provide those separate affiliates with the same notice and opportunity to be heard as required above.


            1. Causes for suspension and debarment.


              Causes for Suspension and Debarment include:


              1. Conviction of an officer of the entity for commission of a criminal offense as an incident to obtaining or attempting to obtain a public or private contract or subcontract, or in the performance of such contract or subcontract, or a civil or

                criminal final judgment of violation of state or federal whistleblower laws;


              2. Conviction under state or federal statutes of embezzlement, theft, forgery, bribery, falsification or destruction of records, receiving stolen property, or any other offense indicating a lack of business integrity or business honesty which affects responsibility as a Port contractor;


              3. Conviction under state or federal statutes arising out of the submission of bids or proposals;


              4. Refutation of an offer by failure to provide bonds, insurance, or other required certificates within a reasonable time period;


              5. Refusal to accept a contract provided such order was issued timely and in conformance with the offer received;


              6. Violation of contract provisions, as set forth below, of a character which is regarded by the Finance Department’s Director to be so serious as to justify debarment action;


              7. Deliberate failure without good cause to perform in accordance with the specifications and/or budget or within the time limit provided in the contract;


              8. A record of failure to perform or of unsatisfactory performance in accordance with the terms of one or more contracts, provided that such failure to perform or unsatisfactory performance was caused by acts within the control of the contractor;


              9. A documented history of significant deviation from the contract specifications, engineering standards, design or material requirements or safety regulations where such a history has first been presented to the contractor by the Port and who thereafter continue to engage in such deviations;


              10. Any other cause the Finance Department’s Director determines to be so serious and compelling as to affect responsibility as a Port contractor, including debarment by another governmental entity for any cause listed above or provided for in general law;


              11. For violation of the Chapter IX – Vendor Conduct and Responsibility set forth in the Port Procurement Policy;


              12. For violation of the Public Records provision set forth in the Port Procurement Policy; and


              13. For violation of any applicable ethics standards, including the ethical standards set forth in Chapter 112 of the Florida Statutes, or in relevant grant funding

                requirements.

            2. Process for Suspension or Debarment


        1. Notice of intent. When the Finance Department’s Director is considering imposing a suspension or debarment, he/she shall first provide a written notice setting forth the facts and circumstances supporting the proposed action, and setting a deadline by which the person or entity must submit a response. The response must, at a minimum, include detailed responses to the facts and circumstances set forth in the notice, copies of all relevant documents, and citation to any legal authorities or other cases the person or entity wants to have considered by the Finance Department’s Director. Failure to timely file a response shall result in the Finance Department’s Director‘s notice of intent to become final on the date of the deadline (or any extension thereof) set forth in the notice.


        2. Opportunity to be heard. In addition to the opportunity to submit a written response, if, after receipt of the response, the Finance Department’s Director determines that it would be helpful for a meeting on the matter, or if a meeting is requested by the person or entity under consideration for suspension or debarment, then the Purchasing Official shall conduct a meeting to listen to any presentation the person or entity wishes to make. No meeting request may be made by a person or entity under consideration for suspension or debarment unless a timely written response as provided for in subdivision (a) above has first been filed.


        3. Final determination. After considering the written response, and any presentation made during a subsequent meeting, the Finance Department’s Director shall make a written decision to either withdraw the notice of intent, or to debar or suspend the person or entity. The final decision shall state the factual and legal reasons for the action taken and the term of the suspension or debarment.


