Okaloosa County BOCC — September 2, 2014

Agenda Okaloosa County Board of Commissioners Tuesday, September 2, 2014– 6:00 PM Crestview Courthouse I. County Administrator's Update II. Commissioner's Minute III. Public Comments Related to Current Agenda IV. Public Hearing 1. [GM] LPA 03-14 T-A-R, LLC – Pg. 6 2. [GM] Change to Land Development Code – Beekeeping – Pg. 36 3. [PW] Public Hearing to vacate a portion of Gibson Road – Pg. 41 V. Visitor 1. Kate W. Daniel, Regional Planner I , West FL Regional Planning Council to present the map of Rural County Road Needs for the FDOT Rural Work Program for comment from the Board. – Pg. 48 2. Linda Sumblin, Executive Director, CareerSource Okaloosa Walton, to present the Inter-local agreement for renewal. – Pg. 53 VI. Consent Agenda 1. [AP] Request approval of final payment for the Michael Koran Lease at DTS – Pg. 65 2. [CAO] Request approval of a Resolution submitted by Surety Land Title of Florida, LLC for an Okaloosa Island Leasehold Conversion. – Pg. 70 3. [CAO] Request approval of minutes for the July 10th Brooks Bridge Workshop, July 14th Budget Workshop, July 15th Executive Session, July 15th Regular Meeting and July 22nd Budget Workshop. – Pg. 73 4. [CAO] Approval of Budget Resolutions & Transfers – Pg. 116 5. [CAO] Request approval of the Board on payment of contract invoice from Matrix Design Group – Pg. 126 Revised: 8/28/2014 8:36 AM Page 1 of 5 Regular Meeting (North) Agenda September 2, 2014 6. [CAO] Per Florida Statute 136.06, a link to warrants is provided for Board information and review – Pg. 136 7. [CAO] Staff requests Board approval to complete actions necessary to secure a booth at the Northwest Florida Tri-County Fair – Pg. 137 8. [GM] Request approval of letter authorizing appropriate staff to serve as NTD Program Managers – Pg. 138 9. [IS] Request approval of purchase of a Disk Backup solution from Catalogic under Florida State Contract 250-000-09-1 in the amount of $75,162.68 from United Data Technologies. – Pg. 140 10. [IS] Request approval of the Cox Communications PRI Commercial Services Agreements. – Pg. 142 11. [LIB] Notification of intent to apply for State Aid to Libraries grant FY2014-2015 – Pg. 165 12. [Non BCC] Request approval of a Public Event Permit for a 5K Road Race, to be held Saturday, October 18, 2014, from 5:00pm - 7:00pm along Santa Rosa Blvd in Fort Walton Beach, sponsored by the Northwest Florida Track Club – Pg. 213 13. [Non BCC] Request approval of a Public Event Permit for an intersection charitable collection - "Tootsie Roll Drive", to be held September 26th, 27th and October 4th, 2014 with rains dates October 10th, 11th, and 18th at various intersections in the Fort Walton Beach area, sponsored by Knights of Columbus, Council #4444. – Pg. 216 14. [Non BCC] Request approval of a Public Event Permit for Closing the Gate on Drugs 5K Race September 27, 2014. 7:00 a.m. to 11:00 a.m. – Pg. 219 15. [Non BCC] Request approval of a Public Event Permit for a 5K Walk & Race November 15, 2014 7:00 a.m. to 9:30 a.m. along White Point Road. – Pg. 222 16. [PW] Request Approval of SCS Engineers - Task Order 45 Funding Transfer – Pg. 225 17. [PW] Request approval of a Special Event Permit to utilize Shalimar / Port Dixie Park on Saturday, October 4, 2014 for a community block party to be held from 3:30 to 8:30 p.m., sponsored by Shalimar United Methodist Church – Pg. 230 18. [PW] Request approval of Requisition R1401978 awarded to Contech Engineering for being the lowest bidder for the amount of $67,101.96 – Pg. 233 19. [PW] Request the granting of an underground distribution easement to Gulf Power for the electrical supply to Wild Willy's Adventure Zone on Okaloosa Island – Pg. 235 20. [PW] Request approval of final payment in the amount of $58,084.21 to Gulf Atlantic Constructors, Inc. for the Marler Park Boat Parking & Exhibit Pad Project – Pg. 254 Okaloosa County Board of Commissioners Page 2 Printed 8/28/2014 Regular Meeting (North) Agenda September 2, 2014 21. [PUR] Requesting approval for contract negotiations with HDR Engineering, Inc. for the Foy Shaw Parkway Development Project (PW 68-14). – Pg. 271 22. [PUR] Requesting approval for contract negotiations with HDR Engineering, Inc. for the PJ Adams Parkway Development Project (PW 67-14). – Pg. 274 23. [PUR] Purchasing seeks authorization from the Board to auction surplus items. – Pg. 277 24. [PUR] Requesting approval of TestAmerica Laboratories, Inc. Contract Renewal and Amendment #1. (C95-0124-WS) – Pg. 280 25. [PUR] Seeking Approval of Contract with Air Transport Information Technology (IT) Services for Northwest Florida Regional Airport (NWFRA) and authorization for the Chairman to sign. – Pg. 283 26. [TDD] Request approval for Chairman to sign contract renewal with Horizons for Beach Park Bathroom Cleaning. – Pg. 297 27. [TDD] TDD is apprising the Board of the use of Promotional Reserves – Pg. 307 28. [WS] Request Approval of Annual Write Off of Accounts Deemed Uncollectible. – Pg. 309 29. [WS] Request approval of Skyetech Lease Renewal (Unit D) – Pg. 313 VII. Department Business A. John Hofstad/Public Works 1. Request approval of and authorize the Chairman to execute an Interlocal Agreement with the Walton County for the maintenance of County Line Road. District: 1 – Pg. 325 2. Request approval of an Addendum to the Joint Use Agreement between Okaloosa County School Board and Okaloosa County BCC for Baker Park, located at the corner of Charlie Day Road and Highway 4. – Pg. 330 3. Request approval to solicit quotes for the replacement of the Boundary Fence between El Matador Condo and Eglin Air Force Property – Pg. 343 B. Elliot Kampert/Growth Management 1. Request approval of the Appointment of Jeremy Stewart as District 3 Representative to the Board of Adjustments – Pg. 354 2. Request approval of letter of support for proposed Sylvania Heights Environmental Research Project – Pg. 355 Okaloosa County Board of Commissioners Page 3 Printed 8/28/2014 Regular Meeting (North) Agenda September 2, 2014 C. Jeff Littrell/Water & Sewer 1. Request approval of and authorize the Chairman to execute Task Order 11 with Constantine Engineering for FY2015 Sunshine State One-Call of Florida (SSOCOF) Services. – Pg. 357 2. Request approval of and authorize the Chairman to execute Task Order 12 with Constantine Engineering for FY2015 Subsurface Utility Engineering (SUE) Services. – Pg. 