Okaloosa County BOCC — November 18, 2014

Agenda Okaloosa County Board of Commissioners Tuesday, November 18, 2014– 8:30 AM Water & Sewer Administration Building I. Swearing-In Ceremony for Commissioner Carolyn Ketchel and Commissioner Trey Goodwin II. Employee Awards 1. Award Presentation: Beach Safety / Public Safety USLA Beach Safety Challenge – Pg. 5 III. County Administrator's Update IV. Commissioner's Minute V. Public Comments Related to Current Agenda VI. Public Hearing 1. Public Hearing to vacate a portion of 2nd Ave Port Dixie – Pg. 7 VII. Consent Agenda 1. [BCC] Request the Board of County Commissioners (BCC) appoint a new private practice attorney to the Law Library Board of Trustees – Pg. 16 2. [CAO] Approval of Budget Resolutions & Transfers – Pg. 22 3. [CAO] Request approval of a Resolution submitted by Surety Land Title of Florida, LLC for an Okaloosa Island Leasehold Conversion – Pg. 31 4. [CAO] Per Florida Statute 136.06, a link to warrants is provided for Board information and review – Pg. 34 5. [CAO] Request Board approval of lease agreement with the Medical Examiner's Office for use of existing space in Okaloosa County. – Pg. 36 6. [FM] Request BCC approval to pay Systems Specialist's for services rendered at the Water & Sewer building. Dist. 3 – Pg. 46 7. [IS] Request approval of, and authorize the Chairman to execute, Task Order 2 in the amount of $100,000.00 with PC Specialists, Inc. DBA Technology Integration Group (TIG) Contract #C14-2206-IS. – Pg. 52 Revised: 11/13/2014 2:03 PM Page 1 of 4 Regular Meeting (South) Agenda November 18, 2014 8. [LIB] Request approval of 2015 Library Cooperative Interlocal Agreement – Pg. 56 9. [Non-BCC] Request approval of Sheriff Law Enforcement Trust Fund disbursement for Okaloosa Walton Domestic Violence Coordinating Council. – Pg. 76 10. [PS] Request approval of and authorize the Chairman to execute the FY 2014-2015 EMS County Grant application in the amount of $25,824.00 for enhancement of emergency services and related equipment. – Pg. 82 11. [PS] Request approval and authorize the Chairman to execute the revised 2014-2015 Agreement with the State of Florida, Division of Emergency Management, to update Hazards Analysis data. – Pg. 88 12. [PS] Request approval for direct payment of the September 2014 Airgas invoice in the amount of $2,700.31. – Pg. 125 13. [PUR] Seeking authorization for the Chairman to sign contract for Tanglewood/Overbrook Stormwater Improvements Grant (PW 71-14). – Pg. 162 14. [PUR] Seeking Authorization for the Chairman to Award Contract for East County Re-Pump Project Pre-Engineered Metal Building (WS 82-14). – Pg. 167 15. [PUR] Seeking Authorization for the Chairman to Sign Contract with Penn Credit Debt Collection (RFP 63-14) – Pg. 171 16. [PUR] Seeking Approval to Award Fuel Bid to Mansfield Oil Company. (FLT 03-15) – Pg. 189 17. [PUR] Seeking Approval of Selectron Technologies, Inc. Contract. – Pg. 192 18. [PUR] Seeking Approval of Contract Amendment No. 2 with Sirsi Corporation. – Pg. 200 19. [PW] Request approval of a Project Agreement with the City of Valparaiso for appropriation of 2015 Florida Boating Improvement Program Fund. – Pg. 207 20. [PW] Request approval of a Project Agreement with the Town of Cinco Bayou for appropriation of 2015 Florida Boating Improvement Program funds. – Pg. 216 21. [PW] Request the granting of an amended underground distribution easement to Gulf Power for the electrical supply to Wild Willy's Adventure Zone on Okaloosa Island – Pg. 224 22. [PW] Request approval of and authorize the Chairman to execute a contract renewal with the Florida Department of Corrections for the use of inmate labor for the Parks Department. District: All. – Pg. 230 VIII. Department Business Okaloosa County Board of Commissioners Page 2 Printed 11/13/2014 Regular Meeting (South) Agenda November 18, 2014 A. Zan Fedorak/Purchasing 1. Seeking authorization for a Request for Qualifications (RFQ) for Federal Lobbying Services. (CAO 09-15) – Pg. 244 B. Ed Schroeder/Tourist Development 1. Request Approval of the Florida Fish and Wildlife Conservation Commission (FWC) Fiscal Year (FY) 2014-2015 Artificial Reef Building Grant Agreement 13243. – Pg. 245 2. Request Approval to Initiate Bidding Process for Artificial Reef Construction – Pg. 291 C. Dino Villani/Public Safety 1. Request approval of the Interlocal Agreement with Okaloosa Island Fire District to provide fire protection services to County-owned properties within the Okaloosa Island Service Area. – Pg. 292 2. Request approval to enter into service agreement with Harris Corporation for a 2-year period for the Maestro C3 Dispatch Radio Consoles – Pg. 300 3. Request approval of and authorize the Chairman to execute the contract renewal for Software Support with TriTech Software Systems for Computer Aided Dispatch (CAD) – Pg. 314 D. Jason Autrey/Public Works 1. Request approval to reopen contract C12-2004-PW and authorize final payment to the Town of Cinco Bayou through Florida Boating Improvement Program Fund. – Pg. 316 2. Approve and accept maps of county maintained roads for recording – Pg. 375 3. Request appointment of Commissioners that will Represent Okaloosa County as members of the Okaloosa-Walton Transportation Planning Organization – Pg. 376 IX. Old Business 1. Staff Update on Risk Assessment – Pg. 377 X. New Business Okaloosa County Board of Commissioners Page 3 Printed 11/13/2014 Regular Meeting (South) Agenda November 18, 2014 1. Request Board discussion and approval of appointment(s) to the Gulf Consortium. – Pg. 381 2. Request consideration and staff direction concerning state legislative issues for FY 2015. District: All. – Pg. 382 XI. Public Comments Okaloosa County adheres to the Americans with Disabilities Act and will make reasonable accommodations for access to this meeting upon request. Please call the County Administrator’s Office at (850) 651-7515 to make a request. For Hearing Impaired, Dial 1-800-955-8771 (TDD), and 1-800-955-8770 (Voice). Requests must be received at least 48 hours in advance of the meeting in order for Okaloosa County to provide the requested service. Okaloosa County Board of Commissioners Page 4 Printed 11/13/2014  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: November 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Kathy Newby, Public Information Officer SUBJECT: Beach Safety Award Presentation Okaloosa County Beach Safety was awarded the United States Lifesaving Association (USLA) Beach Safety Challenge Award in October. The USLA program promotes beach safety education among communities across the U.S. All agencies are presented the challenge and Okaloosa County was recognized this year. Okaloosa County Beach Safety Program is like no other program in the nation and has proven successful with children. All Okaloosa County elementary schools had a visit by Buddy the Dolphin, who teaches children how to be safe at the beach. His name is "Buddy," reminding kids to swim with a buddy. Packet Pg. 5 Packet Pg. 6  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: November 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Jason Autrey SUBJECT: Vacate a portion of 2nd Ave in Port Dixie DEPARTMENT: Public Works BCC DISTRICT: 2 STATEMENT OF ISSUE: Steven R. Bennett (on his behalf as well as that of others) is petitioning the Board of County Commissioners to vacate a portion of 2nd Avenue right-of-way within the Port Dixie Subdivision in the Shalimar area. BACKGROUND: Steven R. Bennett is petitioning the Board of County Commissioners to vacate a portion of 2nd Avenue adjacent to their property. The vacation request is for the North 20 feet of 2nd Avenue right-of-way lying adjacent to Lots 1 through 14 inclusive, Block 21, Townsite of Port Dixie. The requested area for vacation along 2nd Avenue is 20' x 420'. The request includes the South 20 feet of 2nd Avenue right-of-way lying adjacent to the West 20 feet of Lot 24, Block 2, Townsite of Port Dixie, according to the plat thereof as recorded in Plat Book 1, Page 64 of the public records of Okaloosa County, Florida. If approved it is recommended that all normal stipulations of vacated rights-of-way remain in place. OPTIONS: Approve/Disapprove the petitioner's request to vacate said right-of-way. RECOMMENDATIONS: Approve the right-of-way vacation for a portion of 2nd Avenue as requested by Steven Bennett. RECOMMENDED BY: APPROVED BY: John Hofstad, Interim County Administrator Packet Pg. 7 Packet Pg. 8 Packet Pg. 9 Packet Pg. 10 Packet Pg. 11  20’ x 20’ lying That portion of 2nd Ave requested to adjacent to the be vacated. 20’ x 420 ‘ all lying West 20’ of Lot 24, south of and adjacent to Block 21 Block 2. Packet Pg. 12  RESOLUTION NO. 14 - ________ WHEREAS, Steven Bennett, Cathy Halprins, Frederick Forte and Bennett Farm & Land Investment, LTD petitioned the Board of County Commissioners of Okaloosa County, Florida, to vacate a portion of 2nd Avenue in the Townsite of Port Dixie located in Shalimar, Florida, particularly described as follows. The North 20 feet of Second Avenue lying South of and adjacent to Lots 1 through 14, inclusive, Block 21, Townsite of Port Dixie according to plat recorded in Plat Book 1, Page 64, 65, and 66. Also The South 20 feet of Second Avenue lying North of and adjacent to the East 20 feet of Lot 24, Block 2, Townsite of Port Dixie according to plat recorded in Plat Book 1, Page 64, 65 and 66. and WHEREAS, the Board has considered the same and heard the proposal in detail. NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Okaloosa County, Florida, that the petition of the above named party to vacate property hereby described is hereby granted as follows: 1. THAT the property herein described is hereby vacated and combined with contiguous property and shall not be further subdivided. 2. THAT the County reserves for itself, and any and all licensed utility companies, their successors and assigns a full width utility easement in the entire portion of the right-of-way vacated hereby for the purpose of locating and maintaining public utilities and for stormwater/drainage purposes. No structures other than stormwater/drainage improvements and fencing approved by the Board of County Commissioners shall be permitted. Removal of existing fences for utility construction is permitted and will be the sole responsibility of the landowner to reinstall after completion of utility installation. 3. THAT the vacated property shall not be used to increase density or intensity of the adjoining parcel. 4. THAT no structure shall be built on the vacated property except fences, sprinkler systems or other amenities as approved by the Board of County Commissioners. DULY PASSED AND ADOPTED in the regular session this 18th day of November, 2014. BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA ____________________________________ Charles K. Windes, Jr. Chairman ATTEST: J D PEACOCK II CLERK AD INTERIM CLERK OF CIRCUIT COURT By:__________________________________ Deputy Clerk Packet Pg. 13 Packet Pg. 14 Packet Pg. 15  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: November 18, 2014 TO: Honorable Chairman and Members of the Board SUBJECT: Appointment to Law Library Board of Trustees STATEMENT OF ISSUE: Request the Board of County Commissioners (BCC) appoint a new private practice attorney with a vested interest in the Law Library to the Law Library Board of Trustees. BACKGROUND: The Okaloosa County Law Library was created in 1967 by a Special Act of the Florida Legislature (Ch. 67-1787 Laws of Florida). It is governed by a Board of Directors comprised of judges, elected officials and private practice attorneys. Per Laws of Florida, Ch. 67- 1787(1), as amended by Ch. 89-416(1): “There is created a board of trustees to be known as “Board of Trustees, Okaloosa County Law Library,” which board shall consist of five members. The membership of said board shall consist, ex officio, of the administrative judge of Okaloosa County, one member of the Board of County Commissioners of Okaloosa County to be chosen by board of county commissioners biennially, the clerk of the circuit court of said county and two practicing attorneys of said county, one attorney to be appointed by the administrative judge and one by the Board of County Commissioners of Okaloosa County. The board shall be appointed immediately and shall serve 2 years and until successors have been appointed….” ADDITIONAL INFORMATION: Commissioner Nathan Boyles currently serves as the Board's designate on the Law Library Board and has recommended attorney Ashley Rogers of the law firm of Chesser and Barr. OPTIONS: Approve or deny. RECOMMENDATIONS: Recommend BCC approval of appointing a private practice attorney to the Law Library Board of Trustees. Packet Pg. 16 Packet Pg. 17 Packet Pg. 18 Packet Pg. 19 Packet Pg. 20 Packet Pg. 21  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: November 18, 2014 TO: Honorable Chairman and Members of the Board FROM: David Skarzynski, Budget Manager SUBJECT: Budget Resolutions & Transfers Resolution amending the Fiscal Year 2015 Budget, General Fund, which did not reflect adequate appropriations from Florida Department of Transportation (FDOT) for drive sober in Destin grant, in the amount of $75,000. Resolution amending the Fiscal Year 2015 Budget, County Transportation Trust Fund, which did not reflect adequate appropriations from Florida Department of Transportation (FDOT) for state highway lighting maintenance, in the amount of $51,000. Resolution amending the Fiscal Year 2015 Budget, County Transportation Trust Fund, which did not reflect adequate appropriations from InDyne for charges for services of Eglin Air Force Base - Okaloosa County joint fiber project, in the amount of $619,768. Resolution amending the Fiscal Year 2015 Budget, Road/Bridge Construction Fund, which did not reflect adequate appropriations from Florida Department of Transportation (FDOT) for installation and construction of signage and pavement marking along CR4 grant, in the amount of $219,000. BT-15-4, General Fund in the amount of $50,000. Provide funding to the Tax Collector for site or building evaluations related to the relocation of the Tax Collector’s Niceville operations. BT-15-5, E-911 Operations Fund in the amount of $30,000. Provide funding for FY14 encumbrance carryforward. BT-15-6, County Transportation Trust Fund in the amount of $150,000. Board approved action on Old Ebenezer Road and PJ Adams at the November 4 meeting. Packet Pg. 22  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: November 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Dave Skarzynski, Budget Manager SUBJECT: Approval of Budget Resolutions & Transfers Resolution amending the Fiscal Year 2015 Budget, General Fund, which did not reflect adequate appropriations from Florida Department of Transportation (FDOT) for drive sober in Destin grant, in the amount of $75,000. Resolution amending the Fiscal Year 2015 Budget, County Transportation Trust Fund, which did not reflect adequate appropriations from Florida Department of Transportation (FDOT) for state highway lighting maintenance, in the amount of $51,000. Resolution amending the Fiscal Year 2015 Budget, County Transportation Trust Fund, which did not reflect adequate appropriations from InDyne for charges for services of Eglin Air Force Base – Okaloosa County joint fiber project, in the amount of $619,768. Resolution amending the Fiscal Year 2015 Budget, Road/Bridge Construction Fund, which did not reflect adequate appropriations from Florida Department of Transportation (FDOT) for installation and construction of signage and pavement marking along CR4 grant, in the amount of $219,000. BT-15-4, General Fund in the amount of $50,000. Provide funding to the Tax Collector for site or building evaluations related to the relocation of the Tax Collector’s Niceville operations. BT-15-5, E-911 Operations Fund in the amount of $30,000. Provide funding for FY14 encumbrance carryforward. BT-15-6, County Transportation Trust Fund in the amount of $150,000. Board approved action on Old Ebenezer Road and PJ Adams at the November 4 meeting. Packet Pg. 23  RESOLUTION NO. A RESOLUTION AMENDING THE FISCAL YEAR 2015 