Okaloosa County BOCC — March 4, 2014 — reading text

SHIP Amendment 1 C14-2115-GM DEPARTMENT: Growth Management BCC DISTRICT: All STATEMENT OF ISSUE: Amend the State Housing Initiatives Partnership (SHIP) Okaloosa Agreement number C14-2115-GM with the Okaloosa Community Development Corporation. (CDC) BACKGROUND: Through the SHIP program, the State of Florida allocates funds to cities and counties to be used to help economically challenged households achieve affordable housing. These funds must be spent in accordance with the local communities' Local Housing Assistance Plans. A community may administer the SHIP program in-house, or can contract the services to an outside agency. The County and Okaloosa Community Development Corporation entered into Agreement number C-14-2115-GM on November 5th, 2013. This Amendment changes staff contact information and will allow the County to pay Okaloosa CDC for properly invoiced and documented work directly rather than seek reimbursement, allowing for funds to be drawn down more effectively. No local funds are required for SHIP program administration. OPTIONS: Approve or not approve the Amendment 1 to Agreement. RECOMMENDATIONS: Staff recommends that the Board of County Commissioners approve and authorize the Chairman to sign Amendment 1 to Agreement with Okaloosa Community Development Corporation. RECOMMENDED BY: Packet Pg. 408 APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 409 Packet Pg. 410 Packet Pg. 411 Packet Pg. 412 Packet Pg. 413  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: March 4, 2014 TO: Honorable Chairman and Members of the Board FROM: Ed Schroeder SUBJECT: Emergency Agreement for Beach Cleaning Services DEPARTMENT: Tourist Development Department BCC DISTRICT: ALL STATEMENT OF ISSUE: This agenda item requests Board ratification of the Emergency Agreement for Beach Cleaning Services (#C14-___-TDD) entered into by and between the County and Sandman, LLC. BACKGROUND: The County’s Public Works Department has been cleaning approximately 9 miles of beach on Okaloosa Island and in Destin since November of 2013. These services have been provided during the “off season.” However, with Spring Break beginning on March 1st the County does not currently have the ability to adequately perform these services without acquiring additional labor and equipment. There is an immediate need to provide the necessary resources to make certain that the beaches are adequately cleaned and maintained for our visitors. Otherwise, the County runs the risk of alienating our visitors with the likelihood that they will not return to our tourist destination, which could result in great economic loss to the County. At its February 18th meeting, the Board voted to enter into an emergency agreement with Sandman, LLC for the emergency provision of beach cleaning services. Pursuant to Section H of the County’s Purchasing Manual, the County entered into the attached Agreement through the emergency procurement process. The Agreement is for a 60-day term ending on April 30, 2014. Total compensation is $86,388.25 plus reimbursable disposal costs not to exceed $6,500, for a grand total of $92,888.25. OPTIONS: Ratify the emergency agreement. Do not ratify the emergency agreement. RECOMMENDATIONS: Ratify the emergency agreement. RECOMMENDED BY: Packet Pg. 414 APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 415 Packet Pg. 416 Packet Pg. 417 Packet Pg. 418 Packet Pg. 419 Packet Pg. 420 Packet Pg. 421 Packet Pg. 422 Packet Pg. 423 Packet Pg. 424 Packet Pg. 425 Packet Pg. 426 Packet Pg. 427 Packet Pg. 428 Packet Pg. 429 Packet Pg. 430 Packet Pg. 431 Packet Pg. 432 Packet Pg. 433 Packet Pg. 434 Packet Pg. 435 Packet Pg. 436 Packet Pg. 437 Packet Pg. 438 Packet Pg. 439  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: March 4, 2014 TO: Honorable Chairman and Members of the Board FROM: Ed Schroeder SUBJECT: [TDD] Approval to negotiate Emerald Coast Convention Center catering RFP DEPARTMENT: Tourist Development Department BCC DISTRICT: All STATEMENT OF ISSUE: The Board of County Commissioners is requested to approve the negotiation of a contract for catering services at the Emerald Coast Convention Center with the ARAMARK corporation. BACKGROUND: On December 17, 2013, the Tourist Development Department received permission from the Board to issue an RFP for catering services at the Emerald Coast Convention Center. A proposal review committee was at that time also established, consisting of: Bill Leaman, Convention Center general manager; Ed Schroeder, Executive Director, Tourist Development Department; Rick Owen, County Administrator's Office; Jack Allen, Purchasing; and Commissioner Nathan Boyles. Four (4) bids were received in response to the RFP and were opened on Friday, January 17, 2014 at 4:00pm. The bids were dispersed to the review committee members. The