366 D. Ed Schroeder/Tourist Development 1. Request approval for Chairman to sign Task Order 147 “FY15 SMP Leisure Print Packages Pass-Through Costs” in the amount of $400,676. – Pg. 374 2. Request approval for Chairman to sign Task Order 149 “FY15 SMP Leisure Online Packages Pass-Through Costs” in the amount of $555,874. – Pg. 413 3. Request approval for Chairman to sign Task Order 150 “FY15 SMP Co-op Packages Pass-Through Costs” in the amount of $201,515. – Pg. 429 4. Request approval for Chairman to sign Task Order 151 “FY15 SMP Groups Packages Pass-Through Costs” in the amount of $110,235. – Pg. 472 5. Request approval for Chairman to sign Task Order 152 “FY15 SMP Meetings & Conventions Packages Pass-Through Costs” in the amount of $100,000. – Pg. 509 6. Request approval for payment in advance to iMap Multimedia for 33% of project total plus the first year’s annual license fee for event space presentation software costs for the Emerald Coast Convention Center. – Pg. 528 E. Sunil Harman/Airports 1. Request approval of Stipulation and Settlement of pre-petition claims for American Airlines – Pg. 535 F. Donald Turner/Facility Maintenance 1. Requests BCC approval of Change Order 14-04 to the D-B Contract for the new Okaloosa County Administration Building. Dist: 2 – Pg. 541 2. Requests BCC approval to Transfer the Remaining Renovation Project Budget to the Sheriff's Budget to Offset Costs Associated with the Renovation. Dist: 4 – Pg. 579 Okaloosa County Board of Commissioners Page 4 Printed 8/28/2014 Regular Meeting (North) Agenda September 2, 2014 3. Requests BCC approval of the Site Survey Expense for the New SO Building. Dist: 4 – Pg. 589 G. Kay Godwin/Risk Management 1. Request Approval of Human Resources Policy Manual Updates – Pg. 592 VIII. 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 5 Printed 8/28/2014  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: September 2, 2014 TO: Honorable Chairman and Members of the Board FROM: Elliot Kampert SUBJECT: LPA 03-14 T-A-R, LLC DEPARTMENT: Growth Management BCC DISTRICT: 3 RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 6  GIS ANALYSIS RESULTS Date: 5/14/2014 Project: 02-2N-24-0000-0001-0000 Permit: 377126-BCC-2014 and LPA 03-14 Property Address: LOCATED OF POINT CENTER RD, CRESTVIEW, FL Previous Zoning Change: NO Proposed FLU Change: LDR Acres: 211.05 Zoning: RR FLU: RR 1990 FLU: RLDR & AG-2 Fire District: NORTH OKALOOSA Commissioner District: 3 Census Tract: 20600 Soil Type: 6 – Dorovan – nearly level, very poorly drained soils that are organic – usually in freshwater swamps or drainage ways. 12 –Lakeland sand – 0 to 5% slope, excessively drained, permeability is rapid, the available water capacity is very slow, and runoff is slow. 23 – Troup Sand – 0 to 5% slopes, well drained 24 – Troup Sand, 5 to 8% slope, well drained uplands soil 25 – Troup Sand – 8 to 12 percent slopes, well drained soil 37 –Bonifay Sand – 5 to 8% slope, well drained, permeability is rapid in the surface and subsurface layer, landfills or septic tanks should have limitations Wind Zone: Below the 140mph Flood Zone: X 500 Year Flood Plain Map Number: 12091CO 235 & 255H Storm Surge Area: No Urban Development Area: No Water Efficient Area: No Wells: None Packet Pg. 7 Environmental Data: None Historical Data: None Wetlands: Uplands & Wetlands Water and Sewer: OCWS Within 3 mile of an Airport: NO Packet Pg. 8  ATTACHMENT - A 02-2N-24-0000-0001-0000 BLACKWATER RIVER STATE FOREST GARDEN CITY BAKER CRESTVIEW HOLT SUBJECT PROPERTY Legend : Roads Location Map Packet Pg. 9  ATTACHMENT - B 02-2N-24-0000-0001-0000 0 TATE 1 R S INTERSTATE 10 INTE POINT CENTER RD RHETT ENZOR RD SUBJECT PROPERTY Legend Parcel Lines Aerial Photo : Packet Pg. 10  ATTACHMENT - C 02-2N-24-0000-0001-0000 TIKELL DR T E 10 A RST INTE INTERSTATE 10 SINGLE FAMILY 0.331189 MUNICIPAL 7.029773 VACANT NO AG ACREAGE TIMBERLAND 3 65.489735 9.991938 POINT CENTER RD 40.36867 TIMBERLAND 4 TIMBERLAND 4 RHETT ENZOR RD 57.801191 26.120852 PASTURELAND 2 29.553791 NO AG ACREAGE 64.114756 IMPROVED AG 268.107304 TIMBERLAND 4 VACANT 15.540465 9.654555 WATER MNGT/STATE 280.467788 NO AG ACREAGE 27.671164 Existing Land Use Map : Packet Pg. 11  ATTACHMENT - D 02-2N-24-0000-0001-0000 CRESTVIEW AT E 10 RST INTERSTATE 10 INTE GARRETT PIT RD D ORR POINT CENTER RD N Z E SUBJECT PROPERTY E TT RH RR AG CON WATER FR Legend RR AG CON Future Land Use Map : Packet Pg. 12  ATTACHMENT - E 02-2N-24-0000-0001-0000 C TIKELL DR AT E 10 RST INTERSTATE 10 INTE LDR GARRETT PIT RD POINT CENTER RD SUBJECT PROPERTY AG-2 RLDR PL Legend : Rural Low Density Residential (RLDR) Agricultural -2 (AG-2) Future 1990 Land Use Map ) Packet Pg. 13  ATTACHMENT - F 02-2N-24-0000-0001-0000 CRESTVIEW TIKELL DR AT E 10 RST INTERSTATE 10 INTE RR POINT CENTER RD RHETT ENZOR RD LDR RR AG CON SUBJECT PROPERTY WATER FR Legend LDR RR AG CON Proposed Future Land Use Map : Packet Pg. 14  ATTACHMENT - G 02-2N-24-0000-0001-0000 LDR ORD#: 9825 LDR From: AG-2 ARENA RD AG ORD#: 826 MU From: LDR ORD#: 825 DENISE DR CRESTVIEW From: UMU R EGAN D 0 INTERST TATE 1 AT E 10 RS INTE AN T IO CH RD POIN AG TAGCENTER RD ORD#: 505 ORD#: 331 From: RR From: RR RR AG SUBJECT PROPERTY CON FR WATER Legend : RR 1 Mile FLU Map CON LDR Packet Pg. 15  ATTACHMENT - H 02-2N-24-0000-0001-0000 LDR CRESTVIEW EGAN DR AT E 10 T E RST IN AN T IO CH RD POINT CENTER RD SUBJECT PROPERTY RD Z OR E N TT RR HE R AG CON FR WATER Legend RR AG CON Eglin Enchroachment Zone Future Land Use Map : Packet Pg. 16  02-2N-24-0000-0001-0000 EAGLE DR R-1 A ARENA RD CRESTVIEW MU R D Y RR E S BE R-2 RA AN R-1 EGAN DR TI VE O CH EA E 10 RD INTERSTATE 10 AT PPL RST INTE C-1 BA R D CRA R POINT CENTER RD SUBJECT PROPERTY N ZO TE HET R RR AA INST WATER EGLIN AFB : Legend CRESTVIEW CITY LIMITS AA R-1 A RR R-2 C-1 Zoning Map R-1 Packet Pg. 17 Packet Pg. 18 Packet Pg. 19 Packet Pg. 20 Packet Pg. 21 Packet Pg. 22 Packet Pg. 23 Packet Pg. 24 Packet Pg. 25 Packet Pg. 26 Packet Pg. 27 Packet Pg. 28 Packet Pg. 29 Packet Pg. 30 Packet Pg. 31 Packet Pg. 32 Packet Pg. 33 Packet Pg. 34 Packet Pg. 35  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: September 2, 2014 TO: Honorable Chairman and Members of the Board FROM: Elliot Kampert SUBJECT: Change to Land Development Code - Beekeeping DEPARTMENT: Growth Management BCC DISTRICT: All PUBLIC HEARING: Consideration of a request for changes to the Land Development Code (LDC) submitted