BUDGET GENERAL FUND WHEREAS, the Board of County Commissioners in the original budget did not reflect adequate appropriations from Florida Department of Transportation (FDOT) for drive sober in Destin grant, and WHEREAS, said additional revenue is evident, and WHEREAS, Section 129.06(2)(d), Florida Statutes provides that a County may, by resolution of the Board of County Commissioners at any time during the fiscal year, appropriate and expend funds received for a particular purpose from a source not anticipated in the original budget, and NOW, THEREFORE, BE IT RESOLVED, by the Board of County Commissioners of Okaloosa County, Florida that the budget for the General Fund be increased, additional receipts appropriated as follows: RECEIPTS DEPT-ACCOUNT AMOUNT Public Safety-Sheriff - Federal 701582R-331210 $75,000 EXPENDITURES DEPT-ACCOUNT AMOUNT Budget Transfer-Sheriff-Law Enforcement 701582-591086 $75,000 Adopted this regular session the 18th day of November 2014. BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA ____________________________________ CHARLES K. WINDES, JR., CHAIRMAN ATTEST: J. D. PEACOCK II CLERK OF CIRCUIT COURT AD INTERIM BY: ____________________________ Deputy Clerk Budget Amendment No. __________ Packet Pg. 24  RESOLUTION NO. A RESOLUTION AMENDING THE FISCAL YEAR 2015 BUDGET COUNTY TRANSPORTATION TRUST FUND WHEREAS, the Board of County Commissioners in the original budget did not reflect adequate appropriations from Florida Department of Transportation (FDOT) for state highway lighting maintenance, and WHEREAS, said additional revenue is evident, and WHEREAS, Section 129.06(2)(d), Florida Statutes provides that a County may, by resolution of the Board of County Commissioners at any time during the fiscal year, appropriate and expend funds received for a particular purpose from a source not anticipated in the original budget, and NOW, THEREFORE, BE IT RESOLVED, by the Board of County Commissioners of Okaloosa County, Florida that the budget for the County Transportation Trust Fund be increased, additional receipts appropriated as follows: RECEIPTS DEPT-ACCOUNT AMOUNT Highway Lighting 1000R-344902 $51,000 EXPENDITURES DEPT-ACCOUNT AMOUNT Repair/Maintenance – Highway Lighting 1003-546402 $51,000 Adopted this regular session the 18th day of November 2014. BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA ____________________________________ CHARLES K. WINDES, JR., CHAIRMAN ATTEST: J. D. PEACOCK II CLERK OF CIRCUIT COURT AD INTERIM BY: ____________________________ Deputy Clerk Budget Amendment No. __________ Packet Pg. 25  RESOLUTION NO. A RESOLUTION AMENDING THE FISCAL YEAR 2015 BUDGET CAPITAL OUTLAY CONSTRUCTION FUND WHEREAS, the Board of County Commissioners in the original budget did not reflect adequate appropriations from InDyne for charges for services of Eglin Air Force Base – Okaloosa County joint fiber project, and WHEREAS, said additional revenue is evident, and WHEREAS, Section 129.06(2)(d), Florida Statutes provides that a County may, by resolution of the Board of County Commissioners at any time during the fiscal year, appropriate and expend funds received for a particular purpose from a source not anticipated in the original budget, and NOW, THEREFORE, BE IT RESOLVED, by the Board of County Commissioners of Okaloosa County, Florida that the budget for the Capital Outlay Construction Fund be increased, additional receipts appropriated as follows: RECEIPTS DEPT-ACCOUNT AMOUNT Charges for Services 3100R-341910 $619,768 EXPENDITURES DEPT-ACCOUNT AMOUNT Fiber Optic Network 3110-563155 $619,768 Adopted this regular session the 18th day of November 2014. BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA ____________________________________ CHARLES K. WINDES, JR., CHAIRMAN ATTEST: J. D. PEACOCK II CLERK AD INTERIM BY: ____________________________ Deputy Clerk Budget Amendment No. __________ Packet Pg. 26  RESOLUTION NO. A RESOLUTION AMENDING THE FISCAL YEAR 2015 BUDGET ROAD/BRIDGE CONSTRUCTION FUND WHEREAS, the Board of County Commissioners in the original budget did not reflect adequate appropriations from Florida Department of Transportation (FDOT) for installation and construction of signage and pavement marking along CR4 grant, and WHEREAS, said additional revenue is evident, and WHEREAS, Section 129.06(2)(d), Florida Statutes provides that a County may, by resolution of the Board of County Commissioners at any time during the fiscal year, appropriate and expend funds received for a particular purpose from a source not anticipated in the original budget, and NOW, THEREFORE, BE IT RESOLVED, by the Board of County Commissioners of Okaloosa County, Florida that the budget for the Road/Bridge Construction Fund be increased, additional receipts appropriated as follows: RECEIPTS DEPT-ACCOUNT AMOUNT Other Transportation – Federal 731542R-331490 $219,000 EXPENDITURES DEPT-ACCOUNT AMOUNT Improvements Other 731542-563490 $219,000 Adopted this regular session the 18th day of November 2014. BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA ____________________________________ CHARLES K. WINDES, JR., CHAIRMAN ATTEST: J. D. PEACOCK II CLERK AD INTERIM BY: ____________________________ Deputy Clerk Budget Amendment No. __________ Packet Pg. 27 Packet Pg. 28 Packet Pg. 29 Packet Pg. 30  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: November 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Surety Land Title, LLC SUBJECT: Okaloosa Island Leasehold Conversion Request Documents submitted by Surety Land Title of Florida, LLC for an Okaloosa Island Leasehold Conversion are attached. Packet Pg. 31 Surety Land Title of Florida, LLC 4100 S Ferdon Blvd - B3, Crestview, FL 32536 850-423-4613 office 850-423-0542 fax November 18, 2014 John Hofstad Interim County Administrator Okaloosa County, Florida Re: Leasehold/Fee Simple Conversions Surety Land Title of Florida, LLC hereby presents for the Board’s consideration at the November 18, 2014 meeting of the County Commissioners Resolutions directing Surety Land Title of Florida to prepare Quitclaim Deeds for the accepted bidders of particular properties referenced therein. Once approved, Quitclaim Deeds for the accepted bidders for the particular properties will be sent to the Board Chairman’s office for his signature. Please let us know if you have any questions or need further information. Thank you for your consideration. Billie Jene Martin Processor/Receptionist Surety Land Title 4100 South Ferdon Blvd, Suite B3 Crestview, FL 32536 Packet Pg. 32  OKALOOSA ISLAND LEASEHOLD CONVERSION RESOLUTION NO. _____________ WHEREAS, the person(s) named below is/are the leaseholder(s) of record who has/have submitted the successful highest bid for the County’s Resolution Reversionary Interest in the parcel(s) described therein set immediately below such Bidder’s name(s); Daniel E Powell Lot 163, Block 4, Santa Rosa Island, according to plat thereof on file in Plat Book 2, Page 84, in the Office of the Clerk of Circuit Court, Okaloosa County, Florida. NOW THEREFORE, the County’s Contractor, Surety Land Title of Florida, LLC. Is directed to prepare a quit claim deed, in previously authorized format, conveying the County’s Reversionary Interest to the successful bidder(s) for the signature of the chairman of the Okaloosa County Board of County Commissioners, and; Surety Land Title of Florida, LLC. Is further directed to complete the closing of the conveyance transaction by quitclaim deed to the successful bidder(s). THIS RESOLUTION was unanimously approved by the Okaloosa County Board of County Commissioners on ________________________, 2014. (OFFICIAL SEAL) OKALOOSA COUNTY BOARD OF COUNTY COMMISSIONERS ATTEST:____________________ By: ______________________________ Charles K. Windes, Jr., Chairman Clerk or Deputy Clerk Of Circuit Court Packet Pg. 33  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: November 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Rick Owen SUBJECT: Link to Warrants DEPARTMENT: County Administrator BCC DISTRICT: All Per Florida Statute 136.06(1), "All money drawn from any depository qualified under the provisions of this chapter shall be upon a check or warrant issued by the board or officer drawing the same, said check or warrant, both as to number and amount, person to whom drawn and purpose for which drawn shall be recorded in the minutes of the board having ordered the same drawn, and each check or warrant so drawn shall be signed by the chair of said board, attested by the clerk or secretary of said board with the corporate seal thereof affixed; however, money under the control of any school board may be withdrawn as may be otherwise provided by law." Warrants are defined as checks or money drawn from any of the Board’s depositories. The following link is provided to review all warrants by the Okaloosa County Board of County Commissioners: <http://www.clerkofcourts.cc/bccfinance/>. If using iPad to view or if link is unusable, please reference link in attachment to this agenda item. RECOMMENDED BY: APPROVED BY: John Hofstad, Interim County Administrator Packet Pg. 34  The following reference(s) is (are) provided as links for the following: Agenda Item Title: Link to Warrants Reference Background: Per Florida Statute 136.06(1), "All money drawn from any depository qualified under the provisions of this chapter shall be upon a check or warrant issued by the board or officer drawing the same, said check or warrant, both as to number and amount, person to whom drawn and purpose for which drawn shall be recorded in the minutes of the board having ordered the same drawn, and each check or warrant so drawn shall be signed by the chair of said board, attested by the clerk or secretary of said board with the corporate seal thereof affixed; however, money under the control of any school board may be withdrawn as may be otherwise provided by law." Warrants are defined as checks or money drawn from any of the Board’s depositories. The following link is provided to review all warrants by the Okaloosa County Board of County Commissioners: http://www.clerkofcourts.cc/bccfinance/ Packet Pg. 35  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: November 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Rick Owen SUBJECT: Medical Examiner Lease Agreement DEPARTMENT: County Administrator BCC DISTRICT: All STATEMENT OF ISSUE: Staff requests Board approval and direction for Chairman to execute lease with the Medical Examiner’s Office for existing space in Okaloosa County. BACKGROUND: The Medical Examiner’s Office utilizes space in a portion of the old Fort Walton Beach hospital for related work in both Okaloosa and Walton Counties. During the Fiscal Year 2014-15 budget approval process, the Board gave direction for staff to develop an appropriate lease agreement with and for the cost-share of services provided by the Medical Examiner for Walton County. The attachment memorializes a formal lease agreement between the Medical Examiner and Okaloosa County. A similar agreement was submitted to Walton County and included in that county’s budget for Fiscal Year 2014-15. OPTIONS: Approve/Disapprove lease agreement. RECOMMENDATIONS: Staff recommends approval of lease agreement between Okaloosa County and the Medical Examiner’s Office. RECOMMENDED BY: APPROVED BY: John Hofstad, Interim County Administrator Packet Pg. 36 Packet Pg. 37 Packet Pg. 38 Packet Pg. 39 Packet Pg. 40 Packet Pg. 41 Packet Pg. 42 Packet Pg. 43 Packet Pg. 44  IN WITNESS WHEREOF, Lessor has hereunto set its hand and seal this 18th day of November 2014. ATTEST: BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA J D Peacock II Charles K. Windes, Jr. Clerk Ad Interim Chairman 9 Packet Pg. 45  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: November 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Don Turner SUBJECT: Service Payment - Systems Specialists DEPARTMENT: Facility Maintenance BCC DISTRICT: 3 STATEMENT OF ISSUE: Requests BCC approval to pay Systems Specialist's for services rendered at the Water & Sewer building. BACKGROUND: Early in FY '14, Facilities Maintenance received a service request from Water & Sewer reporting water dripping in several areas of the building. The subsequent investigation revealed failures in multiple components of the HVAC and HVAC controls systems. Systems Specialist's, Inc. (SSI) was the vendor that installed the HVAC controls systems several years ago. Systems Specialist's technicians made several trips to the Water & Sewer building to diagnose the problems and install the new parts. The Water & Sewer Department customarily would pay SSI's bill with a county purchase card. The cumulative charges for all work performed by SSI over several weeks came to $3,610.00. In the absence of a service contract with SSI, there's no authority in place to pay a $3,610 invoice. Staff recommends BCC approval for payment to SSI for services rendered to Water & Sewer for repairs to the HVAC systems and controls in the amount of $3,610.00. RECOMMENDATIONS: (FM) Requests BCC approval to pay Systems Specialist's $3610.00 from account number 411-4101-546620 for services rendered at the Water & Sewer building. RECOMMENDED BY: APPROVED BY: John Hofstad, Interim County Administrator Packet Pg. 46 Packet Pg. 47 Packet Pg. 48 Packet Pg. 49 Packet Pg. 50 Packet Pg. 51  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: November 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Don Vanderhoek SUBJECT: Technology Integration Group Contract #C14-2206-IS Task Order 2 DEPARTMENT: Information Systems BCC DISTRICT: ALL STATEMENT OF ISSUE: The Board is requested to approve, and authorize the Chairman to execute, Task Order 2 in the amount of $100,000.00 with PC Specialists, Inc. DBA Technology Integration Group (TIG) under Contract #C14-2206-IS for Information Technology Services. BACKGROUND: The Board had approved Contract #C14-2206-IS with TIG on August 5, 2014. Task Order 2 is for Information Technology Services needed for, but not limited to, networking, design, Voice Over Internet Protocol or any area of service that Information Systems provides to its clients. The cost of services for Task Order 2 will be performed at current contracted labor rates with a not-to-exceed cost of $100,000.00. This task order has been through the Purchasing review process and funding is available in the Information Systems budget, the Communications Service budget and the Telecommunications budget. OPTIONS: Approve/Disapprove RECOMMENDATIONS: Approve and authorize the Chairman to execute Task Order 2 in the amount of $100,000.00 with PC Specialists, Inc. DBA Technology Integration Group (TIG) Contract #C14-2206-IS for Information Technology Services. RECOMMENDED BY: APPROVED BY: John Hofstad, Interim County Administrator Packet Pg. 52  TASK ORDER APPROVAL FORM CONTRACT#:~C~1~ 4~-2=20=6~-=IS____________ TASK OR DER #: _ _-'2=--.