review committee met on Friday February 14th. Jack Allen was replaced by Zan Fedorak, the new Purchasing manager. Although part of the review committee, the purchasing representative does not evaluate the responses, only facilitates the process. ARAMARK corporation received the highest ranking based on the review committee members' scores. OPTIONS: Approve, Disapprove RECOMMENDATION: Approve the request to move forward with negotiation of contract for catering services at the Emerald Coast Convention Center with the ARAMARK corporation. RECOMMENDED BY: Packet Pg. 440 APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 441 Packet Pg. 442 Packet Pg. 443  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: March 4, 2014 TO: Honorable Chairman and Members of the Board FROM: Jeff Littrell SUBJECT: Final Payment - Main Island Pump Station Temporary Shoring DEPARTMENT: Water and Sewer BCC DISTRICT: District 5 STATEMENT OF ISSUE: Staff requests BCC approval of the Final Contract Payment Request for the completion of the Temporary Shoring Contract # C12-1979-WS, with Construction Services Company of Florida, Inc. for the Main Island Pump Station Project. Background: At their regular scheduled meeting on August 7, 2012, the BCC awarded Contract # C12-1979-WS to the Construction Services Company of Florida for temporary shoring, dewatering and excavation services associated with the Main Island Pump Station Replacement Project. OCWS self-performed the rest of the work on the project, including installation of a new 30 feet deep wet well and associated pumps, piping, and controls. The new lift station replaced the 35 year old aging and undersized dry well/wet well pump station and serves the entire Okaloosa Island Service Area. The Notice to Proceed was issued on September 24, 2012, and all work was completed prior to the established contract final completion date of December 23, 2012. Processing of final payment was delayed due to a claim by Construction Services’ dewatering subcontractor (F&W Construction Company/ Burns Dewatering) for damage that occurred to onsite equipment during the dewatering process. The claim was recently resolved and a notarized Release of Lien was obtained for the project. All required contract close-out documents have been fully executed and submitted with the final payment request. Approval of final payment has been provided from Constantine Engineering, Engineer-of-Record for the Project. The Final Invoice is attached for your review, along with the Contract Closeout Checklist and other supporting documentation. There are 2 additional issues with this final payment that staff needs to disclose. First, the warranty period is supposed to be 12 months following the final payment, per the Contract Close-Out Checklist. It has actually been approximately 14 months since the contract work was completed. The work was completed on time (by 12/23/2012) and with great success. Because of extenuating circumstances (osprey made a nest in their crane, which couldn't be moved from the site; and a claim that has now been settled), we are requesting that the final payment be made without extending the warranty another 12 months. Second, the performance and payment bond was originally made out for $156,700, when it should have been for $206,700. This error occurred almost 2 years ago in part because the total contract amount ($206,700) is above the base bid ($156,700). Staff is also requesting the final payment be made without re-issuing a bond. We feel that a bond is not needed at this point because the contract work was completed approximately 14 months ago with no problems. Staff has consulted the County Attorney on these two issues, and he concurs with the above solution. Packet Pg. 444 OPTIONS: Approve or deny. RECOMMENDATIONS: Staff recommends BCC approval of Final Contract Payment Request as attached to Construction Services Company of Florida, Inc. in the amount of $19,835.00 for Contract # C12-1979-WS. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 445 Packet Pg. 446 Packet Pg. 447  Construction Services Company of Florida, Inc. Project Title: Temp Shoring Main Island Pump Station Project Number WS 42-12 Purchasing Contract No. C12-1979-WS Expires: 11-23-2012 12/23/2012 4150- TOTAL 411-2051100 563331 COST 5% Amount Date Check Inv# Cost to date Withheld Paid Paid Number 1 196,700.00 196,700.00 (9,835.00) 186,865.00 11/20/12 1301247 2 10,000.00 10,000.00 9,835.00 19,835.00 3 - - - 4 - - - 5 - - - 6 - - - 7 - - - 8 - - - 9 - - - 10 - - - 11 - - - 206,700.00 206,700.00 - 206,700.00 Contract Total 206,700.00 Change Order #1 Change Order #2 Change Order #3 Change Order #4 New Contract Total 206,700.00 Balance to finish w/o retainage - Packet Pg. 448 Packet Pg. 449 Packet Pg. 450 Packet Pg. 451 Packet Pg. 452 Packet Pg. 453 Packet Pg. 454 Packet Pg. 455 Packet Pg. 456 Packet