        4. Review of suspension or debarment. Final notices of suspension or debarment shall be final and binding unless the debarred or suspended person or entity, within ten (10) calendar days of the decision, files with the office of Finance Department’s Director a written notice to the Port Authority requesting review. The written notice shall be printed or typewritten and contain:


          1. The name and address of the person or firm filing the appeal;

          2. A statement of how and when the final decision was received;

          3. A statement of all issues of disputed material fact, and if there are none, a statement so indicating;

          4. A concise statement of the ultimate facts alleged;

          5. A statement of the applicable law, rule, statute, or other authority upon which the appeal is based and which entitle the appellant to relief;

          6. A specific demand for relief; and

          7. Any other information material to the appeal.

        5. Upon receipt of a timely appeal, the Port Authority may, in its discretion, request a written response from the Executive Director, or schedule the matter for Port Authority discussion. In any review of a final determination, the review shall be limited to determining whether there was factual support for the decision taken, that the decision does not violate any statute or ordinance, and that all required notices and process have been provided. Neither side may present any new evidence, issue or legal argument not previously presented.


        6. Reinstatement. After suspension or debarment, a person or entity may not contract with the Port until reinstated by the Purchasing. To request reinstatement, the person or entity must submit to the office of Finance Department’s Director a written request, which shall at a minimum include all relevant facts and documentation which the person or entity contends supports the early termination of the suspension or debarment. Relevant factors include, but are not limited to, conditions causing the suspension or debarment have been rectified, demonstrated rehabilitation, a change in ownership or control to innocent parties, restitution payments, subsequent court rulings, changes in the law, or where, in the judgment of the Executive Director, or designee, the Port’s interests would be adequately protected, and the person or entity to be reinstated is not likely to engage in similar conduct again. The Finance Department’s Director may also grant limited reinstatement to respond to emergency contracting needs. As a condition of reinstatement, the Finance Department’s Director may limit the nature and scope of contractual undertakings that must be satisfactorily completed before seeking additional contracts from the Port. The reinstatement determination must be in writing, inform the person or entity of any conditions of reinstatement, and inform of any rights to administrative or judicial review and be sent via certified mail to the suspended, debarred, or reinstated person or entity.


        (f) Copies of all suspension, debarment and reinstatement decisions shall be maintained by the Finance Department’s Director’s office. The Finance Department’s Director is authorized to develop supplemental administrative procedures and forms not inconsistent with this policy to facilitate implementation thereof.

    6. COMPLIANCE WITH THE PROCUREMENT POLICY


By providing any good or service to the Port, the vendor/contractor agrees to comply with the provisions of this procurement policy. Failure of a vendor/contractor to comply with the terms of this procurement policy may be deemed as a default or breach of contract and provide cause for termination of the contract.

CHAPTER X - DONATIONS AND SURPLUS GOODS


    1. DONATIONS


      Nothing herein contained shall prohibit or prevent the Executive Director from accepting donations, gifts or grants of construction, goods, professional services or services directly to the Port Authority, where, in the judgment and discretion of the Executive Director, there are no improper conditions or restraints imposed or suggested in connection with any such donation, gift or grant.


    2. SURPLUS GOODS


      The Port Authority shall classify as surplus, any of its goods which serve no useful function, or the continued use of which is uneconomical or inefficient, or which are obsolete. The Executive Director is authorized and empowered to negotiate, prepare, promote, propose and execute on behalf of the Port Authority bills of sale, certificates of title and other documents for the alienation, disposal or transfer of the ownership of surplus goods.


      In accordance with Chapter 274 of the Florida Statutes, the Port may classify any of its tangible property as surplus, if that property is obsolete, the continued use is uneconomical or inefficient, or it serves no useful function. If the surplus goods are included on the Port Authority Asset Listing, the method of disposal shall first be specifically authorized by the Port Authority. If the value of the surplus goods is less than $50,000.00, said surplus goods may be disposed of in the following manner:


      1. Sell to the public by auction or sealed bids.

      2. Offer to governmental entities or non-profit entities by sealed bids.

      3. Trade-in on the procurement of goods.

      4. Strip all useable parts and sell the remainder as scrap.


        If the value of the surplus goods is less than $5,000.00, the surplus may be disposed of in the most efficient and cost effective means, including any of the above listed methods of disposal, being placed in trash container, or make E-scrap arrangements for disposal. If the surplus good is without commercial value, then in addition to the above methods of disposal, it may also be donated or destroyed. A report shall be maintained of all goods declared surplus and the manner in which the surplus goods were disposed of by the Executive Director or his designee.