-_ _ __ _ __ TASK ORDER AMOUNT: $ 100,000.00 OFFERED BY CONSULTANT: PC Specialists, Inc. DBA Technology Integration Group (TIG) FIRM'S NAME Tom Janecek REPRESENTATIVE'S PRINTED NAME ~... c·L SIGNATURE Chief Financial Officer October 22, 2014 TITLE DATE RECOMMENDED FOR APPROVAL APPROVED BY OKALOOSA COUNTY (Department Director) (Per Purchasing Manual) • $25,000 or less approved by Purchasing Director L . • Between $25,001 and $50,000 approved by Purchasing Director and County Administrator ~ In e'ce" of $50,000 opp'oved by the Bomd , ' S-I-G-N-A-TU-R-~+-~ -~------ --- -PU-R-C~~~~~~~~~~~ 0 )QeCru~ I .J.:"f\.lf'':'~ll\d J''(v Sxsr2l n.s (0 [30 jlq-­ I r TITLE DATE CHAIRMAN (if applicable) DATE 1 Packet Pg. 53  TASK ORDER 2 This Task Order is issued pursuant to the Task Order Agreement for Consultant Services (Master Services Agreement) dated August 5, 2014 between the County of Okaloo sa, Florida and PC Specialists, Inc. DBA Technology Integration Group (TIG), which is incorporated herein by this reference, with respect to Scope of Basic Services For Information Technology Services Article A. Purpose: The purpose of this Task Order is to authorize and direct CONSULTANT ( PC Specialists, Inc. DBA Technology Integration Group {TIG} ) to proceed with Information Technology Services for assisting the Okaloosa County Information Systems Department (COUNTY) to provide Information Technology services assistance. The activities that are included are described in "Article B: Scope of Services." Article B. Scope of Services: The Information Technology Services that CONSULTANT agrees to furnish include, but are not limited to, preparation of studies, reports, expertise and special services, etc ., and that are applicable to the Information Technology Services (Project), as requested by COUNTY's representative as described below: CONSULTANT will provide and perform Information Technology services as authorized by CLIENT that consist of the appropriate items, as follows: • Professional information technology services including, but not limited to: networking, networking equipment, fiber connections, design, VolP, routing, switching, administration, analysis, installation, security, storage, virtual environments and email, or any area of service that Info'r mation Systems provides to its clients. ' • Attending meetings as requested by representatives of the COUNTY and provide general information technology services assistance, consultation and opinions . • Developing schedules, plans, analyses and evaluations to address issues with current infrastructure or new projects. • Assisting the COUNTY to develop conceptual level planning documents, preparing cost estimates and evaluating the feasibility of different alternatives , • Responding to general questions on information technology services matters as requested by the COUNTY's designated representative including research into archival information of previous projects, Article C. Compensation Provisions: As compensation for providing the services described within this Task Order, COUNTY shall pay CONSULTANT in accordance with Section 5 of the August 5, 2014 Agreement, based on the 2 Packet Pg. 54 CONSULTANT.s Per Diem Rates for the actual time worked on the Project. The not-to-exceed amount for this Task Order is $100,000.00. Article D. Period of Service: The schedule for the services provided under this Task Order shall be in accordance with Section 4 of the August 5, 2014 Agreement. Article E. Authorized Representatives: The Authorized Representatives designated below are authorized to act with respect to this Task Order. Communications between the parties shall be through the Authorized Representatives : For COUNTY For CONSULTANT Name: Don Vanderhoek Name : Nigel Los dvanderhoek@co.okaloosa.fl.us NigeI.Los@tig.com Address: 1804 Lewis Turner Blvd. Address: 417 Racetrack Rd., Suit,e E Suite 402 Fort Walton Beach, FL 32547 Fort Walton Beach, FL 32547 Telephone: 850-651-7570 Telephone: 850-393-9000, 850-439-0900 ext 1610 Tom Janecek - CFO TIG Authorized Representative's Printed Name Signature Signature 3 Packet Pg. 55  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: November 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Vicky Stever SUBJECT: 2015 Library Interlocal Agreement DEPARTMENT: Library Cooperative BCC DISTRICT: STATEMENT OF ISSUE: The Okaloosa County Public Library Cooperative (OCPLC) requests that the Board authorize the Chairman to sign the new Interlocal Agreement. BACKGROUND: The current Interlocal Agreement ends December 31, 2014. In order for the Okaloosa County Public Library Cooperative to continue to provide library services to county residents, the county and participating cities need to sign the new Interlocal Agreement, which was approved by the OCPLC Governing Board on September 24, 2014. The agreement will cover the 12-month period of calendar year 2015. The Library Cooperative provides free services to all county residents, including those living in the unincorporated portions of the county, people living in the six member cities and residents of the three non-member cities. The Interlocal Agreement has been reviewed and signed by all six participating Library Cooperative cities. OPTIONS: RECOMMENDATIONS: Staff recommend that the Board authorize the Chairman to sign the Interlocal Agreement which is funded by the 2015 budget allocation of $565,001. RECOMMENDED BY: APPROVED BY: John Hofstad, Interim County Administrator Packet Pg. 56 CONTRACT & Lf,AST INTERNAL COORDINATION SHEET Contract/Lease Number: Tracking Numb€r: Date/rerm: lLl!9:l r. Ekn:arrn IHAN sso,ooo o^,,n, S hot,3-t3i. rtt z. ! cnearen IHAN s2s,ooo Department: I rr\ E. n szs,oooonlpss <>+-- N"^ua-U.tQ/-'- Dept. Monitor Document ha5 been reviewed and includes any atta.hments ot exhib:ts. Following Okaloosa County approval: Conlrocts & Gronts Document has been receiv€d: Date: Contracts & Grants Manaser Packet Pg. 57  Okaloosa Gounty Public Library Gooperative lnterlocal Agreement This Agreement is entered into among Okaloosa County, hereinafter referred to as the "County," and the municipalities of Crestview, Destin, Fort Walton Beach, Mary Esther, Niceville, and Valparaiso, hereinafter referred to as "Participating Municipa lities," each a municipal corporation located in Okaloosa County, WHEREAS, Chapter 163, Florida Statutes, lntergovern menta I Programs, Part l, Miscellaneous Programs, Section 163.01, The Florida lnterlocal Cooperation Act of 1969, provides that public agencies of the State of Florida may exercise jointly with any other public agency of the State of Florida any power, privilege, or authority which such agencies share in common, and which each might exercise separately; and that a joint exercise of power by such agencies may be made by contract in the form of an interlocal agreemenu and, WHEREAS, Chapter 125, Florida Statutes, subsection 125.01(f), authorizes the County to provide libraries and culturalfacilities and programs; and, WHEREAS, Chapter L66, Florida Statues, subsection 166.021(L), authorizes municipalities to render municipal services, and exercise any power for municipal services, and exercise any power for municipal purposes, except when expressly prohibited by law; and, WHEREAS, the County and the Participating Municipalities desire to cooperate in a countywide agreement to provide public library services without charge in Okaloosa County; and, WHEREAS, the County is an eligible political subdivision under Chapter 257.17, Florida Statutes, that can participate in the State Aid to Libraries Program and is designated as the single administrative unit that can designate a governing body for countywide library service; THEREFORE, the parties agree as follows: 1. PURPOSE: The County and Participating Municipalities agree to cooperate, pursuant to the terms of this lnterlocal Agreement, in the operation of a countywide public library cooperative in Okaloosa County. ln particular, it is the express purpose of the Agreement to provide for the coordination of library service throughout the legal service area of the COOPERATIVE; to provide for equal access to free (without charge) public library service in the Cooperative service area; and to formulate and implement consistent plans, programs, policies and procedures in the operation, maintenance and development of library service throughout the legal service areas of the participating entities. Packet Pg. 58 2. DEFINITIONS: a) "Cooperative" shall mean the Okaloosa County Public Library Cooperative. b) "Cooperative Coordinator" shall mean the employee of the okaloosa County Public Library Governing Board who administers Cooperative headquarters and coordinates Cooperative activities and who meets the requirements and carries out the duties of the single administrative head as defined in 1B-2.011(3Xd), Florida Administrative Code. c) "County" shall mean Okaloosa County, a political subdivision of the State of Florida. d) "Crestview" shall mean the City of Crestview, a municipal corporation located in Okaloosa County, FL, that operates the Robert L. F. Sikes Public Library. e) "Destin" shall mean the City of Destin, a municipal corporation located in Okaloosa County, FL, that operates the Destin Library. f) "Directors Council" shall mean a council whose membership will include the library director of each participating library and other appointments as outlined in the Library Cooperative Bylaws. "Fiscal Year" shall mean budget year october 1-september 30. h) "Fixed Assets" is defined by the county as all property with value of 51,000 or more purchased under the equipment control account, as amended from time to time. Fixed Assets shall be in accordance with Board directives, Florida Statutes, and the Rules of the Auditor General. "Fort Walton Beach" shall mean the City of Fort Walton Beach, a municipal corporation located in Okaloosa County, FL, that operates the Fort Walton Beach City Library. "Governing Board" shall mean the governing body ofthe Okaloosa County Public Library Cooperative as empowered pursuant to the Agreement. k) "Mary Esther" shall mean the City of Mary Esther, a municipal corporation located in Okaloosa County, FL, that operates the Mary Esther Public Library. r) "Niceville" shall mean the City of Niceville, a municipal corporation located in Okaloosa County, FL, that operates the Niceville Public Library. m) "Participating Governing Body" shall mean the governing body of Okaloosa County, the governing bodies responsible for the decision and policy making activities of Participating Libraries and the governing bodies of Participating Municipalities without Iibraries. n) "Participating Library" shall mean any of the libraries or library services located within Okaloosa County that have entered into this Agreement. ei "Service Area" shall mean all eligible residents of Okaloosa County p) 'Valparaiso" shall mean the City of Valparaiso, a municipal corporation located in Okaloosa County, FL, that operates the Valparaiso Community Library. 3. This Agreement shall constitute the entire agreement of parties hereto and of the Okaloosa County Public Library Cooperative. There are no promises, representations, or warranties other than those set forth herein. This Agreement shall be binding upon the parties and successors in interest, in accordance with its terms. Modifications or amendments of the Packet Pg. 59  Agreement shall be binding and valid when submitted in writing and approved by each Participating Governing Body and by the Governing Board, and executed on behalf of each Participating Governing Body and the Governing Board. 4. TERMS: The term of this Agreement shall commence and be effective on the date the last party signs the agreement or by January 1, 2015 whichever comes first, and shall end or be renewed December 31, 2015 unless terminated in accordance with the provisions of the Agreement or unless extended by supplemental Agreement subject to renewal and revision. Recognizing the Agreement crosses two fiscal years (FY2015 and FY2016) but monetary allocation is distributed in FY2015, the allocation for FY2016 will be based upon future appropriation by Okaloosa County Board of County Commissioners. 5. WITHDRAWAL AND TERMINATION: Any Participating Governing Body may withdraw from the Cooperative established by the Agreement, and thereby terminate its rights and responsibilities under the Agreement. Section 7 defines Dispensation of Property and Equipment. The termination and withdrawal shall be effective on the next succeeding December 31, and shall be accomplished by the giving of written notice of the withdrawal and termination to the Governing Board and to each Participating Governing Body on or before August 1 prior to the December 31 effective date of termination. 6. ADDITION OF NEW MEMBERS: a) Libraries: Any library within Okaloosa County may become a party to the Agreement and a member of the Okaloosa County Public Library Cooperative that meets the following minimum standa rds. (1) Be administered by a governing board responsible for the decision and policy making activities of the Participating Library. (2) Be an established library with the physical facilities to securely house a library collection. (3) Have an annual budget of at least 540,000 as verified by the latest independent audit report and a continuous source of funding. (4) Submit a letter of intent for formal membership to the Okaloosa County Public Library Cooperative Governing Board prior to May 1of the current fiscal year and obtain approval by each Participating Governing Body and execution and delivery of a counterpart original of the Agreement (as then in force), prior to August 1of the current fiscal year. b) Upon satisfaction of these conditions, the proposed new Participating Library shall become a party to the Agreement and a member of the Okaloosa County Public Library Cooperative effective the next succeeding January 1, subject to all the provisions and obligations, and entitled to all the privileges and rights, accruing to all of the Participating Libraries under the Agreement. Packet Pg. 60 7. DISPENSATION OF PROPERTY AND EQUIPMENT: Upon withdrawa I or termination of the Agreement by any Participating Library (whether early termination or otherwise), all real property and equipment classified as fixed assets, defined in this agreement, purchased with federal funds by the Cooperative belongs to the Okaloosa County Public Library Cooperative and reverts to the Florida Department of State, Division of Library and lnformation Services (State Library) if the Cooperatlve ceases to exist. That library will be given a copy of its Marc Records in its current format at the time of termination. lf the terminating library requests its records to be expunged from the Cooperative database, it will be done at the terminating library's expense. Materials and equipment purchased with local or grant funds other than federal Library Services and Technology Act grant funds, whether funds of a municipality or the County, shall remain the property of the Participating Library for which they were purchased, except in the case of any subsequent agreement or amendment to this Agreement. 8. GOVERNING BOARD: The name of the Governing Board shall be Okaloosa County Public Library Cooperative Board hereinafter called the Governing Board. Each Participating Governing Body that operates a Participating Library shall appoint one member to the Governing Board; the County shall appoint one member to represent the unincorporated area of the county. Each Participating Governing Body shall designate at least one alternate representative to act on its behalf during any absence. The office of Chair shall be assigned to the member representing the County. The Cooperative Coordinator shall be an ex officio (non-voting) member of the board. Board members will not be paid a salary or wages, but may be reimbursed for travel and per diem expenses in accordance with section Lf2.O67, Florida Statutes. The Governing Board serves as the governing body for the Library Cooperative and has the following powers, duties and responsibilities: a) Managing the affairs of the Cooperative. b) Bylaws will be established by the Governing Board. c) There will be six or more open public meetings a year of the Governing Board. d) Adopt a long-range plan and annual plans of service which are developed by the Cooperative Coordinator and the Library Directors' Council to describe goals, objectives and activities of the Participating Libraries and the Participating Governing Bodies. e) Receive and disburse funds from the County, from state and federalgrant sources, and from private donations, foundations, or other sources. f) Contract with the County to provide essential support services for the Library Cooperative. g) Contract for services consistent with the Cooperative's Long-Range plan and Annual Plans of Service. h) Adopt and maintain a position description for and hire a Cooperative Coordinator through the established policies and procedures of the County. Packet Pg. 61  9. STAFFING: The Cooperative Coordinator shall be hired by the County and shall have the following minimal qualifications: a Master's degree in Library Science from an American Library Association accredited university or college followed by two years of successful, full- time paid library experience in a public library open at least 40 hours a week. Cooperative staff members are employees of Okaloosa County, and their compensation and benefits will be in accordance with County policy. The Cooperative Coordinator, under the supervision of the Board, shall interview select, supervise and recommend discharge of staff for the office of the Cooperative in accordance within established County policies. All paid staff of the Participating Libraries shall remain employees of the Participating Governing Bodies that operate each library and the Participating Governing Bodies shall retain all rights, responsibilities and powers associated with employment of staff. 