by the Department of Growth Management revising Chapter 2, Section 2.21.00 “Accessory Uses and Structures”, Subsection 10 “Livestock; Poultry; Beekeeping.” This is the first of two public hearings, the second hearing will be held September 16, 2014. STAFF FINDINGS: Chapter 2 “Zoning Regulations” was substantially re-written and the revisions approved in May, 2010, including those regulations regarding livestock, poultry, and beekeeping. Since that time the Legislature amended Section 586.10 of the Florida Statutes (FS) to read, in pertinent part, as follows. The authority to regulate, inspect, and permit managed honeybee colonies and to adopt rules on the placement and location of registered inspected managed honeybee colonies is preempted to the state through the department and supercedes any related ordinance adopted by a county, municipality, or political subdivision thereof. Section 586.045, FS, further states as follows. Each beekeeper having honeybee colonies within the state shall apply to the department, on forms supplied by the department, for certificates of inspection and registration, and for annual renewal on the anniversary date of the registration. An application for renewal postmarked after the anniversary date shall be accompanied by a $10 late filing fee. This means that the regulation of beekeeping is essentially reserved unto the Florida Department of Agriculture which trumps county and city zoning regulations. The proposed change to Chapter 2 is intended to promote consistency with state law and avoid potential misreading of the county’s zoning regulations regarding beekeeping. PUBLIC COMMENT/OPPOSITION: None to date. PLANNING COMMISSION: The Planning Commission voted unanimously to recommend approval at a public hearing held August 14, 2010. MILITARY REPRESENTATIVE: No comment. STAFF POSITION: Staff supports the requested changes to the Land Development Code. RECOMMENDATION: It is recommended that the Board consider the facts presented herein, the Planning Commission recommendation, as well as any other facts that may be presented at the public hearing, and then make a final decision at the September 16, 2010 public hearing. Packet Pg. 36 RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 37 Packet Pg. 38 Packet Pg. 39 Packet Pg. 40  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: September 2, 2014 TO: Honorable Chairman and Members of the Board FROM: John Hofstad SUBJECT: Public Hearing - To vacate a portion of Gibson Road in Baker Fl. DEPARTMENT: Public Works BCC DISTRICT: 3 STATEMENT OF ISSUE: David and Janet Price, as agent on behalf of land owners adjacent to Gibson Road is petitioning the Board of County Commissioners to vacate a portion of Gibson Road, which is a dirt road that is maintained by Okaloosa County Road Department and owned through use and maintenance. BACKGROUND: Mr. David Price is petitioning the Board of County Commissioners to vacate a portion of Gibson Road adjacent to property owned by him and the parties he represents. The vacation request is for the prescriptive right-of-way and more particularly that portion of Gibson Road lying in the SE 1/4 of the SW 1/4 and SW 1/4 of the SE 1/4 of Section 25, Township 4 North, Range 25 West, also that portion lying in the West 1/2 of the NE 1/4 and the East 1/2 of the NW 1/4 of Section 36, Township 4 North, Range 25 West, of Okaloosa County, Florida. The requested area for vacation is the southerly 3/4 of a mile of Gibson Road. The majority of the land adjacent to the county road is agriculture land and owned primarily by Mr. Dale Gibson who farms both sides of the roadway vacation request. The petitioner requests that all stipulations be removed except the stipulation that the county reserve for itself and any and all licensed utility companies a full width utility easement in the entire portion of the right-of-way vacated. See attached aerial photo for reference. OPTIONS: Approve/Disapprove a request to vacate right-of-way. RECOMMENDATIONS: Approve as requested by Mr. David and Janet Price to vacate that portion of Gibson Road (South .75 mile). RECOMMENDED BY: Packet Pg. 41 APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 42 Packet Pg. 43 Packet Pg. 44  Portion of road requested to be vacated, approx. .75 mi. Packet Pg. 45  RESOLUTION NO. 14 - ________ WHEREAS, the Board of County Commissioners of Okaloosa County, Florida, desires to vacate their interest in that portion of Gibson Road lying within that portion of Section 25, T-4-N, R-25-W and that portion of Section 36, T-4-N, R-25-W, and being more particularly described as follows: That portion of Gibson Road lying in the SE ¼ of the SW ¼ and SW ¼ of the SE ¼ of Section 25, T-4-N, R-25-W, also that portion lying in the W ½ of the NE ¼ and the E ½ of the NW ¼ of Section 36, T-4-N, R-25-W, of Okaloosa County, Florida. WHEREAS, the Board has considered the same and heard the proposal in detail. NOW THERFORE BE IT RESOLVED by the Board of County Commissioner of Okaloosa County, Florida, that the aforementioned portion of Gibson Road be vacated and returned to the adjacent landowners. 1. 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. DULY PASSED AND ADOPTED by the Board of County Commissioners of Okaloosa County, Florida in the regular session this 2nd day of September, 2014. BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA ____________________________________ Charles K. Windes, Jr., Chairman ATTEST: DON W. HOWARD CLERK OF CIRCUIT COURT By:__________________________________ Deputy Clerk Packet Pg. 46 Packet Pg. 47  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: September 2, 2014 TO: Honorable Chairman and Members of the Board FROM: Kate W. Daniel, Regional Planner I , West FL Regional Planning Council SUBJECT: Visitor - Rural County Road Needs/FDOT Rural Work Program STATEMENT OF ISSUE: The Board is requested to review and comment on the attached map of rural county needs submitted by the Public Works Department. Identified projects will be submitted to FDOT as part of the Rural Work Liaison Program. If no comments are received, the list of projects will be submitted to FDOT as presented BACKGROUND: The West Florida Regional Planning Council (WFRPC) serves as a liaison between FDOT and the rural portions of Okaloosa County not represented by a Transportation Planning Organization (TPO). The purpose of the FDOT Rural Work