    3. PUBLIC AUCTIONS


Goods may be procured and obtained for the Port Authority, or disposed of and sold by the Port Authority at public auctions conducted or operated by public or private entities under the following conditions:


  1. A written estimate of the average retail price or value of the particular goods to be procured or disposed of shall be made prior to the conduct of any such auction.

  2. The Executive Director or the designee or nominee of the Executive Director is authorized and empowered to participate in any such auction and submit bids for the procurement of any such goods as long as the bid or bids submitted do not exceed the written estimate of the average retail price or value of the particular goods.


  3. The Executive Director or the designee or nominee of the Executive Director is authorized and empowered to cause Port Authority owned goods to be consigned to or placed with the auctioneer upon the condition that the particular goods shall not be disposed of or sold at any such auction for an amount less than the above mentioned written estimate of the present value to the Port Authority of the particular goods.


CHAPTER XI-PURCHASING METHODS


    1. PURCHASING MECHANISMS


      Below is a series of mechanisms for paying for a purchase. These are methods of payment and not methods of procurement.

      1. Petty Cash

        The purpose of the petty cash is to provide a means of handling cash expenditures of a minor nature. Only the person designated the custodian or the alternate custodian should be permitted access to the fund. The fund must be kept in a separate cash box that can be locked up in a safe or other secure place.

        Any money given out of the fund to an employee for purchase will be supported by a signed memorandum so that the full amount of the fund is reflected at all times. Unexpended funds and receipts should be returned to the custodian as soon as possible and a petty cash voucher prepared.


        1. Limitations on Petty Cash


          The following are limitations or restrictions on petty cash:


          1. With the exception of freight or parcel post charges, expenditures are limited to $100.00. Certain departments that receive written permission from the designated finance personnel, because of the nature of their operation, may exceed the limits established for the petty cash fund to accept delivery and pay for food, beverages, etc.

          2. Purchases of more than $100.00 but less than $500.00 will be submitted for payment using a Direct Voucher (DV).

          3. Checks are not to be cashed from the fund.

          4. The only travel expenses that can be reimbursed through Petty Cash are for toll charges, parking fees up to $15 and gas purchases that occur when an employee is using a Port vehicle.

          5. I.O.U.'s by employees or the custodian will not be authorized.

          6. Expenditures will not be reimbursed for stocked stores inventory items of the Port.

        2. Petty Cash Procedure

          1. To establish the fund, the Director of the department submits a Manatee County Certificate and Receipt of Imprest Funds form to the Finance Director of the Clerk’s Office to establish and authorize the amount of the fund. The form designates who will be the custodian of the fund.

            1. Once established, the Certificate and Receipt of Imprest Funds will remain valid until changes are made in amount of the fund, purpose of fund, location of fund or custodian. Changes in these areas will necessitate the execution of another form.

            2. Finance retains the original and the custodian keeps the copy on file with other petty cash documents.

          2. A Petty Cash Voucher will be prepared for each disbursement of funds at the time of expenditure. All vouchers must be signed by the person receiving the cash and an object code assigned by class of expenditure. The person receiving the merchandise or service will sign the receipt of invoice as evidence that the merchandise or service was received. The signed receipt or invoice will be attached to the voucher.

            1. Vouchers with receipts attached plus cash on hand must equal the total amount of the fund at all times.

          3. When the custodian decides to replenish the fund, all vouchers by object code are totaled and entered on an audit slip.

            1. All pertinent information on the audit slip will be filled in and the Petty Cash vouchers with receipts will be attached to the audit slip.

            2. The custodian will insure the fund reconciles at this point. A copy of the audit slip serves to reconcile the fund until the replenishment check is cashed.

            3. The Finance Department’s Director or designee approves the audit slip.


            4. The audit slip with attached documents will be submitted to the Clerk of the Circuit Court Finance Department for funds replenishing.