1-0. POWERS, DUTIES AND RESPONSIBILITIES OF THE COOPERATIVE COORDINATOR: The Coordinator shall be accountable to the Board for overall administration of the Cooperative and implementation of policies, procedures and programs, as determined by the Board. The following activities, as a minimum, shall be carried out by the Coordinator for all Participating Libraries under the plans, policies, and budgets adopted by the Cooperative Governing Board, and they may not be delegated through lnterlocal agreements or any other service agreements: coordinate development of a single long-range plan for the Cooperative; coordinate development of a single annual plan of service; compile an annual combined expenditure report for application for State Aid by OCPLC, combining all Participating Libraries'expenditures, and the Cooperative's expenditures including any state or federal grants; implement the Cooperative long-range plan, annual plan of service, and annual budgeq and prepare reports on behalf of the Cooperative and Participating Libraries as required by the Florida Department of State, Division of Library and lnformation Services. 11. IIBRARY DIRECTORS' COUNCIL: The Council will advise the Cooperative Governing Board on services, plans and policies for the Cooperative. The Council membership will include the library director of each participating Iibrary, the Cooperative Coordinator, and other appointments as deemed necessary by the Governing Board. The Council will hold at a minimum, one meeting per month, except in December. 12. STRATEGIC AND ANNUAL PLAN: The Cooperative Coordinator shall coordinate development and implementation of a strategic plan for the operation, maintenance and development of library services to the residents of the Cooperative Service Area. The strategic plan shall be developed in coordination with the Cooperative's Governing Board, the participating governing bodies, residents of the Service Area, and the Library Directors' Council. The plan shall be adopted by the Cooperative Governing Board and be maintained through a yearly update by the Cooperative Coordinator in coordination with the aforementioned parties. All authority with respect to funding of the strategic plan and of any other library program Packet Pg. 62  or expenditure from ParticipatinB Library Governing Body funds shall lie solely with that Participating Library Governing Body. 13. ANNUAL BUDGET: The budget shall be developed along a fiscalyear beginning October 1 and ending September 30 each year. The Cooperative budget shall be developed by the Cooperative Coordinator and shalltake into account funds received from the County, state and federal governmental sources, except state construction grants, and all other revenue sources received to provide library service. The budget shall be adopted by the Cooperative Governing Board. 14. ACCEPTANCE OF GIFTS, GRANTS, FUNDS, OR BEQUESTS: The Governing Board, on behalfof the Cooperative, shall have the authority to apply for or receive gifts, grants, funds or bequests. The Board, through a Memorandum of Understanding, has designated the County as the fiscal agent to apply for or receive its funds from all sources. The Governing Board shall follow the standard operating procedure for grant applications as defined by the County. Municipalities shall retain the authority to apply for state construction grants and to receive gifts, funds or bequests intended for use solely at an individual Participating Library. All monies, property or funds granted to the Cooperative shall be the property of the Cooperative, sub.iect to termination provisions as set forth in this Agreement. Any monies, property, or funds granted to municipalities for the benefit of a Participating Library shall remain the property of the Participating Library. 15. FISCAL RESPONSIBILITY: All funds administered by the Cooperative Coordinator shall be audited with the County's independent audit annually, which audit shall be prepared and presented to the Governing Board. Upon request, the Cooperative Coordinator shall furnish to each Participating Governing Body, within thirty (30) days following the previous period a written quarterly report regarding the use and expenditure of funds under the control of the Cooperative. Reports shall include quarterly revenues by source and expenditures by object code, year-to-date expenditures by object code, and the balance for the fiscal year; form to be determined by the Cooperative. Upon request, the governing body of each Participating Library shall furnish to the Cooperative Coordinator, within thirty (30) days following the previous period, a written quarterly report regarding the use and expenditure of funds, as they relate to library functions, under the control of the Participating Governing Body. Reports shall include quarterly revenues by source and expenditures by object code, year-to-date expenditures by object code, and the balance for the fiscal year; form to be determined by the Cooperative. 15. APPROPRIATION OF PARTICIPATING MUNICIPALIry FUNDS: There is reserved to the Participating Municipalitles the sole and exclusive discretion to determine the amount of annual appropriations from their own revenues and sources for the provision of library Packet Pg. 63  services. However, minimum support at the level of funding appropriated prior to entering the Cooperative is recommended for Participating Municipalities. Subiect to that reservation, Participating Municipalities agree to expend funds using the Okaloosa County Pu blic Library Cooperative Strategic Plan as a guide for library service development. 17. APPROPRIATION AND ALLOCATION OF OKALOOSA COUNTY FUNDS: The County shall provide 5601,213 for the period beginning October L,20L4 and ending September 30, 2015. The amount to be provided by the County will be determined by the approved county budget with the basic agreement being revised by amendment accordingly. The Cooperative's Governing Board shall disburse funds received by the County's allocation as follows: a) 5173,213 of the monies allocated by the County shall be used for Administrative and Outreach Services for the Cooperative. b) 5428,000 of the monies allocated by the Cou nty shall be distributed to participating Municipalities with Libraries according to the following guidelines and formula: . Construction funds are expressly prohibited. o Spending calculations and productivity statistics shall be based on those from two years prior to the allocation period. . Spending shall mean total audited expenditures of a library. . Percentages shall be derived from totaling statistics of the member municipal libraries. (1) Thirty percent (30%) divided equally among participating municipalities with libraries (2) Fifty percent (50%) based on productivity, which consists of circulation, internet usage, and transits lost. (3) Ten percent (10%) based on funds expended through the library budget on personnel/staffing, which includes salary and benefits. (4) Ten percent (10%) will be based on funds expended through the library budget on collection, which includes books, AV materials, databases, and periodicals. Distribution shall be based on submittal of annual operating costs with descriptive codes in accordance with the state chart of accounts. Funds received by the Cooperative shall be disbursed within a reasonable time (not to exceed 90 days) after receipt. The disbursement formula shall be reviewed by the Governing Board for modifications deemed appropriate following review of data collected indicating the number of users for each library and/or use of each library's collection. Any change to the allocation formula will require a modification or amendment to this Agreement and execution by each participating Governing Body. ln the event of a member library's unplanned closure and/ or significantly reduced services for at least one week of operation, the member's productivity statistics may be adjusted as follows: Packet Pg. 64  . For a period of one week up to three weeks, calculate a weekly average based upon numbers from the previous or succeeding week in the same month. . For a period exceeding three weeks, substitute the numbers from the previous year for the corresponding month(s). A member library's request to adjust productivity statistics must be approved by the Governing Board. 18. LIBRARY USE: Non-resident user fees will be waived for active duty military members and their dependents who are residents of Walton or Santa Rosa counties. 19. TRAINING: Participating Libraries shall close their facilities on one weekday per year for Cooperative-wide staff training activities. The date for the training day will be determined each year by a consensus of the Library Directors' Council. 20, ADDITIONAL RESPONSIBILITIES OF PARTICIPATING GOVERNING BODIES: Participating Governing Bodies shall abide by all state and federal laws, and specifically those relating to the provision of library services; Participating Governing Bodies shall retain local autonomy and control of the operations and functions of its participating library, except where Participating Governing Bodies have ceded authority to the Cooperative Governing Board through this agreement. 21. SOVEREIGN IMMUNITY: The parties further agree that nothing contained herein is intended to nor shall be construed a waiver of County's, Crestview's, Destin's, Fort Walton Beach's, Mary Esther's, Niceville's, or Valparaiso's rights and immunities under Florida Constitution, common law or Florida Statutes 768.28 as amended from time to time. 22. INSURANCE: The Cooperative and Participating Governing Bodies shall provide, pay for, and maintain in force at all times during this Agreement insurance to cover its respective buildings, contents and vehicles, workers' compensation, liability and any other insurance required by law. 23. MODIFICATION OF AG REEM ENT: Modifications, amendments, or alteration of the terms or conditions contained herein shall be effective when submitted in a written document executed by the parties hereto, with the same formality, and of equal dignity herewith. 24. NOTICE: All notices, demands, or other writings required to be given or made or sent in this Agreement, or which may be given or made or sent, by any party to the other, shall be deemed to have fully given or made or sent when in writing and addressed to: Packet Pg. 65 CITY OF CRESTVIEW CITY OF DESTIN CIry OF FORT WALTON BEACH MAYOR CITY MANAGER CIry MANAGER City of Crestview City of Destin City of Fort Walton Beach P. O. Box 1209 4200 lndian Bayou Trail 107 Miracle Strip Parkway Crestview, FL. 32536 Destin, F1.32541 Fort Walton Beach, FL, 32549 CITY OF IVARY ESTHER CITY OF NICEVILLE OKALOOSA COUNTY CITY IVANAGER CITY MANAGER COUNTY ADIVINISTRATOR City of Mary Esther City of Niceville 1804 Lewis Turner Blvd. '195 Christobal Road 212 Partin Drive Suite 400 lvlary Esther, FL. 32569 Niceville, FL. 32578 Fort Walton Beach, FL. 32547 CITY OF VALPARAISO CITY CLERK City of Valparaiso 465 Valparaiso Parkway Valparaiso, FL. 32580 25. ENTIRE AGREEMENT: This Agreement embodies the entire agreement between the parties. It may not be modified or terminated except as provided herein. lf any provision herein is invalid, it shall be considered deleted therefore, and shall not invalldate the remaining provision. 25. GOVERNING LAW: The parties intend that this Agreement and the relationship of the parties shall be governed by the laws of the State of Florida. Venue for any action arising out of this Agreement between the parties shall be exclusively in Okaloosa County, Florida and nowhere else. lN WITNESS WHEREOF, the parties hereto have made and executed this Agreement on the respective dates under each signature. Packet Pg. 66 rnis:dayot OE\o,hr-x*r,zou Packet Pg. 67 Tile Z,zv l4,Ate&-- hir?{aay ot 2c*4az-, zoto, Packet Pg. 68 CITY OF FORT WALTON BEACH (Title): a.votJkll'ab!^ ,zo'r+ fi* Packet Pg. 69 CITY OF MARY ESTHER this ljay ot t{o reitoeR,2914 13 Packet Pg. 70 CITY OF NICEVIL1-E Q--*ge*, UJ^A ritre llrl ftry'o ll- mis lglay or kl#e r , zou Packet Pg. 71 CITY OF VALPARAISO eresr,fu{z,t r2, -?/' /, rnis o o,u* o blobr/,ro,o /Q oEtt^ x. RHooES lollry P$k - 3t.t ot tb(rr lY Col !. Erpiot fer Z'e, Comol olt, EE 112193 lon ad ftrc{0h lciooil lhtary l$n. Packet Pg. 72 COOPERATIVE GOVERNING BOARD ATTEST: V,A* 5T;; Chairman, Okaloosa County Public Library Cooperative (ritre): CurrJ,no/rC CCItC 16;"1+ orv of OKALOOSA COUNTY ATTEST: Chairman, Okaloosa County Board of County Commissioners (Title): This _ day of 2014 - 15 Packet Pg. 73  APPENDIX A The Florida Statutes Title XVIII Chaoter 257 PUBL]C LANDS AND PUBLIC LIBRARIES AND STATE PROPERTY ARCHIVES 257,26L Library registration and circulation records,-- (1) All registration and circulation records of every public library, except statistical reports of registration and circulation, are confidential and exempt from the provisions of s. 119.07(1) and from s. 24(a) ofArt. I of the State Constitution. (2) As used in this section, the term "registration records" includes any information that a library requires a patron to provide in order to become eligible to boirow books anJ -- other materials, and the term "circuration records" incrudes iI information that identifies the patrons who borrow particular books and other materials. (3)(a) Except in accordance with a proper judiciar order, a person may not make known in any manner any information contained in records made confrdentiai ana exe.pi ny this section, except as otherwise provided in this section. (b) A library or any business operating jointry with the ribrary may, onry for the purpose ofcollecting fines or recovering overdue books, documents, iilms.'or other items or' -- materials owned or otherwlse belonging to the library, disclose information made confidential and exempt by this sectjon to the fo owjng: 1. The library patron named in the records; 2. In the case of a library patron ress than 16 years of age, the parent or guardian of that patron named in the records; 3. Any entity that collects fines on beharf of a library, unress the patron is less than 16 years of age, in which case only information identifying the patron's parent or guaraian may be released; 4. Municipal or county law enforcement officials, unless the patron is 16 years of age, in which case only information identjfying the patron's parent or guardian may be released; or 5. ludicial officials. (4) Any person who violates this section commits a misdemeanor of the second degree, punishable as provided in s.775.O82 or s. 775.083. Histo-ry--s. 1, ch. 78-81; 5. 1,_ch. 89-18; s. L, ch. 96-220; s. LL2, ch. 96_406; s. 1, ch. 2003-13; s. 6, ch.2003-126. Packet Pg. 74 Efiective 5/75/2012 APPENDIX B CONTRACT# Cl2.1959-LIB OKAI.OO$A LIEitAliY COOPERATlVE FISCAL AGENT MOU EXFIRES: INDERNITE Memorandum of Understanding MO[I) between r Ok oosa CounLy public Libra4, f66pg12ti1.e arid 'l-lle Ijo;ud of County Comnrhsjor.rers ofOkaloosa Counq,. ploricla This is:ur agreement beoyeen The Okaloosa Counq,pub)ic Iibra4. Cooperative, hererDafter rclcrled as 'lfre Coopcr.aive and dre lloard of Counry Com-irsirrn".r'.ii _to lilorida, herc.inafter refi:rred to as 't-he Board. fiti."r^ Ct"",,,, 'lhc purnose ol this rlotJ is to irlentily TLe rloard as r-he fiscal agcnr ior Thc cooperali\e a'd ro gr?ull drcm tlt.: audtorir), Lo reccive i:lr.l disburs. Iunds from Okaloosa C.;rr1,,;;i, ,t"ft ,",1 ILdc*Ll grimt sour-ces, from prirate douariols a:ra fouodaLion. ,lJ lio* ;;;rh;; ,;., ."". The C,ovening lloard shall lollorv the sta:rdirrd operatl.ng proredLrre lor Erart applicatols as dcfincd Ly tle Counry. 