Program is to receive input into the development of FDOT’s Five Year Work Program. FDOT works annually with agencies, local governments and the public to update the Five Year Transportation Work Program. The FDOT selects the highest priorities based on local input and available funding and prepares the tentative work program for approval by the State Legislature each year. The Rural Work Program Liaison receives input and comments from rural areas on desired road projects and communicates comments back to the FDOT District 3 Work Program Staff. Ideally, state road projects like resurfacing, intersection improvements, on-going maintenance and bridge replacements can be programmed into the FDOT Five Year Work Program for future funding. Sidewalks, multi-use trails and other safety and enhancement projects can also be considered for funding. Also attached is a map of scheduled FDOT Work Program FY 2015-2019 projects in the rural areas of the County. RECOMMENDATION: Review and comment on the attached list of transportation improvements needed in the rural area of Okaloosa County. If no comments are received, the attached list of rural road projects will be submitted to FDOT. Packet Pg. 48 From: Daniel, Kate To: Roland Sims Subject: Rural Work Program presentation to BCC Date: Wednesday, July 30, 2014 9:18:20 AM Mr. Sims, I’m Kate Daniel with the West Florida Regional Planning Council and I am working on the rural work program this summer (Christy Johnson worked on this program in the past). I am requesting to present the FDOT Rural Work Program to the Board of County Commissioners. Is it possible to be added to the agenda for the September 2nd meeting? Thank you, Kate Kate W. Daniel Regional Planner I West Florida Regional Planning Council 4081 E. Olive Road, Suite A Pensacola, FL 32514 P: 850.332.7976 x245 F: 850.637.1923 NOTICE: Email communications to or from West Florida Regional Planning Council employees are considered to be public records. Florida's public records law requires these communications be made available to the public and media upon request. (Florida Statutes, Chapter 119) Packet Pg. 49  RESURFACING NEEDS PAVING/RESURFACING NEEDS MAP MAP ROAD FROM TO LENGTH (ft) Estimated Cost ROAD FROM TO LENGTH (ft) Estimated Cost ID ID 1 Ludlum Rd Steel Mill Creek Rd SR 85 11,433 $399,000 6 Millside Road SR 85 Steelmill Creek Rd 17,000 $591,900 2 Steel Mill Creek Rd CR 393 2nd Ave 26,986 $940,000 7 Dairy Rd Georgia Ave Holloway Rd 7,978 $400,000 3 T E Rogers Rd New Ebenezer Rd Alabama State Line 6,970 $242,700 8 Earl Campbell Road Highway 85 Begin of Pavement 9,840 $375,000 4 New Ebenezer Rd T E Rogers Rd Alabama State Line 15,640 $544,600 9 Stokes Road New Ebenezer Rd State Line 6,840 $198,000 5 Johns Rd Cooper Ln Hardy Adams Rd 2,833 $98,600 10 Thomas Road SR 85 State Line 8,864 $404,000 63,862 11 Old River Rd Holloway Rd Faulk Ferry 726 $100,000 TOTAL $2,224,900 (12.1 miles) 51,248 TOTAL $2,068,900 (9.7 miles) SIDEWALK NEEDS MAP ROAD FROM TO LENGTH (ft) ID 6,983 12 New Ebenezer Rd Within Laurel Hill City Limits (1.3 miles) Rural Work Program Requests by Okaloosa County 2014 - 2015 Sidewalks Resurfacing Paving/Resurfacing MPA Boundary Municipality # Map ID ® 0 0.5 1 2 0 0.5 1 2 Miles Miles August 26, 2014 RWP_Requests_Okaloosa2014.mxd Packet Pg. 50  Florida Department of Transportation Five Year Work Program, FY 2015 - 2019 Rural Okaloosa County Map # FM# Project Name Work Type Year Total Project Cost 1 2202572 SR 4 Add Right Turn Lane(s) 2015 $300,000 2 4276491 SR 10 (US 90) Intersection (Modify) 2015 $1,600,000 3 4298761 SR 189 Add Turn Lane(s) 2015 $1,500,000 4 4328281 SR 4 Bridge Replacement 2019 $15,900,000 5 4339101 Steel Rd Bridge Replacement 2019 $3,900,000 6 4269691 SR 10 (US 90) Resurfacing 2017 $4,200,000 Packet Pg. 51  FDOT Five Year Work Program, FY 2015 - 2019, Rural Okaloosa County Map ID FM# Project Name From To Work Type 1 2202572 SR 4 At CR 189/Galliver Cutoff Add Right Turn Lane(s) 2 4276491 SR 10 (US 90) At SR 4 Intersection (Modify) 3 4298761 SR 189 At 14th Street Add Turn Lane(s) 4 4328281 SR 4 Over Blackwater River Bridge #570033 Bridge Replacement 5 4339101 Steel Rd Over Penny Creek Bridge #574013 Bridge Replacement 6 4269691 SR 10 (US 90) Summertime Dr W of SR 4 Resurfacing ! ( Add Turn Lane(s) Resurfacing ! R ! ( Intersection Bridge Replacement Map ID MPA Boundary Municipalities ® # 0 0.5 1 2 Miles June 19, 2014 FDOT_WorkProgram_Okaloosa2014.mxd Packet Pg. 52  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: September 2, 2014 TO: Honorable Chairman and Members of the Board FROM: Linda Sumblin, Executive Director, CareerSource Okaloosa Walton SUBJECT: Visitor - CareerSource Okaloosa Walton The Workforce Development Board of Okaloosa and Walton Counties hereby presents the Inter- local agreement for renewal. Packet Pg. 53 From: Sue Berntsen To: Roland Sims Cc: Linda Sumblin Subject: BCC meeting agenda request Date: Tuesday, August 19, 2014 4:40:44 PM Importance: High Good afternoon, Roland ~ CareerSource Okaloosa Walton Executive Director Linda Sumblin needs to be on the Sept 2, 2014 BCC agenda to present the Inter-local agreement for renewal. I will forward materials at a later date. Thank you! Please note my new email address: sberntsen@careersourceow.com Sue Berntsen CareerSource Okaloosa Walton                               109 8th Avenue Shalimar, FL 32579 850-651-2315 x201 Fax: 850-651-3165 www.careersourceokaloosawalton.com This message may contain information that is Confidential or is "FOR OFFICIAL USE ONLY" and is intended to be delivered only to the named addressee(s). If you have received this information in error, please immediately notify the sender and obtain instructions as to the disposal thereof. Under no circumstances shall this material be shared, retained, or copied by anyone other than the named addressee. Packet Pg. 54  INTERLOCAL AGREEMENT BETWEEN OKALOOSA COUNTY BOARD OF COUNTY COMMISSIONERS AND WALTON COUNTY BOARD OF COUNTY COMMISSIONERS **** FOR THE PERIOD August, 2014--- June 30, 2016 Packet Pg. 55  Okaloosa and Walton Counties Interlocal Agreement This Agreement made and entered into between the Counties of Okaloosa and Walton, of the State of Florida, Witness that- WHEREAS, the State of Florida's Workforce Florida, Inc. also referred to as the State Workforce Board, was created by the Florida Legislature in the Workforce Innovation Act