            5. The Clerk of the Circuit Court Finance Department will recheck the accuracy and validity of the voucher's account number and object codes of the vouchers prior to processing for payment.

              f). When the check is ready to be picked up at the Clerk of the Circuit Court Finance Department, the custodian will make arrangements for the courier to pick up the check.

              1. The custodian cashes the check and replenishes the petty cash fund, removing

                all documents that pertained to this replenishment in order to prevent confusion in reconciling later vouchers.

              2. All funds will be reconciled annually as of the last day of the fiscal year.


      2. Purchasing Card

        The Manatee County Port Authority PCard Program is designed to improve efficiency in processing low dollar purchases from any vendor that accepts a credit card, thereby reducing paperwork involved in issuance of purchase orders.

        The Purchasing Card Policy is developed for establishment of uniform policy and procedures relating to:

        1. Ensuring that Purchasing Card purchases are in accordance with the Port’s Purchasing Policies and Procedures.

        2. Eliminating the use of Field Purchase Orders (FPOs).

        3. Ensuring that the Port and the Clerk of the Circuit Court bear no legal liability from inappropriate use of Purchasing Cards.

        4. Providing for disciplinary action if the Purchasing Cards are misused.

        5. Providing for the payment of authorized declared emergency expenditures using Emergency Purchasing Cards.


        The Purchasing Card may be used for other procurements when deemed in the best interest of the Port. The Purchasing Card Program will allow the Cardholder to purchase approved commodities and services directly from vendors. Each Purchasing Card is issued to a named individual, and Manatee County Port Authority is clearly shown on the Card as the governmental buyer of commodities and services. Departmental Purchasing Cards can be made available in special circumstances approved by a Director.

        Each Cardholder is responsible for following the Purchasing Card Procedures issued by the Finance Department, including limitations on purchase types and amounts and reporting requirements. Directors are responsible for ensuring that all employees in their Department comply with the Purchasing Card Procedures. The Finance Department will monitor the performance of the program. The Purchasing Card Administrator will have the authority to revoke misused Purchasing Cards.

        Purchases using Purchasing Cards (“P-Cards”) must be made in accordance with this Procurement Policy and the Purchasing Card Policies and Procedures Manual. P-Cards are a payment mechanism not a procurement mechanism. An employee that has a frequent and recurring need to purchase supplies and services not to exceed $1,000 per day from a single vendor without incurring prior specific approval may use P-Cards. The Port currently has P-Cards in the form of Home Depot, Staples, Publix, Bank of America, Sears, Office Depot, ProMarine, Lowes, Exxon, and Chevron credit cards. Open accounts with local vendors for miscellaneous supplies purchased in small quantities such as small tools, fasteners, auto parts, and food supplies are also considered P-Card purchases.

        The department utilizing the P-Card is responsible for providing invoices, receipts, or other acceptable documentation signed by the appropriate Department Director or their designee to the Finance Department. All invoices or receipts shall be coded with the location or equipment code (unless general restock items) and account number to be charged.

        The P-Card may be used to pay for larger purchases, when it is in the best interest of the Port. In these circumstances, other procurement procedures apply. The use of a P-Card must not circumvent this Procurement Policy. Personal use of any Port credit card, P-Card, or Petty Cash is strictly prohibited.

      3. Purchase Requisition

        A Purchase Requisition is required for the purchase of all items over $2,500, not of an emergency nature, and not covered under Petty Cash, P-Card. The Purchase Requisition serves to inform the Purchasing Department of the needs of a specific user and to define correctly the material or service requested. The Purchase Requisition is not an order, but merely the request for the Purchasing Department to procure the item(s) or service(s) in accordance with established Port purchasing policies and procedures.

        A Purchase Requisition will originate from the user and proceed to the Purchasing Department after receiving appropriate approvals.