'l his. trlo_U sh.rll be cffecrir,c upor rb. sigratures .f1he cooperarives aad drc Boanis olficials. k.,halt i.e jn folcc frorn darc of sigram." aurrrorizcd unl"r, ,r.p.na"i il.lg;*1,;r.",;,iiUo,f, i,r sub.tqucrrt \fOU. 'f& /4.-*- -.- --?-') . 4 u;[R"il*-;;*"; Okaloosa County Public ljirrary Coopcrarive Don R- Amunds, Board of Counly Commissiooers 18 Packet Pg. 75  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: November 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Inspector Sean T. Lynch, Sheriff's Office SUBJECT: Request Approval of LETF Disbursement The Sheriff is requesting the Board approve Law Enforcement Trust Fund disbursement for the Okaloosa-Walton Domestic Violence Coordinating Council in the amount of $500.00. Packet Pg. 76 From: Sean T. Lynch To: Rick Owen Cc: Tatiana R. Abernathy; Douglas Gaylord; Roland Sims Subject: LETF Nov 18 Date: Monday, November 03, 2014 11:58:59 AM Attachments: image004.png _1103115351_001.pdf Greetings Rick! Please see attached LETF request for the November 18th Consent agenda. Thank you sir. I hope you have a great week! Inspector Sean T. Lynch Professional Development Office of Professional Standards Okaloosa County Sheriff's Office 50 2nd Street Shalimar, Florida 32579 Office: (850) 651-7410 Fax: (850) 609-3048 slynch@sheriff-okaloosa.org The Mission of the Okaloosa County Sheriff’s Office: “Ensuring fair and equal administration of the law, safeguarding civil liberties and preserving public safety; Doing so with professionalism and unity of purpose, while being good stewards of the public’s trust”. PLEASE NOTE: This email may contain Law Enforcement Sensitive or Privileged Information, which is intended only for use by the individual or entity to which the email is addressed. If you have received this email in error, please delete it immediately. E-mail communications to or from Okaloosa County Sheriff’s Office employees are considered public records and are available to the public and media upon request. Your e-mail communications with attachments, including your email address, are subject to public disclosure. Packet Pg. 77 Packet Pg. 78 Packet Pg. 79 Packet Pg. 80 Packet Pg. 81  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: November 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Dino J. Villani SUBJECT: 2014-2015 Emergency Medical Services (EMS) County Grant DEPARTMENT: Public Safety BCC DISTRICT: All STATEMENT OF ISSUE: Approve the FY 2014-2015 EMS County Grant application in the amount of $25,824.00 for improvement and enhancement of Emergency Medical Services within Okaloosa County. There is no match required for this grant. BACKGROUND: Emergency Medical Services are essential to the health of all Florida’s residents and visitors; therefore, the Florida Legislature and Governor authorized counties to collect a surcharge on the fines for various traffic offenses to pay for the improvement and expansion of emergency medical services in Florida. The counties forward the funds for deposit into the State EMS Trust Fund, which is the sole source of funding for all of the State EMS grant programs. The funds received through the grant program will be utilized to purchase a Polaris ATV, an AED trainer/rhythm simulator, training manikin/accessories, 2 Thule truck racks, and water rescue equipment. OPTIONS: Approve/Disapprove. RECOMMENDATIONS: Adopt the resolution approving the EMS County Grant. Authorize the Chairman to sign the grant application and all other grant documents necessary during the term of the grant. RECOMMENDED BY: APPROVED BY: John Hofstad, Interim County Administrator Packet Pg. 82  RESOLUTION NO. APPROVING EMS COUNTY GRANT WHEREAS, it is the mission of the Okaloosa County Department of Public Safety to protect the health, safety, and welfare of our community with pride and professionalism; and WHEREAS, the Okaloosa County Emergency Medical Services (EMS) Division helps to meet this mission by providing efficient and state of the art pre-hospital emergency care for our community; and WHEREAS, Okaloosa County EMS aggressively pursues grant funding to increase services; and WHEREAS, the additional equipment will assist in enhancing our lifesaving efforts; and WHEREAS, the approval of the EMS County Grant will improve and expand the County’s pre-hospital EMS system, and that grant monies will not be used to supplant existing county budget allocations; and NOW, THEREFORE, BE IT RESOLVED, that the Okaloosa County Board of County Commissioners approve the EMS County Grant of $25,824.00 for fiscal year 2014-2015 as submitted. DULY PASSED AND ADOPTED in regular session this 18th day of November 2014. BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA ____________________________________ Charles K. Windes, Jr., Chairman ATTEST: J.D. PEACOCK II CLERK AD INTERIM By: _________________________ Packet Pg. 83  EMS COUNTY GRANT APPLICATION FLORIDA DEPARTMENT OF HEALTH Emergency Medical Services Program Complete all items ID. Code (The State EMS Program will assign the ID Code – leave this blank) C ____ 1. County Name: Okaloosa County Board of County Commissioners Business Address: c/o Office of Contracts & Grants 1804 Lewis Turner Boulevard, Suite 206 Fort Walton Beach, FL 32547 Telephone: (850) 651-7200, Ext. 4381 Federal Tax ID Number (Nine Digit Number). VF 59-6000765 2. Certification: (The applicant signatory who has authority to sign contracts, grants, and other legal documents for the county) I certify that all information and data in this EMS county grant application and its attachments are true and correct. My signature acknowledges and assures that the County shall comply fully with the conditions outlined in the Florida EMS County Grant Application. Signature: Date: Printed Name: Charles K. Windes, Jr. Position Title: Chairman, Okaloosa County Board of County Commissioners 3. Contact Person: (The individual with direct knowledge of the project on a day-to-day basis and has responsibility for the implementation of the grant activities. This person is authorized to sign project reports and may request project changes. The signer and the contact person may be the same.) Name: Dino J. Villani Position Title: Director, Okaloosa County Department of Public Safety Address: 90 College Boulevard East Niceville, FL 32578 Telephone: (850) 651-7150 Fax Number: (850) 651-7170 E-mail Address: dvillani@co.okaloosa.fl.us 4. Resolution: Attach a current resolution from the Board of County Commissioners certifying the grant funds will improve and expand the county pre-hospital EMS system and will not be used to supplant current levels of county expenditures. 5. Budget: Complete a budget page(s) for each organization to which you shall provide funds. List the organization(s) below. (Use additional pages if necessary) 1. Okaloosa County EMS - $25,824.00 DH 1684, December 2008 64J-1.015, F.A.C. 1 Packet Pg. 84 BUDGET PAGE A. Salaries and Benefits: For each position title, provide the amount of salary per hour, FICA per hour, other fringe benefits, and the total number of hours. Amount TOTAL Salaries = $ 0.00 TOTAL FICA & Other Benefits = Total Salaries & Benefits = $ 0.00 B. Expenses: These are travel costs and the usual, ordinary, and incidental expenditures by an agency, such as, commodities and supplies of a consumable nature excluding expenditures classified as operating capital outlay (see next category). List the item and, if applicable, the quantity Amount Total Expenses = $ 0.00 C. Vehicles, equipment, and other operating capital outlay means equipment, fixtures, and other tangible personal property of a non consumable and non expendable nature with a normal expected life of one (1) year or more. List the item and, if applicable, the quantity Amount Venipuncture and Injection Arm (1 @ $520 each) $ 520.00 Training and Simulation Trauma Manikin (1 @ $3,254 each) 3,254.00 Intubation Head (1 @ $1,176.65) 1,176.65 AED Trainer (1 @ $495) / Rhythm Simulator (1 @ $850 each) 1,345.00 Anatomical training models 925.00 LifeSled LS1 (Ski Rescue) (1 @ $1,700 each) 1,700.00 Nissan Outboard Engine (1 @ $1,700 each) 1,700.00 413 Craftsman Tools (1 set @ $550 each) 550.00 Thule Truck Rack (2 @ $500 each) 1,000.00 Soft Rescue Tubes (10 @ $50 each) 500.00 Polaris Ranger 6X6 ATV (1 @ $13,153.35 each) 13,153.35 Total Veh. & Equipment = $25,824.00 Grand Total = $25,824.00 DH 1684, December 2008 2 Packet Pg. 85  FLORIDA DEPARTMENT OF HEALTH EMERGENCY MEDICAL SERVICES (EMS) GRANT PROGRAM REQUEST FOR GRANT FUND DISTRIBUTION In accordance with the provisions of Section 401.113(2) (a), Florida Statutes, the undersigned hereby requests an EMS grant fund distribution for the improvement and expansion of pre-hospital EMS. DOH Remit Payment To: Name of Agency: Okaloosa County Board of County Commissioners Mailing Address: 302 N. Wilson Street, Suite 203 Crestview, FL 32536 Federal Identification number: 59-6000765 Authorized County Official: Signature Date Charles K. Windes, Jr., Chairman Type or Print Name and Title Sign and return this page with your application to: Florida Department of Health Emergency Medical Services Program, Grants 4052 Bald Cypress Way, Bin A-22 Tallahassee, Florida 32399-1722 Do not write below this line. For use by State Emergency Medical Services Program Grant Amount For State To Pay: $__________________ Grant ID: Code: C30______ Approved By : Signature of State EMS Grant Officer Date State Fiscal Year: 2014 -__2015 Organization Code E.O. OCA Object Code Category 64-61-70-30-000 05 SF005 750000 059998 Federal Tax ID: VF __ __ __ __ __ __ __ __ __ Grant Beginning Date: ____________________Grant Ending Date: _______________ DH 1767P, December 2008 64J-1.015, F.A.C. 3 Packet Pg. 86 OLO/Department: 640000 / Dept. of Health Agency Contact: FLAIR Contract #: Telephone #: Agency Contract #: PO #: Deliverables - None for or to the state. This is a grant for the benefit of the grantee. Deliverables as stated Minimum Performance Deliverable Type of Services Method of in the Contract Grant Levels Price Payment Emergency Advance Medical Services (EMS) Venipuncture and Pre-hospital IV and $520.00 Injection Arm injection training and simulation Training and Simulation Pre-hospital trauma $3,254.00 Trauma Manikin training and simulation Intubation Head Pre-hospital advanced $1,176.65 airway training AED Trainer / Rhythm Pre-hospital cardiac $1,345.00 Simulator rhythm and defib training Anatomical training Continuing skeletal and $925.00 models cardiac education LifeSled LS1 Heavy surf rescue $1,700.00 Nissan Outboard Flood rescue $1,700.00 Engine 413 Craftsman Tools Equipment maintenance $550.00 and repair Thule Truck Rack Rescue equipment $1,000.00 transport Soft Rescue Tubes Water rescue $500.00 Polaris Ranger 6X6 ATV Special event response $13,153.35 and transport DFS-A2-2102 Packet Pg. 87  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: November 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Dino J. Villani SUBJECT: Revised 2014-2015 Hazards Analysis Agreement DEPARTMENT: Public Safety BCC DISTRICT: All STATEMENT OF ISSUE: Request Board approval of the revised agreement to update Hazards Analysis data. BACKGROUND: The allocation by the State for Okaloosa County to conduct the Hazards Analysis data update is $11,688.00. The hazard analysis agreement approved on September 16, 2014, has been modified by the State due to incorrect terminology in the original agreement. The revisions of the agreement include taking it from a cost reimbursement agreement to a fixed fee agreement. The previous language would have required tracking of man hours, vehicle usage, fuel expenses and materials (paper, printer supplies, etc.). The revision to a performance based agreement authorizes payment for work done, i.e., the actual inspection of the hazardous materials sites. The performance agreement is how this has been done every year until this year’s agreement came out, thus the requirement for the revision of the agreement. The final change made to the agreement was the inclusion of a review process. In the past, the State has reviewed all submissions and if there were any mistakes asked for corrections. However, when the previous agreement came out, this review process was not included and the State was standing firm on no revisions. Their stance was that if you make one mistake, you will not get paid for the work. This revised agreement takes care of this issue by including a review process and allowing the County to correct any mistakes and resubmit inspection forms. OPTIONS: Approve/Disapprove. RECOMMENDATIONS: Recommend approval of the revised 2014-2015 Hazards Analysis agreement and authorize the Chairman to sign all other grant documents necessary during the term of the grant. RECOMMENDED BY: Packet Pg. 88 APPROVED BY: John Hofstad, Interim County Administrator Packet Pg. 89 Packet Pg. 90 Packet Pg. 91 Packet Pg. 92 Packet Pg. 93 Packet Pg. 94 Packet Pg. 95 Packet Pg. 96 Packet Pg. 97 Packet Pg. 98 Packet Pg. 99 Packet Pg. 100 Packet Pg. 101 Packet Pg. 102 Packet Pg. 103 Packet Pg. 104 Packet Pg. 105 Packet Pg. 106 Packet Pg. 107 Packet Pg. 108 Packet Pg. 109 Packet Pg. 110 Packet Pg. 111 Packet Pg. 112 Packet Pg. 113 Packet Pg. 114 Packet Pg. 115 Packet Pg. 116 Packet Pg. 117 Packet Pg. 118 Packet Pg. 119 Packet Pg. 120 Packet Pg. 121 Packet Pg. 122 Packet Pg. 123 Packet Pg. 124  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: November 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Dino J. Villani SUBJECT: Direct Payment of the Airgas Invoice for September 2014 DEPARTMENT: Public Safety BCC DISTRICT: All STATEMENT OF ISSUE: Request approval for direct payment of the September 2014 Airgas, Inc., invoice in the amount of $2,700.31. BACKGROUND: Airgas, Inc., is the sole medical oxygen vendor for Okaloosa County Emergency Medical Services. Historically, invoices for oxygen services have been paid by after-the-fact purchase order. “After-the-fact” meaning the department did not submit a requisition to Purchasing for approval prior to placing the order. These types of purchases do not comply with the current Purchasing Policy and as of October 1, 2013, Finance no longer approves purchase order payments for services invoiced after-the-fact. Staff is working with Purchasing and Finance to ensure requests/purchases are made according to an approved strategy in accordance with the Purchasing Policy. Board approval to direct pay the outstanding invoice is required. OPTIONS: Approve/Disapprove. RECOMMENDATIONS: Recommend approval for direct payment of the Airgas invoice. RECOMMENDED BY: APPROVED BY: John Hofstad, Interim County Administrator Packet Pg. 125 Packet Pg. 126 Packet Pg. 127 Packet Pg. 128 Packet Pg. 129 Packet Pg. 130 Packet Pg. 131 Packet Pg. 132 Packet Pg. 133 Packet Pg. 134 Packet Pg. 135 Packet Pg. 136 Packet Pg. 137 Packet Pg. 138 Packet Pg. 139 Packet Pg. 140 Packet Pg. 141 Packet Pg. 142 Packet Pg. 143 Packet Pg. 144 Packet Pg. 145 Packet Pg. 146 Packet Pg. 147 Packet Pg. 148 Packet Pg. 149 Packet Pg. 150 Packet Pg. 151 Packet Pg. 152 Packet Pg. 153 Packet Pg. 154 Packet Pg. 155 Packet Pg. 156 Packet Pg. 157 Packet Pg. 158 Packet Pg. 159 Packet Pg. 160 Packet Pg. 161  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: November 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Zan Fedorak SUBJECT: Contract for Tanglewood/Overbrook Stormwater Improvements DEPARTMENT: Purchasing BCC DISTRICT: All STATEMENT OF ISSUE: Seeking authorization for the Chairman to sign contract for Tanglewood/Overbrook Stormwater Improvements Grant (PW 71-14). BACKGROUND & ANALYSIS: On October 7, 2014, the Board authorized staff to begin negotiations with H&T Contractors as the lowest responsive/responsible bidder for the Tanglewood/Overbrook Stormwater Improvements project. The contract is now complete and staff is requesting authorization for the Chairman to sign. H&T Contractors was the lowest bidder at $401,621.50. The amount of the grant is $414,000. This awarded contract will encompass the rehabilitation and improvement to two separate stormwater management ponds. Work for both sites will include clearing and grubbing, demolition of old structures, new structures, fencing and landscaping. The entire contract can be viewed at <http://www.co.okaloosa.fl.us/pw_71-14.pdf> OPTIONS: Approve/Deny authorization for the Chairman to sign the contract with H&T Contractors for Tanglewood/Overbrook Stormwater Improvements Grant (PW 71-14). RECOMMENDATION: Staff recommends authorizing the Chairman to sign the contract with H&T Contractors for Tanglewood/Overbrook Stormwater Improvements Grant (PW 71-14). RECOMMENDED BY: APPROVED BY: John Hofstad, Interim County Administrator Packet Pg. 162 Packet Pg. 163 Packet Pg. 164 Packet Pg. 165 Packet Pg. 166  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: November 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Zan Fedorak SUBJECT: Award Contract for Pre-Engineered Metal Building (WS 82-14) DEPARTMENT: Purchasing BCC DISTRICT: All STATEMENT OF ISSUE: Seeking authorization for the Chairman to award contract for East County Re-Pump Project Pre-Engineered Metal Building (WS 82-14). BACKGROUND & ANALYSIS: On November 5, 2014 construction bids were opened for the East County Re-Pump Pre-Engineered Metal Building and four (4) bids were received. Jimmy Henderson II Construction was the lowest responsible/responsive bidder at $209,477. Staff requests Board approval to award the bid for the East County Re-Pump Pre-Engineered Metal Building to Jimmy Henderson II Construction Company. The price of the bid includes the complete fabrication, erection and installation of a 25’ x 45’ metal building, concrete foundation, lighting, access doors, heating, ventilating, and air conditioning and traveling bridge crane. OPTIONS: Approve/Deny award of the contract for the East County Re-Pump Pre-Engineered Metal Building to Jimmy Henderson II Construction Company. RECOMMENDATION: Staff recommends award of the contract for the East County Re-Pump Pre-Engineered Metal Building to Jimmy Henderson II Construction Company. RECOMMENDED BY: APPROVED BY: John Hofstad, Interim County Administrator Packet Pg. 167 Packet Pg. 168 Packet Pg. 169 Packet Pg. 170  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: November 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Zan Fedorak SUBJECT: Contract with Penn Credit Debt Collection (RFP 63-14) DEPARTMENT: Purchasing BCC DISTRICT: All STATEMENT OF ISSUE: Seeking authorization for the Chairman to sign contract with Penn Credit Debt Collection (RFP 63-14). BACKGROUND & ANALYSIS: Public Safety requested a solicitation for a collection agency for past due accounts. The request for proposals (RFP) was due on August 1, 2014 and five (5) proposals were received. On September 16, 2014 the Board approved negotiation with Penn Credit Debt Collection as the highest ranked firm meeting all requirements. A contract has been negotiated and is ready for Board approval and the signature of the Chairman. Staff requests approval of the contract with Penn Credit Debt Collection and authorization for the Chairman to sign. The term of the contract is from the date of execution and will continue through September 30, 2017 with two (2) renewals for one (1) year each. OPTIONS: Approve/Deny contract with Penn Credit Debt Collection and authorize the Chairman to sign contract. RECOMMENDATION: Staff recommends approval of contract with Penn Credit Debt Collection and authorize the Chairman to sign contract. RECOMMENDED BY: APPROVED BY: John Hofstad, Interim County Administrator Packet Pg. 171 Packet Pg. 172 Packet Pg. 173 Packet Pg. 174 Packet Pg. 175 Packet Pg. 176 Packet Pg. 177 Packet Pg. 178 Packet Pg. 179 Packet Pg. 180 Packet Pg. 181 Packet Pg. 182 Packet Pg. 183 Packet Pg. 184 Packet Pg. 185 Packet Pg. 186 Packet Pg. 187 Packet Pg. 188  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: November 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Zan Fedorak SUBJECT: Award Fuel Bid (FLT 03-15) DEPARTMENT: Purchasing BCC DISTRICT: All STATEMENT OF ISSUE: Seeking Approval to Award Fuel Bid to Mansfield Oil Company. (FLT 03-15) BACKGROUND & ANALYSIS: Purchasing and Fleet staff having been working together to secure a company to provide fuel services for all County maintained fuel facilities. On October 29, 2014 bids were received from eight (8) vendors. Staff has reviewed the bids and request to award to Mansfield Oil Company as the lowest responsible/responsive bidder. The intent of the proposed contract is to supply all County facilities with gasoline and diesel fuels for a period of three (3) years with the option to renew for two (2) additional one (1) year periods. OPTIONS: Approve/Deny award of a contract to Mansfield Oil Company to supply gasoline and diesel fuel. RECOMMENDATION: Staff recommends approval of contract to Mansfield Oil Company to supply gasoline and diesel fuel. RECOMMENDED BY: APPROVED BY: John Hofstad, Interim County Administrator Packet Pg. 189 Packet Pg. 190 Packet Pg. 191  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: November 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Zan Fedorak SUBJECT: Seeking Approval of Selectron Technologies, Inc. Contract DEPARTMENT: Purchasing BCC DISTRICT: All STATEMENT OF ISSUE: Seeking Approval of Selectron Technologies, Inc. Contract. BACKGROUND & ANALYSIS: Purchasing staff has been successful in securing a contract with Selectron Technologies, Inc. for the Growth Management Department. This contract is for an existing proprietary software which facilitates voice permitting and interactive voice response. This contract is part of the on-going effort to secure contracts for all software licensing and maintenance for more efficient payment and tracking capability. Staff request Board approval for the contract to be retroactive to October 1, 2014. The contract amount is within the signature threshold of the County Administrator and his signature will be obtained after the approval of the Board for the contract to be retroactive. OPTIONS: Approve/Deny for contract with Selectron Technologies, Inc. to be retroactive to October 1, 2014 RECOMMENDATION: Staff recommends approval of contract with Selectron Technologies, Inc. to be retroactive to October 1, 2014 RECOMMENDED BY: APPROVED BY: John Hofstad, Interim County Administrator Packet Pg. 192 Packet Pg. 193 Packet Pg. 194 Packet Pg. 195 Packet Pg. 196 Packet Pg. 197 Packet Pg. 198 Packet Pg. 199  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: November 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Zan Fedorak SUBJECT: Contract Amendment No. 2 with Sirsi Corporation DEPARTMENT: Purchasing BCC DISTRICT: All STATEMENT OF ISSUE: [PUR] Seeking Approval of Contract Amendment No. 2 with Sirsi Corporation (C08-1685-LIB). BACKGROUND & ANALYSIS: Staff requests Board approval of Amendment No. 2 for Sirsi Corporation contract. This amendment will add a quote (No. 72638, attached) into the existing contract. This amendment will add layers to the software which enhances customer friendly usability that allows interface with the e-book catalog. It will also provide an alternative to the existing cooperative software which is out-dated. This will be funded by a Florida state program grant which has already been received. Staff requests for the Board to approve the amendment to be retroactive to October 1, 2014 and authorize the Chairman to sign the amendment. OPTIONS: Approve/Deny for the Chairman to sign the amendment to the Sirsi contract and for it to be retroactive to October 1, 2014. RECOMMENDATION: Staff recommends approval of the Chairman to sign the amendment to the Sirsi contract and for it to be retroactive to October 1, 2014. RECOMMENDED BY: APPROVED BY: John Hofstad, Interim County Administrator Packet Pg. 200 Packet Pg. 201 Packet Pg. 202 Packet Pg. 203 Packet Pg. 204 Packet Pg. 205 Packet Pg. 206  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: November 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Jason Autrey SUBJECT: Florida Boating Improvement Program - City of Valparaiso DEPARTMENT: Public Works BCC DISTRICT: District 2 STATEMENT OF ISSUE: Consideration of a request from the City of Valparaiso for an allocation of $15,000.00 from the FY 2015 Florida Boating Improvement Fund for Lincoln Park launch improvements. BACKGROUND: The City of Valparaiso has requested the use of Florida Boating Improvement Funds for repairs to the Lincoln Park boat launch. Improvements include continued construction of a groin to the south side of the boat launch and boat docking areas. Project Agreement OKBP-1039 for FY 2015 has been prepared and requires execution by the Board of County Commissioners. The agreement has been approved and executed by the City Administrator, City Attorney and City Clerk of Valparaiso. The agreement was routed through the Contract & Lease Internal Coordination process and approved by Purchasing, Risk Management, and the County Attorney. These funds are available and can only be provided as reimbursements to the City once work is complete. OPTIONS: Approve/Disapprove appropriation of $15,000 in the Florida Boating Improvement Fund to the City of Valparaiso for FY 2015. RECOMMENDATIONS: Approve and authorize the Chairman to sign Project Agreement OKBP-1039 in the amount of $15,000.00 for FY 2015 with the City of Valparaiso for improvements at Lincoln Park. This Project Agreement (OKBP-1039) will expire one year from the execution date. RECOMMENDED BY: APPROVED BY: John Hofstad, Interim County Administrator Packet Pg. 207 Packet Pg. 208 Packet Pg. 209 Packet Pg. 210 Packet Pg. 211 Packet Pg. 212  September 10, 2014 Okaloosa County Attn: Mr. James Puckett, Resources Project Manager, CPSI 1759 S. Ferdon Boulevard Crestview, FL 32536 Dear Mr. Puckett: The city respectfully requests for our 2015 budget year a $15,000 Florida Boating Improvement Project Gran. This $15,000 will be utilized to continue with the improvements to the boat docking area where construction of a groin to the south side of the boat launch and dock area at Lincoln Park has been initiated. Thank you for your consideration of this matter and if I can be of any assistance, please call me at your convenience. Sincerely, Tammy Johnson, CMC City Clerk Packet Pg. 213 Packet Pg. 214 Lincoln Park Packet Pg. 215  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: November 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Jason Autrey SUBJECT: Florida Boating Improvement Program - Town of Cinco Bayou DEPARTMENT: Public Works BCC DISTRICT: District 2 STATEMENT OF ISSUE: Consideration of a request from the Town of Cinco Bayou for an allocation of $15,000.00 from the FY 2015 Florida Boating Improvement Fund for the Sea Way Street boat launch improvements. BACKGROUND: The Town of Cinco Bayou has requested the use of Florida Boating Improvement Funds for improvements to the Sea Way Street boat launch. Improvements include the expansion of the three (3) docks. Project Agreement OKBP-1040, for FY 2015, has been prepared and is presented to the Board of County Commissioners for consideration. The agreement has been approved and executed by the Acting Town Manager, Town Attorney and Acting Town Clerk of Cinco Bayou. Approval of the agreement has also been granted through the Contract & Lease Internal Coordination process by Purchasing, Risk Management and the County Attorney. Florida Boating Improvement Funds are only provided by way of reimbursement once the work is complete. OPTIONS: Approve/Disapprove appropriation of $15,000 in Florida Boating Improvement funds to the Town of Cinco Bayou for FY 2015 for Sea Way Street boat launch improvements. RECOMMENDATIONS: Approve and authorize the Chairman to sign the Project Agreement OKBP-1040 in the amount of $15,000.00 for FY 2015 with the Town of Cinco Bayou. Project Agreement (OKBP-1040) will expire one year from the date of execution. RECOMMENDED BY: APPROVED BY: John Hofstad, Interim County Administrator Packet Pg. 216 Packet Pg. 217 Packet Pg. 218 Packet Pg. 219 Packet Pg. 220 Packet Pg. 221 Packet Pg. 222 Packet Pg. 223  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: November 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Jason Autrey SUBJECT: Gulf Power Amended Underground Distribution Easement to Wild Willy's DEPARTMENT: Public Works BCC DISTRICT: 2 STATEMENT OF ISSUE: Gulf Power is requesting to amend an underground distribution easement for the electrical supply to Wild Willy's Adventure Zone on Okaloosa Island. BACKGROUND: DBR Entertainment Productions, LLC (DBR), has a lease with Okaloosa County on Okaloosa Island for a development project known as Wild Willy's Adventure Zone. This project has been ongoing since late 2012 and is nearing completion of Phase 1. Gulf Power has jurisdiction on Okaloosa Island to supply power to customers. Gulf Power has prepared an amended easement which will grant access across County owned property. Power will be supplied to Wild Willy's Adventure Zone via an underground distribution easement connecting power from the north right-of-way of Highway 98 to the south property line of land leased by DBR for the project known as Wild Willy's Adventure Zone. See attached sketch for the location of the proposed easement. Gulf Power encountered an obstruction on the original alignment of the power to the Wild Willy's Adventure Zone causing the need to amend the original underground distribution easement. OPTIONS: Approve/Disapprove execution of the amended easement to Gulf Power and authorization to record the Amended Underground Distribution Easement. RECOMMENDATIONS: Approve execution of the amended easement to Gulf Power and authorization to record the Amended Underground Distribution Easement. RECOMMENDED BY: APPROVED BY: Packet Pg. 224 John Hofstad, Interim County Administrator Packet Pg. 225 Approximate location of Wild Willy’s Gulf Power underground Adventure distribution easement Zone Packet Pg. 226 Packet Pg. 227 Packet Pg. 228 Packet Pg. 229  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: November 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Jason Autrey SUBJECT: Contract Renewal with the Florida Department of Corrections DEPARTMENT: Public Works BCC DISTRICT: All Statement of Issue: Approval of Contract Renewal for use of Inmate Services in County Parks. Background: In FY 2004, Okaloosa County entered into the first contract with Okaloosa County Correctional Institution (OCI) to provide inmate labor to support our Parks Department. By contracting with OCI to provide a Corrections Officer, we can utilize a prison inmate squad numbering up to five inmates, depending on availability, and provide additional labor at a low cost. These crews have been utilized county wide and they continue to provide additional manpower that has allowed us to finish projects in a timely manner. The existing contract is nearing expiration and a new contract (# WS954) has been prepared. The new contract is for one (1) year beginning March 12, 2015. The contract has a renewal option of one (1) additional one (1) year period. Cost of the contract renewal is $57,497.00 which is slightly lower than last year's amount. Funds for the contract renewal were identified in the Parks FY 2015 budget. Options: Approve/disapprove contract renewal with the Florida Department of Corrections. Recommendations: Approve contract renewal #WS954 with the Florida Department of Corrections and authorize Chairman to sign contract. RECOMMENDED BY: APPROVED BY: John Hofstad, Interim County Administrator Packet Pg. 230 Packet Pg. 231 Packet Pg. 232 Packet Pg. 233 Packet Pg. 234 Packet Pg. 235 Packet Pg. 236 Packet Pg. 237 Packet Pg. 238 Packet Pg. 239 Packet Pg. 240 Packet Pg. 241 Packet Pg. 242 Packet Pg. 243  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: November 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Zan Fedorak SUBJECT: Solicit Federal Lobbying Services (CAO 09-15) DEPARTMENT: Purchasing BCC DISTRICT: All STATEMENT OF ISSUE: Seeking authorization for a Request for Qualifications (RFQ) for Federal Lobbying Services. (CAO 09-15) BACKGROUND & ANALYSIS: Staff is requesting Board authorization to issue a RFQ for Federal Lobbying Services. This service has been performed by Alcalde & Fay, Ltd. under a contract which will expire on December 31, 2014. This RFQ will request submittals from qualified consulting firms or individuals for the provision of lobbyist services to