of 2000 to replace the Florida Jobs and Education Partnership Board, created in 1994, and to merge state and local WAGES Coalition Boards into the state and local Workforce Boards, and WHEREAS, the State of Florida’s Workforce Florida, Inc. has been designated by the Governor to design and direct Florida’s workforce development strategy; and; WHEREAS, in accordance with the Workforce Investment Act of 1998 there shall be established in each local area of a State, and certified by the Governor of the State, a local Workforce Investment Board, to set policy for the portion of the statewide investment system within the local area; and WHEREAS, in accordance with Chapter 2012-29 L.O.F., amended s. 445.007 (1) F.S. (Regional Workforce Boards Accountability Act) outlining local Workforce Board composition; WHEREAS, the State Workforce Board has chartered the Okaloosa Walton Jobs and Education Partnership DBA CareerSource Okaloosa Walton to design, coordinate, and direct local workforce development strategies which are consistent with Florida's workforce development initiative; and WHEREAS, this agreement formally designates Okaloosa and Walton Counties as a two-county Workforce Region; and WHEREAS, the governing body of each of the parties to this Agreement desires that its county be included in this regional workforce development initiative to avail its citizens of the benefits of Florida's workforce development strategy; WHEREAS, the parties to this agreement have created the Okaloosa Walton Jobs and Education Partnership DBA CareerSource Okaloosa Walton that will comply with the requirements of both federal and state legislation to undertake workforce development initiatives for the two counties of this workforce Region; and 2 Packet Pg. 56  WHEREAS, it is the responsibility of the local chief elected officials of the Boards of County Commissioners to appoint members from their counties in accordance with this Agreement to meet the federal and state legislative requirements for a local Workforce Board and, WHEREAS, the governing bodies of each county of the local workforce region have come together to form the Okaloosa Walton Jobs and Education Partnership Regional Board (DBA) CareerSource Okaloosa Walton to carry out its separate and independent functions therein in a coordinated and cooperative fashion. NOW, THEREFORE, BE IT RESOLVED THAT THE PARTIES HERETO AGREE AS FOLLOWS: 1. ESTABLISHMENT OF THE OKALOOSA WALTON JOBS AND EDUCATION PARTNERSHIP (DBA) CAREERSOURCE OKALOOSA WALTON There is hereby established a multi-jurisdictional arrangement (hereinafter called the "Okaloosa Walton Jobs and Education Partnership Regional Board” (DBA) CareerSource Okaloosa Walton among all the parties hereto for the express purpose of collectively carrying out the individual responsibilities of each party to this Agreement under the Workforce Investment Act of 1998, the Workforce Innovation Act of 2000 , Chapter 2012-29 L.O.F., amended s. 445.007 (1) F.S. (Regional Workforce Boards Accountability Act); and other applicable federal and state legislation and regulations. The Okaloosa Walton Jobs and Education Partnership Regional Board (DBA) CareerSource Okaloosa Walton shall consist of at least 29 voting members. The Chairmen of the Boards of County Commissioners of Okaloosa and Walton Counties shall serve or appoint an individual to serve as a liaison to CareerSource Okaloosa Walton. 2. PARTIES TO THIS AGREEMENT Each of the parties to this Agreement is a County of the State of Florida and as such is a general purpose political subdivision which has the power to levy taxes and expend funds, as well as general corporate and police powers. The governing body of Okaloosa County is its Board of County Commissioners and the governing body of Walton County is its Board of County Commissioners. 3. GEOGRAPHICAL AREAS TO BE SERVED BY THIS AGREEMENT The geographical area to be served by this Agreement is the combined geographical area of each of the two member counties who are parties to this Agreement serving Okaloosa and Walton Counties. 3 Packet Pg. 57 4. POPULATION AREAS TO BE SERVED The population to be served within the two county area covered by this Agreement is estimated at 250,000 based upon projections of the U.S. Census Bureau. 5. DUTIES AND RESPONSIBILITIES OF THE OKALOOSA WALTON JOBS AND EDUCATION PARTNERSHIP REGIONAL BOARD (DBA) CAREERSOURCE OKALOOSA WALTON a. Perform the duties and responsibilities required as Region 02, one of the 24 designated workforce boards in Florida b. Develop the local Workforce Investment Plan and any modification(s) to the Plan and submit to the local elected officials for approval and in partnership submit approved plans and modifications to the Governor, c. Administer federal and state employment and training services d. Ensure universal access for workforce services for the residents and businesses of Okaloosa and Walton Counties e. Ensure compliance with all federal, state, and local legislation, regulations and policies f. Provide periodic updates and copies of the Annual Audit to the Boards of County Commissioners of each county g. Perform any other appropriate duties necessary for the accomplishment of and consistent with the purposes of this agreement and Florida’s workforce development initiatives 6. COMPOSITION AND APPOINTMENT OF THE OKALOOSA-WALTON JOBS AND EDUCATION PARTNERSHIP REGIONAL BOARD (DBA) CAREERSOURCE OKALOOSA WALTON MEMBERS The entity established pursuant to this agreement, as established in accordance with Section I of this Agreement and shall be called the Okaloosa Walton Jobs and Education Partnership Board (DBA) CareerSource Okaloosa Walton. The membership of the local board shall be consistent with Public Law No. 105-220, Title I, s. 117(b), Workforce Investment Act, and Workforce Innovation Act of 2000; Chapter 2012-29 L.O.F., amended s. 445.007 (1) F.S. (Regional Workforce Boards Accountability Act); and as follows: a. Representatives of business in the local area, who (I) are owners of businesses, chief executives or operating officers of businesses, and other business executives or employers with optimum policy making or hiring authority; 4 Packet Pg. 58  (II) represent businesses with employment opportunities that reflect the employment opportunities of the local area; and (III) are appointed from among individuals nominated by local business organization