        The Department Director is responsible for insuring that sufficient funds and budget authority for are available. The Finance Department’s Director or designee must approve all requests for over- rides of a department budget.

        The requesting department should anticipate their requirements and submit a Purchase Requisition allowing ample time for Purchasing to complete action to secure the items needed at the time required. Rush or emergency orders will be authorized on a case-by-case basis to avoid additional costs affiliated with expediting delivery.

        Purchasing staff will review each Purchase Requisition for accuracy and compliance with the established Procurement Policy. The Purchasing Official, if deemed necessary, may correct a Purchase Requisition. If information is incomplete, the Purchase Requisition will be sent back to the requestor for more information. Once a Purchase Requisition is complete, it will be converted into a Purchase Order.

        Other items to remember when submitting a Purchase Requisition:

        1. Freight costs must be included in the quotation. The standard terms and conditions of the Port Purchase Order form includes the requirement that shipments are “Free on Board (F.O.B.) destination,” meaning the seller bears all risk until the goods are delivered to the Port’s specified destination. During discussions with vendors, the cost of any required freight must be obtained so that it can be included in the price. It is the Port’s goal not to pay freight charges if possible. If the vendor will not include freight as a component of the item cost, then the initiating department must include freight as a separate line item on the Purchase Requisition.

        2. All Purchase Requisitions requesting a Sole Source or otherwise non-competitive procurement must have written justification submitted to the Purchasing Official.

        3. New Vendors: All requisitions for a vendor not currently on the Port’s vendor list must state “New Vendor” on the Purchase Requisition. A completed, signed W-9 must be

        included with the Purchase Requisition. The name, address, city, state, zip code, phone number, fax number, and e-mail address, as well as a contact name of the “New Vendor” must be included on the Purchase Requisition

      4. Purchase Order, Direct Voucher, Audit slip

        1. Purchase Order

          A Purchase Order is a legal document authorizing the purchase of and subsequent payment for materials, supplies, equipment, construction, repairs and services, etc. Purchase Orders will be issued by the Purchasing Official after all required authorizations and requirements within this Procurement Policy have been met. A Purchase Order is prepared from an approved Purchase Requisition or Port Authority authorized expenditure and must be written so that it is concise and clear. This will prevent any unnecessary misunderstandings and correspondence with vendors. Each Purchase Order must contain standard terminology defining requirements for the vendor to follow and contain the approved Purchase Order Terms and Conditions.

          Purchase Orders may be revised to correct errors, omissions, or discrepancies; cover acceptable overruns and freight costs; and incorporate requirements to expend or reduce the scope of goods or services ordered. If a Department desires to change or cancel a Purchase Order after it has been encumbered, the Department must notify the Purchasing Official in writing with a brief explanation of the change. Freight, shipping & handling charges, and back-order related changes do not require an explanation.

          Revisions that decrease the Purchase Order total do not require approval. Department Director approval is required if the amount of the change requested is greater than $100. Executive Director approval is required if the original Purchase Order was for more than

          $2,500.00 or if the change will make the total Purchase Order greater than $2,500.00. If the original Purchase Order was awarded by Port Authority action or if the proposed changes to a Purchase Order will cause the total value to exceed $200,000.00, then any revision must go to the Port Authority for approval.

        2. Direct Voucher

          A Direct Voucher is used for costs or services less than $2,500.

        3. Audit slips Direct Purchases

          Most Port purchases originate with a Purchase Requisition and are authorized by a Purchase Order. However, there are certain circumstances where this process is unnecessarily cumbersome. In these situations, the Port processes the direct purchases on an Audit slip or are setup via autopay with the Finance Department of the Clerk of the Court.

          A list of approved Direct Purchases is below:

          1. Utilities (electric, water, gas, telecommunications, etc.)

          2. Legal Services, including Court Reporters

          3. General Liability, Property, Workers’ Compensation and Flood Insurance Premiums

          4. Goods, Services, or Donations provided with Non-Port Funds (Developer Deposits, Repayment of Maintenance Bonds, Scholarships, Pass-through Donation, etc.)