represent the County in Washington, D.C. to secure funding for County projects. Lobbyist services will also include monitoring current federal legislation and the federal budget process and report any legislative events that may directly or indirectly impact the County. Review committee members will be; John Hofstad, Kay Godwin, and a commissioner as directed by the Board. OPTIONS: Approve/Deny of issuing a RFQ for Federal Lobbying Services. RECOMMENDATION: Staff recommends approval of issuing a RFQ for Federal Lobbying Services. RECOMMENDED BY: APPROVED BY: John Hofstad, Interim County Administrator Packet Pg. 244  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: November 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Ed Schroeder SUBJECT: FWC Artificial Reef Building Grant Agreement 13243 DEPARTMENT: Tourist Development Department BCC DISTRICT: ALL STATEMENT OF ISSUE: Request approval of the 2014-2015 Florida Fish and Wildlife Conservation Commission (FWC) Artificial Reef Construction Grant in the amount of $140,000 - FWC Agreement No. 13243. BACKGROUND: The County has determined that constructing artificial reefs will promote tourism by offering diving, snorkeling, and fishing activities. The FY 2014-15 budget includes $100,000 for Artificial Reef for Fishing Industry Support. The Florida Fish and Wildlife Conservation Commission (FWC) has awarded Okaloosa County $140,000 for the construction of two artificial reef systems within the Gulf of Mexico at two permitted nearshore artificial reef areas known as Fish Havens 13 and 14. The project will be utilizing Air Force Research Lab (AFRL) and Eglin AFB donated concrete target materials. The County will be matching the grant with $100,000 approved for artificial reefs during the budget process (account 1175-563753). OPTIONS: Approve or Disapprove RECOMMENDATION: Request approval of the 2014-2015 Florida Fish and Wildlife Conservation Commission (FWC) Artificial Reef Construction Grant in the amount of $140,000 - FWC Agreement No. 13243 and authorize the Chairman to sign the agreement and other grant documents as may be required during the term of the grant. RECOMMENDED BY: APPROVED BY: John Hofstad, Interim County Administrator Packet Pg. 245 Packet Pg. 246 Packet Pg. 247 Packet Pg. 248 Packet Pg. 249 Packet Pg. 250 Packet Pg. 251 Packet Pg. 252 Packet Pg. 253 Packet Pg. 254 Packet Pg. 255 Packet Pg. 256 Packet Pg. 257 Packet Pg. 258 Packet Pg. 259 Packet Pg. 260 Packet Pg. 261 Packet Pg. 262 Packet Pg. 263 Packet Pg. 264 Packet Pg. 265 Packet Pg. 266 Packet Pg. 267 Packet Pg. 268 Packet Pg. 269 Packet Pg. 270 Packet Pg. 271 Packet Pg. 272 Packet Pg. 273 Packet Pg. 274 Packet Pg. 275 Packet Pg. 276 Packet Pg. 277 Packet Pg. 278 Packet Pg. 279 Packet Pg. 280 Packet Pg. 281 Packet Pg. 282 Packet Pg. 283 Packet Pg. 284 Packet Pg. 285 Packet Pg. 286 Packet Pg. 287 Packet Pg. 288 Packet Pg. 289 Packet Pg. 290  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: November 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Ed Schroeder SUBJECT: Initiate Bidding Process for Artifical Reef Construction DEPARTMENT: Tourist Development Department BCC DISTRICT: ALL STATEMENT OF ISSUE: Request approval to issue a Bid Invitation for the deployment of donated materials for the construction of artificial reefs and appoint the following members of the review committee: Tourist Development Department Director, Coastal Management Coordinator, Marine Economic and Tourist Development Resource Coordinator, and a member of the Tourist Development Council (or a member of the Board of County Commissioners if so desired). The Purchasing Department will coordinate the process and serve as a facilitator for meetings of the review committee. BACKGROUND: The Florida Fish and Wildlife Conservation Commission (FWC) has awarded Okaloosa County $140,000 for the loading, transport, and placement within designated permitted artificial reef areas (Fish Havens 13 and 14) of donated clean concrete culverts, concrete, or concrete and steel military target materials from the Air Force Research Lab (AFRL) and Eglin AFB. The County will be matching the grant with $100,000 approved for artificial reefs, as well as an additional $75,000 available as a result of the BCC declining the deployment of the Tenneco vessel. OPTIONS: Approve or Disapprove RECOMMENDATION: Approve the issuance of a Bid Invitation for the deployment of donated materials for the construction of artificial reefs and appointment of the aforementioned members of the review committee. RECOMMENDED BY: APPROVED BY: John Hofstad, Interim County Administrator Packet Pg. 291  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: November 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Dino J. Villani SUBJECT: Okaloosa Island Fire District Interlocal Agreement DEPARTMENT: Public Safety BCC DISTRICT: STATEMENT OF ISSUE: Request approval of the interlocal agreement with Okaloosa Island Fire District to provide fire protection services to County-owned properties within the Okaloosa Island Service Area for an annual sum of $33,516. BACKGROUND: In 1993, the Board took action to pay the Okaloosa County Island Fire District for fire protection services provided to the properties owned by the County including the Boardwalk and more recently the Convention Center because these properties are exempt from the usual fire assessment fees the fire district would have collected to provide such services. The State Auditor General noted that the agreement to provide fire protection services was never memorialized in a written agreement. The Auditor General recommends the BCC have a written agreement to pay for these services. OPTIONS: Approve/Disapprove. RECOMMENDATIONS: Approve the interlocal agreement with Okaloosa Island Fire District. RECOMMENDED BY: APPROVED BY: John Hofstad, Interim County Administrator Packet Pg. 292 Packet Pg. 293 Packet Pg. 294 Packet Pg. 295 Packet Pg. 296 Packet Pg. 297 Packet Pg. 298 Packet Pg. 299  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: November 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Dino J. Villani SUBJECT: Harris Corporation Dispatch Console Agreement DEPARTMENT: Public Safety BCC DISTRICT: All STATEMENT OF ISSUE: Request Board approval to enter into service agreement with Harris Corporation for a 2-year period for the Maestro C3 Dispatch Radio Consoles. BACKGROUND: The Okaloosa County Department of Public Safety County Warning Point is responsible for the emergency call dispatch alerting and notification for 17 Fire Districts and Emergency Medical Services (EMS). The Okaloosa County Sheriff’s Office is responsible for the emergency call notification for the Sheriff’s Office staff. Dispatching for both entities is achieved by utilizing the Maestro C3 dispatch radio console equipment. This service agreement ensures our emergency dispatch radio hardware and software will be maintained in proper working condition, as well as providing support for any equipment malfunction. This agreement covers the ten (10) radio consoles utilized between the Department of Public Safety and the Okaloosa Sheriff’s Office. The annual rate schedule is $37,244.80 for the ten (10) consoles, thus the total cost of the contract is in the amount of $74,489.60. This agreement will be funded by budgeted Intergovernmental Communications Program (ICP) funds. OPTIONS: Approve/Disapprove. RECOMMENDATIONS: Approve the service agreement with Harris Corporation. RECOMMENDED BY: APPROVED BY: John Hofstad, Interim County Administrator Packet Pg. 300 Packet Pg. 301 Packet Pg. 302 Packet Pg. 303 Packet Pg. 304 Packet Pg. 305 Packet Pg. 306 Packet Pg. 307 Packet Pg. 308 Packet Pg. 309 Packet Pg. 310 Packet Pg. 311 Packet Pg. 312 Packet Pg. 313  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: November 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Dino J. Villani SUBJECT: TriTech Software Support Renewal DEPARTMENT: Public Safety BCC DISTRICT: All STATEMENT OF ISSUE: Request approval of the contract renewal with TriTech Software Systems to maintain software support for Computer Aided Dispatch (CAD) for County Warning Point Dispatch. BACKGROUND: The County Warning Point utilizes TriTech computer software for call entry and dispatch functions. The CAD software application is utilized to initiate public safety calls for service, dispatching and maintaining status for all emergency incidents involving Emergency Medical Services, Animal Services, and for 17 Fire Districts dispatched by the County Warning Point. The cost for the software support and maintenance for FY15 is $34,718.85. The software support cost is split 50/50 between budgeted general revenue and 911 funds. OPTIONS: Approve/Disapprove. RECOMMENDATIONS: Approve the contract renewal. RECOMMENDED BY: APPROVED BY: John Hofstad, Interim County Administrator Packet Pg. 314 Packet Pg. 315  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: November 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Jason Autrey SUBJECT: Reopen Contract C12-2004-PW and authorize final payment to the Town of Cinco Bayou DEPARTMENT: Public Works BCC DISTRICT: District 2 STATEMENT OF ISSUE: Request to reopen contract C12-2004-PW (OKBP-1036), which was inadvertently closed in January 2014, and authorize final payment to reimburse the Town of Cinco Bayou $30,000.00 through the Florida Boating Improvement Program Fund under project agreements OKBP-1036 and OKBP-1038. BACKGROUND: On January 21, 2014 the Board of County Commissioners approved the following two (2) requests from the Town of Cinco Bayou for funding from the Florida Boating Improvement Fund (FBIF) for improvements to the Sea Way Street Boat Launch: (1) Roll the $15,000.00 from the FY 2013 FBIF (contract C12-2004-PW (OKBP-1036)) to the FY 2014 funding period. (2) Request for an additional $15,000 from the FBIF for FY 2014 (contract C14-2029- PW (OKBP-1038)). After the roll-over request was approved by the Board of County Commissioners, the contract C12-2004-PW was inadvertently closed. The Town of Cinco Bayou has satisfied the documentation requirements for reimbursement of the repairs/improvements to the Sea Way Street Boat Launch and has requested reimbursement in the amount of $30,000.00. Funding for this work was to be provided through contracts C12- 2004-PW and C14-2029-PW. During the final payment review process, the Contracts & Grants Department discovered that contract C12-2004-PW (OKBP-1036) had been previously closed and would need to be reopened in order to process the payment request. Funds related to both contracts remain in place as part of the Florida Boating Improvement Fund. OPTIONS: Approve/disapprove reopening contract C12-2004-PW (OKBP-1036) with the Town of Cinco Bayou and approve final payment in the amount of $30,000 from the Florida Boating Improvement Fund to the Town of Cinco Bayou under project agreements OKBP-1036 and OKBP-1038. RECOMMENDATIONS: Approve reopening contract C12-2004-PW (OKBP-1036) with the Town of Cinco Bayou and approve final payment in the amount of $30,000 from the Florida Boating Improvement Fund for improvements made to Sea Way Street Boat Launch to the Town of Cinco Bayou under project agreements OKBP-1036 and OKBP-1038. Packet Pg. 316 RECOMMENDED BY: APPROVED BY: John Hofstad, Interim County Administrator Packet Pg. 317  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: January 21, 2014 TO: Honorable Chairman and Members of the Board FROM: John Hofstad SUBJECT: Florida Boating Improvement Program - Town of Cinco Bayou DEPARTMENT: Public Works BCC DISTRICT: 2 STATEMENT OF ISSUE: A request has been received from the Town of Cinco Bayou requesting an allocation of $15,000.00 from the FY14 Florida Boating Improvement funds. The funds are for the Sea Way Street boat launch improvements. BACKGROUND: A request from the Town of Cinco Bayou has been received for the use of Florida Boating Improvement funds for the following repairs to the Sea Way Street boat launch: repair the access to the boat launch with new under-laying and resurfacing, replacement of deteriorating decking on the catwalks as well as expanding its width, and repair boat ramp pads. The Town of Cinco Bayou received $15,000.00 in funds for FY13 (Agreement Number OKBP- 1036). The Town has asked that these funds be rolled over and combined with the requested FY14 funding of $15,000.000 for a total of $30,000.00. The rollover of funding for one (1) year is consistent with County procedures. These funds are paid on a reimbursement basis only. Project Agreement OKBP-1038 for FY14 has been prepared and requires execution by the Board of County Commissioners. The agreement has been approved and executed by the Town Manager, Town Attorney, and Town Clerk of Cinco Bayou. The agreement was routed through the Contract & Lease Internal Coordination process and approved by Purchasing, Risk Management, and the County Attorney. OPTIONS: Approve/Disapprove appropriation of $15,000 in Florida Boating Improvement funds for the Town of Cinco Bayou for FY14. RECOMMENDATIONS: Approve and authorize the Chairman to sign Project Agreement OKBP-1038 in the amount of $15,000.00 for FY14 for the Town of Cinco Bayou. Approve the $15,000.00 funded for FY13 to roll over and be combined with the FY14 funding for a total of $30,000.00. This Project Agreement (OKBP-1038) will expire one year from its execution date. RECOMMENDED BY: Packet Pg. 318 APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 319 Packet Pg. 320 Packet Pg. 321 Packet Pg. 322 Packet Pg. 323 Packet Pg. 324 Packet Pg. 325 Packet Pg. 326 Packet Pg. 327 Packet Pg. 328 Packet Pg. 329 Packet Pg. 330 Packet Pg. 331 Packet Pg. 332 Packet Pg. 333 Packet Pg. 334 Packet Pg. 335 Packet Pg. 336 Packet Pg. 337 Packet Pg. 338 Packet Pg. 339 Packet Pg. 340 Packet Pg. 341 Packet Pg. 342 Packet Pg. 343 Packet Pg. 344 Packet Pg. 345 Packet Pg. 346 Packet Pg. 347 Packet Pg. 348 Packet Pg. 349 Packet Pg. 350 Packet Pg. 351 Packet Pg. 352 Packet Pg. 353 Packet Pg. 354 Packet Pg. 355 Packet Pg. 356 Packet Pg. 357 Packet Pg. 358 Packet Pg. 359 Packet Pg. 360 Packet Pg. 361 Packet Pg. 362 Packet Pg. 363 Packet Pg. 364 Packet Pg. 365 Packet Pg. 366 Packet Pg. 367 Packet Pg. 368 Packet Pg. 369 Packet Pg. 370 Packet Pg. 371 Packet Pg. 372 Packet Pg. 373 Packet Pg. 374  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: November 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Jason Autrey SUBJECT: Okaloosa County Maintained Road Maps DEPARTMENT: Public Works BCC DISTRICT: All Districts STATEMENT OF ISSUE: The roads that are shown on the attached maps have been maintained for many years by Okaloosa County. In order for the county to make legal claim to roads that aren't deeded, maps such as these must be accepted by the Board of County Commissioners and recorded in the records of the Clerk of the Circuit Court of Okaloosa County in accordance with Florida Statute 95.361; Roads presumed to be dedicated. BACKGROUND: Roads depicted on the attached maps are a collection of deeded, platted and use and maintenance roadways. All roadways depicted herein are a part of the routine maintenance program executed by Public Works. In order to comply with Florida Statute 95.361; Road presumed to be dedicated, the maps must be signed by the Chairman of the Board and the Clerk of the Circuit Court and filed in the office of the Clerk of the Circuit Court of Okaloosa County. OPTIONS: Approve/Disapprove the certification and filing of the attached maps to comply with Florida Statute 95.361; Roads presumed to be dedicated. RECOMMENDATION: Approve the certification and filing of the attached maps to comply with Florida Statute 95.361; Roads presumed to be dedicated. . RECOMMENDED BY: APPROVED BY: John Hofstad, Interim County Administrator Packet Pg. 375  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: November 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Jason Autrey SUBJECT: Appointment of TPO Representatives DEPARTMENT: Public Works BCC DISTRICT: All STATEMENT OF ISSUE: With the seating of new Commissioners and a recent reapportionment of sitting members of the Okaloosa-Walton Transportation Planning Organization, the Board of County