and business trade associations b. Representatives of local educational entities, including representatives of local educational agencies, local school boards, entities providing adult education and literacy activities, and postsecondary educational institutions (including representatives of community colleges), selected from among individuals nominated by regional or local educational agencies, institutions, or organizations representing such local educational entities; c. Representatives of organized labor organizations, nominated by local labor federations, or other representatives. Workforce Innovation 2000 requires a minimum of three (3) representatives from Organized Labor. d. Representatives of community-based organizations (including organizations representing individuals with disabilities and veterans) e. Representatives of economic development agencies, including private sector economic development entities; and f. Representatives of each of the one-stop partners A majority of the membership must be private sector representatives. Members of the board that represent organizations, agencies, or other entities shall be individuals with optimum policymaking authority with the organizations, agencies or entities. The composition of the membership must generally reflect the racial, gender, and ethnic diversity of the community as a whole. Members shall be appointed for fixed and staggered terms and serve until their successors are appointed Any vacancy in the membership of the Okaloosa Walton Jobs and Education Partnership Regional Board (DBA) CareerSource Okaloosa Walton shall be handled in the same procedural manner as the original appointment. Any member appointed to fill the remaining time of the unexpired term of an outgoing member shall be appointed to only the remaining time of the unexpired term. Any member of the Okaloosa Walton Jobs and Education Partnership Regional Board (DBA) CareerSource Okaloosa Walton may be removed for cause in accordance with procedures established by the Okaloosa Walton Jobs and Education Partnership Regional Board (DBA) CareerSource Okaloosa Walton. In the event a member is removed for cause, CareerSource Okaloosa Walton will notify the Board of County Commissioners which appointed the member. All local CareerSource Okaloosa Walton members appointed to the Board must agree to comply with Florida Government in the Sunshine Law, Conflict of Interest Disclosure, and Financial Disclosure requirements. 5 Packet Pg. 59 The attached Table I contains the minimum required representation for appointments to the Okaloosa Walton Jobs and Education Partnership Regional Board (DBA) CareerSource Okaloosa Walton: Representing Okaloosa Walton At Large Total Private Sector 5 5 5 15 Economic Development 1 1 2 Educational Entities 1* 1 Postsecondary Educational 1 1 Institution/Community College Vocational Rehabilitation 1 1 Senior Community Service 1 1 Employment Program Department of Housing Urban 1 1 Development Community Services Block Grant 1 1 Department of Children and Family 1 1 Services Private Education Institution 1 1 Organized Labor 2 2 Community Based Organization 1 1 Serving Veterans Community Based Organization 1 1 Serving Disabled TOTAL VOTING MEMBERS 6 7 16 29 *Will Rotate Designation on an annual basis 7. DESIGNATION OF CHIEF LOCAL ELECTED OFFICIAL (CLEO): As required by federal and state legislation, this Agreement will designate the Chief Local Elected Official (CLEO) for 2014-2016 as the Chairman of the Walton County Board of County Commissioners or his/her designee and will then will alternate between the two counties for subsequent years for the duration of this agreement. In this capacity, the CLEO is designated as the official signatory authority for both counties for the purpose of executing jointly approved documents required for the administration of the Okaloosa Walton Jobs and Education Partnership. Copies of all such signatures and documents will be provided to all other parties to the agreement in an expeditious manner. 8. NO LOCAL FUNDS REQUESTED OF COUNTIES No funds are being requested from the treasuries of any of the parties to this Agreement for the workforce development initiatives; it being the intent thereof that all funding of the workforce development initiatives and the Board shall be accomplished entirely by 6 Packet Pg. 60 grants and funds available pursuant to workforce development initiative programs. CareerSource Okaloosa Walton serves as the Fiscal Agent and Grant Recipient for federal and state workforce funds allocated to the workforce region. 9. DURATION OF AGREEMENT This Agreement shall replace an existing agreement in effect from the period date of the Agreement approved by both parties through June 30, 2016 and remain in effect for the geographical area identified herein from the date of approval through June 30, 2016 unless it is replaced by a new Interlocal Agreement. 10. EFFECTIVE DATE This Agreement shall be effective on the date the Agreement is approved by both parties, whichever event occurs last. 11. SIGNATURES Evidence of approval of this Agreement by both Boards of County Commissions of Okaloosa and Walton Counties is indicated by the signature of the authorized parties. 7 Packet Pg. 61  SIGNATURE PAGE FOR OKALOOSA COUNTY INTERLOCAL AGREEMENT August, 2014 – June 30, 2016 __________________________________________ ______________________ Charles K. Windes, Jr., Chairman Okaloosa County Board of County Commissioners Date 8 Packet Pg. 62  SIGNATURE PAGE FOR WALTON COUNTY INTERLOCAL AGREEMENT August, 2014 – June 30, 2014 __________________________________________ ______________________ Commissioner William “Bill” Chapman, Chairman Walton County Board of County Commissioners Date 9 Packet Pg. 63  SIGNATURE PAGE FOR Okaloosa Walton Jobs and Education Partnership Regional Board (DBA) CareerSource Okaloosa Walton INTERLOCAL AGREEMENT August, 2014 – June 30, 2014 __________________________________________ ______________________ Pamela A. Tedesco, Chairman Date CareerSource Okaloosa Walton 10 Packet Pg. 64  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: September 2, 2014 TO: Honorable Chairman and Members of the Board FROM: Sunil Harman SUBJECT: Koran Lease Final Payment DEPARTMENT: Airport BCC DISTRICT: All STATEMENT OF ISSUE: A proposed final payment in the amount of $3,600.00 for the Michael Koran Lease at the Destin/Ft. Walton Beach Airport is being presented to the Board of County Commissioners for approval. BACKGROUND: On November 19, 2009 the Board approved the Michael Koran Lease for the Airport to lease a building located at 1197 Airport Road, Destin, owned by Mr. Koran for use by the Department of Airports for administrative office space and airfield maintenance equipment storage. The property is no longer needed by the Department of Airport. The final payment form is attached and the lease will expire on November 30, 2014. OPTIONS: Approve, Reject or Table. RECOMMENDATIONS: It is Staff's recommendation that the Board approve this final payment request as described above. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 65 Packet Pg. 66 Packet Pg. 67 Packet Pg. 68 Packet Pg. 69  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: September 2, 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. 70 Surety Land Title of Florida, LLC 4100 S Ferdon Blvd - B3, Crestview, FL 32536 850-423-4613 office 850-423-0542 fax September 2, 2014 Ernie Padgett County Administrator Okaloosa County, Florida Re: Leasehold/Fee Simple Conversion Surety Land Title of Florida, LLC hereby presents for the Board’s consideration at the September 2, 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. 71  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 P. Merryman Lot 220, Block 5, Santa Rosa Island, according to map or plat thereof as recorded in Plat Book 2, Page 84, of the Public Records of Okaloosa County, Florida. Patricia Boshell Wilson Lot 37, Block F, Holiday Isle, Unit 5, according to the plat thereof recorded in Plat Book 4, Page 39, of the public records of 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. 72  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: September 2, 2014 TO: Honorable Chairman and Members of the Board FROM: Teresa Ward, BCC Deputy Clerk SUBJECT: Approval of BCC Meetings Minutes The minutes for the July 10th Brooks Bridge Workshop, July 14th Budget Workshop, July 15th Executive Session, July 15th Regular Meeting and July 22nd Budget Workshop are attached for review. Packet Pg. 73 Packet Pg. 74 Packet Pg. 75 Packet Pg. 76 Packet Pg. 77 Packet Pg. 78 Packet Pg. 79 Packet Pg. 80 Packet Pg. 81 Packet Pg. 82 Packet Pg. 83 Packet Pg. 84 Packet Pg. 85 Packet Pg. 86 Packet Pg. 87 Packet Pg. 88 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  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: September 2, 2014 TO: Honorable Chairman and Members of the Board FROM: David Skarzynski, Budget Manager SUBJECT: Budget Resolutions & Transfers Resolution amending the Fiscal Year 2014 Budget, General Fund, which did not reflect adequate appropriations for cash carryforward, in the amount of $278,000. Resolution amending the Fiscal Year 2014 Budget, General Fund, which did not reflect adequate appropriations for budget transfer from Tourist Development Fund for beach cleaning cash, in the amount of $55,644. Resolution amending the Fiscal Year 2014 Budget, General Fund, which did not reflect adequate appropriations for in-house reimbursement to Facility Maintenance, in the amount of $8,861. Resolution amending the Fiscal Year 2014 Budget, Tourist Development Fund, which did not reflect adequate appropriations for beach restoration special assessment and interest, in the amount of $12,000. Resolution amending the Fiscal Year 2014 Budget, Local Housing Authority Trust Fund, which did not reflect adequate appropriations from Florida Housing Finance Corporation (FHFC) for State Initiative Partnership Program (SHIP) 2014-2015 grant, in the amount of $446,263. Resolution amending the Fiscal Year 2014 Budget, Capital Outlay Construction Fund, which did not reflect adequate appropriations for a budget transfer from General Fund for progress funding for the Sheriff’s new building in Shalimar, in the amount of $188,562. Resolution amending the Fiscal Year 2014 Budget, Capital Outlay Construction Fund, which did not reflect adequate appropriations for the bond anticipation note, in the amount of $6,000,000. Resolution amending the Fiscal Year 2014 Budget, Water and Sewer Enterprise Fund, which did not reflect adequate appropriations from Enterprise Florida, Inc. (EFI) for the Shoal River military installation buffering project grant , in the amount of $200,000. BT-14-50, General Fund in the amount of $188,562. The Board approved transfer from General Fund reserves to the Capital Outlay Fund for additional funding for the Sheriff’s Shalimar Building. Packet Pg. 116  RESOLUTION NO. A RESOLUTION AMENDING THE FISCAL YEAR 2014 BUDGET GENERAL FUND WHEREAS, the Board of County Commissioners in the original budget did not reflect adequate appropriations for cash carryforward, 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 Balances – Cash 0100R-389901 $278,000 EXPENDITURES DEPT-ACCOUNT AMOUNT Budget Transfer-Sheriff (Ammunition) 0183-591160 $163,000 E.M.S. Transportation 0162-549615 $100,000 E.M.S. Transportation 0163-549615 $15,000 Adopted this regular session the 2th day of September 2014. BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA ____________________________________ CHARLES K. WINDES, JR., CHAIRMAN ATTEST: DON W. HOWARD CLERK OF CIRCUIT COURT BY: ____________________________ Deputy Clerk Budget Amendment No. __________ Packet Pg. 117  RESOLUTION NO. A RESOLUTION AMENDING THE FISCAL YEAR 2014 BUDGET GENERAL FUND WHEREAS, the Board of County Commissioners in the original budget did not reflect adequate appropriations for budget transfer from Tourist Development Fund for beach cleaning, 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 Budget Transfer – Tourist Development 0170R-381104 $55,644 EXPENDITURES DEPT-ACCOUNT AMOUNT Contract Services – Personnel 0170-534500 $22,800 Utilities – Garbage 0170-543004 $20,000 Rent/Lease Equipment 0170-544640 $12,844 Adopted this regular session the 2nd day of September 2014. BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA ____________________________________ CHARLES K. WINDES, JR., CHAIRMAN ATTEST: DON W. HOWARD CLERK OF CIRCUIT COURT BY: ____________________________ Deputy Clerk Budget Amendment No. __________ Packet Pg. 118  RESOLUTION NO. A RESOLUTION AMENDING THE FISCAL YEAR 2014 BUDGET GENERAL FUND WHEREAS, the Board of County Commissioners in the original budget did not reflect adequate appropriations for in-house reimbursement