          5. Customer Refunds

          6. Debt Service Payments

          7. Unemployment Compensation

          8. Tax Withholding Payments

          9. Employee Garnishments

          10. Sales Tax Payments

          11. Land Purchases

          12. Memberships, Subscriptions, and Publications

          13. Professional Dues and Licenses

          14. Seminar and Travel Expenses

          15. Per Diem and Mileage Reimbursement

          16. Employee Tuition Reimbursement

          17. Petty Cash Reimbursement

          18. Workers Compensation Claims

          19. Investments

          20. Postage

          21. Recording Fees

          22. Automobile License Plates

          23. Advertisements

          24. Licenses and Permits

          25. Credit Card Merchant Service Fees and Bank Fees

          26. Credit Card Remittances

        aa) Other items as approved by the Finance Department’s Director


    2. SALES TAX EXEMPTION

      The Port is exempt from paying Florida State Sales Tax. All employees who purchase goods or services on behalf of the Port shall supply each vendor with a copy of the Port’s sales tax exemption certificate or number to avoid being assessed state sales taxes. Employees will not be reimbursed for the payment of state sales tax, except for travel outside the State of Florida and meals while traveling under Class “C” travel, where per diem is not issued.

      The Sales Tax Exemption privilege is for the purchase of goods exclusively for use of the Port. Port employees are expressly prohibited from purchasing goods or supplies for personal use using the Port’s tax exemption certificate or number.


    3. SHORT-TERM LEASES


The Executive Director may negotiate and enter into a lease of Port real property so long as that lease is for no longer than 1 year. All leases for more than 1 year must come before the Port Authority for approval.


CHAPTER XII-FINANCIAL POLICIES


    1. REFUNDS


      Any refund of a revenue item over $50,000.00 requires Port Authority approval. Refunds of deposits held by the Port may be disbursed without Port Authority approval. Regardless of the amount of the bid bond, bid bonds may be refunded without seeking Port Authority approval so long as the Executive Director or designee approves the refund.

    2. BUDGET IMPLEMENTATION


      1. Authority and Accountability

        The Executive Director is responsible for managing all financial resources budgeted under the Port Authority. Keeping within overall budget limits as adopted or amended, the Executive Director has the authority, subject to controls set forth herein, to adjust allocations of resources to accomplish the goals and objectives of the Port Authority. The Executive Director or designee will establish criteria to use in evaluating financial management performance of department managers.


      2. Budget Implementation

        The Executive Director or designee will set forth procedures and guidelines to be followed by departments in developing budget requests. Department budget requests will be reviewed, analyzed and aggregated into budget recommendations that will reflect the objectives and policies of the Port Authority. The proposed budget will be presented to the Port Authority and adopted in accordance with Florida Law.

        Budget recommendations will include Reserves as deemed appropriate by the Executive Director. In addition to Reserves for Contingency, other Reserves may be budgeted for items including but not limited to: Reserve for Cash Balance which will include monies intended to be used for cash flow purposes and should, in aggregate, be adequate to ensure availability of operating cash prior to receipt of budgeted revenue; Prior Year Appropriation, for encumbrances and items budgeted and/or requisitioned in the previous year but not delivered or invoiced in the previous year; Reserve for Salary Adjustment, which will be budgeted in each fund to pay for planned merit increases,

        wage adjustments and unrealized attrition, and distributed to operating cost centers only if needed; Reserve for Capital Outlay, which may include funds set aside for capital equipment and/or capital improvements. Reserves for Contingency may include funds for specific items or activities that are not intended for purchase unless specific authorization from the Port Authority is given during the fiscal year.

        Budgets will be established and expended to reflect as accurately as possible all costs related to activities of each program or cost center. To accomplish this, salaries will be allocated between appropriate cost centers when necessary. An attrition factor, based on experience, may be applied to departmental salary budget allocations.