Commissioners is requested to select four (4) of the sitting Commissioners to serve as representatives for Okaloosa County. BACKGROUND: The Okaloosa-Walton Transportation Planning Organization (TPO) is the local, intergovernmental transportation policy board for Okaloosa and Walton counties in Florida. The board is comprised of local government officials who make decisions regarding transportation at the regional level. The Okaloosa-Walton TPO is required by federal and state legislation to establish a continuing, cooperative and comprehensive planning process. The TPO also works to increase safety, security, accessibility, mobility and connectivity for people and goods. The TPO meets approximately every other month and Okaloosa County is allotted four (4) sitting council members to serve as representatives. Staff is seeking the appointments by the Board of County Commissioners so that the West Florida Regional Planning Council (the state entity responsible for managing the TPO) can prepare an orientation for all members. The orientation is scheduled for the next TPO meeting; November 21st, at the Destin City Hall Annex. REQUEST: Provide staff with the four (4) appointed County Commissioners to serve as representatives for Okaloosa County on the TPO. RECOMMENDED BY: APPROVED BY: John Hofstad, Interim County Administrator Packet Pg. 376  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: November 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Kay Godwin SUBJECT: Update on Risk Assessment DEPARTMENT: Human Resources BCC DISTRICT: STATEMENT OF ISSUE: Staff Update on Risk Assessment BACKGROUND: The following information is provided to update the Board of County Commissioners on action taken by the county in response to recommendations made by Carr, Riggs & Ingram (CRI) in their 2013 review of entity-wide internal controls, fraud risk assessment and overall risk assessment. This report is not intended to outline every change made by the county following a former employee’s fraudulent actions that prompted an agency-wide review of policies, controls and financial activities, but rather to focus on the implementation of specific recommendations made in the CRI report. To aid in the detection and prevention of fraud, the Board of County Commissioners adopted a formal Anti-Fraud policy that addresses investigation protocols and provides guidance on reporting known or suspected fraud to the appropriate authorities. Fraud awareness and ethics training, including warning signs of fraud and what to do if fraud is suspected, has been provided to BCC employees, including executives, managers and employees at all levels. County Commissioners and the County Administrator not only endorsed, but also attended this training, setting a positive tone at the top. In addition, the fraud reporting feature on the county’s web site is currently being updated to further enhance the public’s ability to report tips anonymously. The total number of credit cards issued to BCC employees has been reduced, the card rules have been revised, new controls have been implemented and updated training provided to credit card holders. Further, Purchasing policies and procedures are being reviewed and updated, to include standardized procedures regarding returned materials. As a fraud prevention and detection control, the county is considering an amendment to their annual leave policy that would require key employees to take an annual vacation that lasts at least one week while another employee performs their duties during this time. Further, two additional security cameras have been added to the Water and Sewer inventory building and inventory cycle counts are performed weekly throughout the year. In addition, the Airport has purchased and implemented a software program designed for the tracking and billing of airport fees and leases. Information Technology (IT) is currently implementing upgrades to enhance disaster recovery and redundancy efforts. In addition to internal security measures, systems and networks follows Packet Pg. 377 Microsoft best practices on share and file permissions. In order to address additional controls, risks and security recommendations, additional funding for an updated comprehensive IT risk assessment will be required in addition to funding a position responsible for security and networking. These appropriations will be requested in the next budget planning cycle. Some of the recommendations in the CRI report related specifically to the operations of the Clerk’s Office. The Clerk hired Mr. Samuel Scallan as Director of Internal Auditing in January 2014. He recently provided the following information relative to actions taken by the Clerk’s office following the CRI audit recommendations. Mr. Scallan is currently developing a formal risk assessment and work plan, and he has conducted internal audits of BCC functions including both surprise cash counts and routine inventory counts. He advised that policies and procedures for the billing and collection of revenues are being established by the Finance Department. Once finalized, BCC departments will develop or revise operationally specific policies and procedures that are consistent with the overall policies. Mr. Scallan noted that compensating controls had been implemented in the accounts payable section of the Clerk’s office to compensate for insufficient staff levels. While on-going assessment activities and additional monitoring have been recommended in every recent audit of county activities (e.g. Auditor General, Warren Averett, CRI), budgetary appropriations have been insufficient to fully implement the recommendations. Some of these activities are best suited for contracted projects through consultants and outside experts, while others would be best performed by additional in-house staff. CRI recommended selection of an overall coordinator for the fraud risk assessment for the BCC. Many other counties staff this function through a centralized office of management and budget working under the county administrator, or often, an assistant county administrator. A new BCC position of compliance officer, reporting to the County Administrator, was included in the fiscal year 2014 budget appropriations; however, that position was never filled and has since been eliminated from the current budget. Three factors that contributed to the elimination of that position were: 1) the Clerk’s hiring of a new Director of Internal Auditing; 2) the lack of adequate staff to oversee the compliance function; and 3) an overall lack of financial resources, making a vacant administrative position an easy target to help balance the budget. Historically, the county has maintained a lean administrative staffing profile. The CRI report provided a “big-picture” assessment of the county’s financial and structural processes, “a jumping off point for finding solutions to existing problems.” In addition to the changes that have already been made, staff is evaluating the options and costs of engaging an independent third party to conduct an enterprise-wide control risk assessment, a management tool that assists in measuring the effectiveness of controls in place and recommends areas where strengthening of controls are needed. This would include a specialized tool or methodology the county would use moving forward to identify high risk areas and evaluate control risks on an annual and on-going basis, in conjunction with internal reviews and auditing functions of both the clerk and the county. Using an independent third party to conduct this assessment would Packet Pg. 378 provide another layer of objectivity, independence and transparency. Meanwhile, BCC staff suggests a modification to the CRI 5-year audit plan as identified on the grid below, and as stated earlier, Mr. Scallan is completing an independent risk assessment for purposes of establishing his annual work plan. Internal audits will be conducted by the Clerk’s internal auditing staff, or may be conducted by an external firm through contract. In summary, 75% of the CRI recommendations have either been completed or are in the process of implementation. The remaining items will require additional funding and assistance of outside consultants/contractors. Review of fraud and control risks should not be a one-time exercise. Enhanced organizational structure and additional resources towards a more centralized focus on financial management and accountability are warranted in order to provide a stronger emphasis on controls and accountability. Suggested 5-Year Audit Plan by Department Department 2014-2015 2015-2016 2016-2017 2017-2018 2018-2019 Airports X X Corrections X County Administrator X Court Services X Extension Services X Facility Maintenance X Fleet Operations X X Growth Management X X Human Resources X Information Systems X X Law Library X Library Co-op X Public Safety X Public Works X X Purchasing X X Risk Management X Tourist Development X Veterans Services X Water & Sewer X X *Elder Services X *Public Transit X *PAWS X *Non-county departments OPTIONS: Provided as an informational update to the Board. Packet Pg. 379 RECOMMENDATIONS: Provide direction to staff as desired. RECOMMENDED BY: APPROVED BY: John Hofstad, Interim County Administrator Packet Pg. 380  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: November 18, 2014 TO: Honorable Chairman and Members of the Board SUBJECT: Gulf Coast Consortium Appointment STATEMENT OF ISSUE: At the conclusion of his term, Commissioner Parisot’s seat on the Gulf Consortium will become vacant. In order to ensure continuity and continued presence by Okaloosa County on this consortium, staff requests consideration and appointment of at least one Commissioner to the vacant seat. RECOMMENDATION: Staff recommends Board appoint one primary and one alternate Commissioner to serve on the Gulf Consortium. Packet Pg. 381  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: November 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Rick Owen SUBJECT: Legislative Priorities for 2015 DEPARTMENT: County Administrator BCC DISTRICT: All STATEMENT OF ISSUE: Staff requests Board direction on proposed list of priorities for State legislative action and potential funding opportunities for Okaloosa County. BACKGROUND: Attached is a list of staff-developed legislative priorities for Board consideration for FY 2015. A listing of potential State funding opportunities is included for Board consideration as well. ANALYSIS: Once our State legislative and funding list is finalized, it should be sent to our delegation. OPTIONS: Provide staff direction. RECOMMENDATIONS: Reach consensus on local legislative issues and funding opportunities and provide staff direction. RECOMMENDED BY: APPROVED BY: John Hofstad, Interim County Administrator Packet Pg. 382 State Legislative Issues - Draft • Support legislation to amend Section 403.0893 F.S. to provide authorization for stormwater utilities to charge and collect fees from all beneficiaries to include non- profits, schools, churches, etc. of the stormwater utility system. • Support legislation in favor of Self-Performing Construction Projects. The current legislation is transparent and does not need to be changed. If we desire to perform a construction project with our own crews valued at over $300,000, we need to have a Public Meeting to gain Board Approval after proving that self-performance is in the public’s best interest. We can perform the project faster, better, and more economical that contracting it out, in which contractors add markup, profit, per diem, etc. and the quality is often compromised by cutting corners. From year to year, there is proposed legislation that would prohibit self-performance of projects. Such a change to the current legislation would not be in the public’s best interest. • Support legislation allowing Strategic Intermodal Systems (SIS) funds to be used on roads and other transportation facilities not designated in the SIS network if the improvement relieves congestion on the SIS. • Support legislation that would provide an equitable share of State DMV drivers licenses with the counties who are providing the drivers license services via the County Tax Collector offices • Support continued State Aid to Libraries • Support State funding of derelict vessel removal and the Boating Improvement Fund program. • Support legislation that reduces County jail expenses by setting the amount paid by Counties to medical providers for health care services for inmates and arrestees at no higher than the established Medicare rate plus 10%; the same rate as currently charged by the State Department of Corrections. • Support reimbursement to counties for overcharges for juvenile detention costs. Okaloosa County’s overcharges are approximately $3.1 million. • Oppose any legislation or rule that would change juvenile detention cost share assessment as determined by the recent DOAH order • Support legislation that would have DJJ assuming responsibility for all secure juvenile detention – predisposition or otherwise • Support increased funding for core mental health and substance abuse programs. Increased funding may improve early identification, intervention, and treatment of mental illness. Having effective mental health programs should also decrease populations in State prisons and County jails and juvenile detention, as well as homelessness and the costs associated with these programs. • Oppose any legislation that would increase the amount of time that a defendant would spend in custody before being placed on pre-trial release • Oppose any legislation that would limit a defendant’s qualifications for pretrial release supervision or otherwise weaken pretrial services programs • Support the continuation of Coordinated Transportation Disadvantaged system and to avoid costly duplication of TD Systems Packet Pg. 383 • To enhance and maintain the independence of the state’s five water management districts. Northwest Florida is facing totally different issues than South Florida related to water supply • Oppose the Competitive Consultants Negotiations Act (CCNA). The current system is working great and does not need to be changed. Right now, we select the most qualified consultant for each particular project, and then negotiate to come to terms. If that were changed to make it price based, we could be severely affected by having to hire less-than- qualified engineering firms to perform critical infrastructure projects. To do this would be making the engineering profession a commodity • Support legislation that would exempt sales taxes on commercial leases, phased out over a 4-to-5 year period. • Support legislation to reauthorize existing statewide enterprise zone incentive programs [currently due to sunset in June 2015] • Support changes to 125.0104 F.S. to allow counties to use a portion of bed taxes for additional uses in the tourism special districts, e.g., for increased law enforcement needs related to tourism, infrastructure projects like sidewalks, stormwater and road repairs, and other discretionary needs as approved by County Board of Commissioners. • Support the continuation of a dedicated state funding resource for beach renourishment and a significant increase in statutory funding level for beach projects as part of Amendment 1 implementing legislation. Packet Pg. 384 State Funding Opportunties – Draft • PJ Adams expansion and improvements: The four lane widening project, specifically from Highway 85 to Interstate 10. • Lake Silver Park: Installation of playground, swimming, and camping areas near the creek. • Widening of Highway 85 from current four lanes to six lanes, north from Duke Field off- ramp to PJ Adams. • Shoal River Off-line Reservoir & Water Treatment Plant: future water supply to the area; conjunctive use of water supply. • CIP Lift Station & Force Main Replacement/Upgrade: Posture Bob Sikes Industrial Park for future growth. • Bob Sikes WRF absorption bed expansion from .345 MGD to 1 MGD: expand effluent disposal capacity to better posture for growth. • Bob Sikes Airport (CEW) expansion: add 45,000 square foot hangar; utilities; 7,000 square foot office space; 150 parking stalls. Packet Pg. 385