      3. Budget Administration


With adoption of a budget, the Port Authority is approving a broad policy plan as well as the estimated funding needs at the fund and departmental level. Line items and account keys are subsets of fund and departmental budgets established for control and tracking purposes, and are not mandates to fully expend funds appropriated, nor are they unchangeable limits.

Budget control will be exercised at the account key level. Budget line items may show negative balances, but total budgets for account keys may not be exceeded. Budget performance will be evaluated based on budget and actual amounts as of the end of the fiscal year.

The following Competitive Threshold Category Three items, if they have been approved in the annual budget, do not require additional Port Authority approval for the payments made within the budgeted amount: Utilities, postage, employee tax withholding, pension benefits, items covered by approved insurance policies, debt service payments, investments purchased in accordance with the Port’s Investment Policy, legal services in accordance with an approved Contract, and fees payable to other governmental agencies as may be required by law, and legal advertisements.


CHAPTER XIII-LEGAL REFERENCES


Section 1.01

Art. VII, §1, Fla. Constitution limits the expenditure of tax revenue to public purpose. Brown v. Winston, 197 So. 543 (Fla. 1940); 1958 Op. Att’y Gen. Fla. 085-305 (Nov. 10, 1958). Fair and equitable process. Similar to §287.001, Fla. Stat. (2020)


Section 1.03

“Best” Similar to §287.012 (4), Fla. Stat. (2020)

“Competitive Selection” Similar to §287.012 (6), Fla. Stat. (2020)

“Design-Build Firm” §287.055(2)(h), Fla. Stat. (2020) “Design-Build Contract” §287.055(2)(i), Fla. Stat. (2020) “Design Criteria Package” §287.055(2)(j), Fla. Stat. (2020)

“Design Criteria Professional” §287.055(2)(k), Fla. Stat. (2020)

“Electronic posting or electronic post” Similar to §287.012 (10), Fla. Stat. (2020) “Invitation to Bid” Similar to §287.012 (16), Fla. Stat. (2020)

“Invitation to Negotiate” Similar to §287.012 (17), Fla. Stat. (2020) “Request for Information” Similar to §287.012 (22), Fla. Stat. (2020) “Request for Proposal” §287.012 (23), Fla. Stat. (2020)

“Request for Quote” Similar to §287.012 (24), Fla. Stat. (2020) “Responsible vendor or bidder” Similar to §287.012 (25), Fla. Stat. (2020) “Responsive bid” Similar to §287.012 (26), Fla. Stat. (2020)

“Responsive vendor or bidder” Similar to §287.012 (27), Fla. Stat. (2020)

“Sole source” Accela, Inc. v. Sarasota County, 993 So. 2d 1035, 1041 (Fla. 2d DCA 2008) (Similar provisions in Sarasota County code were reviewed in this case).


Section 1.05

Continuing Contract §287.055(2)(g), Fla. Stat. (2020)


Section 1.07

Public Records – Chapter 119, Fla. Stat. (2020);

Similar to §287.058(1)(c), Fla. Stat. (2020), §119.0701, Fla. Stat. (2020)


Section 2.0

Auditor Selection §218.391, Fla. Stat. (2020)

Local Government Investment Policies §218.415, Fla. Stat. (2020) Public Construction/Works §255.20, Fla. Stat. (2020)

Consultants’ Competitive Negotiation Act §287.055, Fla. Stat. (2020)


Section 2.02

Performance and Payment Bond - §255.05, Fla. Stat. (2020); §287.0935, Fla. Stat. (2020);

Public Records Exemption - §119.071) (1)(b)(2), Fla. Stat. (2020), provides that sealed bids/proposals are not subject to the public records production until such time as the District provides notice of a decision or intended decision or until 30 days after opening the bids, proposals or final replies. The 30-day period does not include the date of the notice or opening.

Reject all bids - Webster v. Belote, 138 So. 721 (Fla. 1931); Department of Transportation v. Grove-Watkins Constructors, 530 So. 2d 912 (Fla. 1988) (FDOT is empowered to reject any and all bids in the absence of fraud, collusion, bad faith or arbitrary action); Couch Construction Co. v. Department of Transportation, 361 So. 2d 172 (Fla. 1st DCA 1978)(FDOT has wide discretion to reject all bids and to call for new bids for public contracts, but in making such a determination, FDOT cannot act arbitrarily). “Even if the public entity makes an erroneous decision about which reasonable people may disagree, the discretion of the public entity to solicit, accept and or reject contract bids should not be interfered with by the courts, absent a showing of dishonesty, illegality, fraud, oppression or misconduct.” Paul Jacquin & Sons, Inc. v. City of Port St. Lucie, 69 So. 3d 306, 308 (Fla.

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4th DCA 2011), reh'g denied (Oct. 6, 2011); City of Cape Coral v. Water Services of Am., Inc., 567 So. 2d 510, 512 (Fla. 2d DCA 1990 (i.e., because Bidder relied on the representations of the City, namely that a bid would not be rejected because the contractor was not licensed, the court ruled the bidder gets its preparation costs.) Gulf Real Properties, Inc. v. Dep't of Health & Rehabilitative Services, 687 So. 2d 1336, 1337 (Fla. 1st DCA 1997) (after a protest is filed, an entity may reject all bids).

Incomplete packages or minor abnormalities - Whether material or immaterial turns on whether providing the bidder the waiver would give that Bidder a substantial advantage over other bidders. Tropabest Foods, Inc. v. State Department of General Services, 493 So. 2d 50 (Fla. 1st DCA 1986).

Drug Free Workplace - §287.087, Fla. Stat. (2020)

Similar to: Protest §120.057(3), Fla. Stat. (2020); §287.042(2)(c), Fla. Stat. (2020); Factors to consider - §287.055, Fla. Stat. (2020)

Similar to: §287.057(1)(c), Fla. Stat. (2020)


Section 3.01

Auditor Selection §218.391, Fla. Stat. (2020)


Section 3.02

Local Government Investment Policies §218.415, Fla. Stat. (2020)


Section 3.03

Public Construction/Works §255.20, Fla. Stat. (2020); §255.0525, Florida Statutes (2020)


Section 3.04

Consultants’ Competitive Negotiation Act §287.055, Fla. Stat. (2020)


Section 4.01

Similar to: §287.057(3)(e), Fla. Stat. (2020); Similar to Sole Source - §255.04, Fla. Stat. (2020) Piggy- backing §189.053, Fla. Stat. (2020).


Section 6.0

Public Entity Crime §287.133, Fla. Stat. (2020) Scrutinized Companies §287.135, Fla. Stat. (2020)


Section 7.0


Tax Saving Program – Chapter 212, Fla. Stat. (2020); §212.08 (6), Fla. Stat. (2020)


Section 8.0

Public Private Partnerships §287.05712, Fla. Stat. (2020)


Section 9.0

Ethics §112.313, Fla. Stat. (2020)


Section 10.0

Surplus Goods – Chapter 274, Fla. Stat. (2020);


May 20, 2021


SUPPLEMENTAL

AGENDA ITEM 5.: MASK UPDATE BACKGROUND:

In coordination with Manatee County Commissioner’s vote to remove all COVID 19 related restrictions in County buildings including removing the ability to test temperatures and the requirement for masks, request is for the Port Authority to approve the same policy for all Port buildings. The Port will provide masks for any employee or visitor who request them.


ATTACHMENT:


N/A


COST AND FUNDING SOURCE:


Cost of providing masks


CONSEQUENCES IF DEFERRED:


N/A


LEGAL COUNSEL REVIEW: Yes


RECOMMENDATION:


Move to approve removing all COVID 19 related restrictions in Port buildings including the ability to test temperatures and the requirement for masks.