to Facility 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 General Fund be increased, additional receipts appropriated as follows: RECEIPTS DEPT-ACCOUNT AMOUNT In-House Reimbursement 0112R-341995 $9,639 EXPENDITURES DEPT-ACCOUNT AMOUNT Overtime 0112-514010 $1,307 In-House Repair/Maintenance 0112-546899 $3,004 In-House Supplies 0112-552899 $5,328 Adopted this regular session the 2nd day of September 2014. BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA ____________________________________ CHARLES K. WINDES, JR., CHAIRMAN ATTEST: DON W. HOWARD CLERK OF CIRCUIT COURT BY: ____________________________ Deputy Clerk Budget Amendment No. __________ Packet Pg. 119  RESOLUTION NO. RESOLUTION AMENDING THE FISCAL YEAR 2014 BUDGET TOURIST DEVELOPMENT FUND WHEREAS, the Board of County Commissioners in the budget did not reflect adequate appropriations for beach restoration special assessment and interest, 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 Tourist Development Fund be increased, additional receipts appropriated as follows: RECEIPTS DEPT-ACCOUNT AMOUNT Special Assessment 1176R-325213 $11,500 Interest on Time Deposits 1176R-361101 $500 EXPENDITURES DEPT-ACCOUNT AMOUNT Contract Services–Consulting 1176-534003 $8,400 Commissions-Property Appraiser 1176-549004 $5,676 Commissions-Tax Collector 1176-549005 $6,639 Budget Transfer – Debt Service Fund 1176-591201 ($8,715) Adopted this regular session the 2nd day of September 2014. BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA ____________________________________ CHARLES K. WINDES, JR., CHAIRMAN ATTEST: DON W. HOWARD CLERK OF CIRCUIT COURT BY: ____________________________ Deputy Clerk Budget Amendment No. __________ Packet Pg. 120  RESOLUTION NO. A RESOLUTION AMENDING THE FISCAL YEAR 2014 BUDGET LOCAL HOUSING AUTHORITY TRUST SPECIAL REVENUE FUND WHEREAS, the Board of County Commissioners in the original budget did not reflect adequate appropriations from Florida Housing Finance Corporation (FHFC) for State Initiative Partnership Program (SHIP) 2014-2015 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 Local Housing Authority Trust Special Revenue Fund be increased, additional receipts appropriated as follows: RECEIPTS DEPT-ACCOUNT AMOUNT Economic Environment - State 711452R-334500 $446,263 EXPENDITURES DEPT-ACCOUNT AMOUNT Contract Services – S.H.I.P. 711452-534552 $401,637 Contract Services – Other 711452-534900 $44,626 Adopted this regular session the 2nd day of September 2014. BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA ____________________________________ CHARLES K. WINDES, JR., CHAIRMAN ATTEST: DON W. HOWARD CLERK OF CIRCUIT COURT BY: ____________________________ Deputy Clerk Budget Amendment No. __________ Packet Pg. 121  RESOLUTION NO. A RESOLUTION AMENDING THE FISCAL YEAR 2014 BUDGET CAPITAL OUTLAY CONSTRUCTION FUND WHEREAS, the Board of County Commissioners in the original budget did not reflect adequate appropriations for a budget transfer from General Fund for progress funding for the Sheriff’s new building in Shalimar, 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, as follows: RECEIPTS DEPT-ACCOUNT AMOUNT Budget Transfer – General Fund 3100R-381001 $188,562 EXPENDITURES DEPT-ACCOUNT AMOUNT Sheriff - Shalimar Building 3160-562224 $188,562 Adopted this regular session the 2nd day of September 2014. BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA ____________________________________ CHARLES K. WINDES, JR., CHAIRMAN ATTEST: DON W. HOWARD CLERK OF CIRCUIT COURT BY: ____________________________ Deputy Clerk Budget Amendment No. __________ Packet Pg. 122  RESOLUTION NO. A RESOLUTION AMENDING THE FISCAL YEAR 2014 BUDGET CAPITAL OUTLAY CONSTRUCTION FUND WHEREAS, the Board of County Commissioners in the original budget did not reflect adequate appropriations for the bond anticipation note, 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, as follows: RECEIPTS DEPT-ACCOUNT AMOUNT Bond Anticipation Note – 2014 3160R-384314 $6,000,000 EXPENDITURES DEPT-ACCOUNT AMOUNT Shalimar Annex – Phase II 3160-562132 $2,843,920 Sheriff – Shalimar Building 3160-562224 $1,136,438 Crestview Courthouse – Expansion 3160-562281 $309,384 Budget Transfer – General Fund 3198-591001 $388,562 Reserves Future Capital Outlay 3199-599300 $1,321,696 Adopted this regular session the 2nd day of September 2014. BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA ____________________________________ CHARLES K. WINDES, JR., CHAIRMAN ATTEST: DON W. HOWARD CLERK OF CIRCUIT COURT BY: ____________________________ Deputy Clerk Budget Amendment No. __________ Packet Pg. 123  RESOLUTION NO. A RESOLUTION AMENDING THE FISCAL YEAR 2014 BUDGET WATER & SEWER ENTERPRISE FUND WHEREAS, the Board of County Commissioners in the original budget did not reflect adequate appropriations from Enterprise Florida, Inc. (EFI) for the Shoal River military installation buffering project 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 Water & Sewer Enterprise Fund be increased, additional receipts appropriated as follows: RECEIPTS DEPT-ACCOUNT AMOUNT Water Supply - State 741402R-334310 $200,000 EXPENDITURES DEPT-ACCOUNT AMOUNT Land 741402-561300 $200,000 Adopted this regular session the 2nd day of September 2014. BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA ____________________________________ CHARLES K. WINDES, JR., CHAIRMAN ATTEST: DON W. HOWARD CLERK OF CIRCUIT COURT BY: ____________________________ Deputy Clerk Budget Amendment No. __________ Packet Pg. 124 Packet Pg. 125  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: September 2, 2014 TO: Honorable Chairman and Members of the Board FROM: Rick Owen SUBJECT: Matrix Payment Approval DEPARTMENT: County Administrator BCC DISTRICT: All STATEMENT OF ISSUE: Payment of the May 1 to July 2, 2014 contract payment invoice from Matrix Design Group requires Board approval. BACKGROUND: Matrix Design Group is under contract by Okaloosa County to provide consulting services related to the RESTORE Act. As a result of an additional opportunity to submit environmental projects for consideration under the National Fish and Wildlife Foundation grant program, staff requested Matrix to provide additional consulting that would not exceed the total amount of the company’s contract. The attached invoice reflects this additional consulting service under Task 2, surpassing the total fee in this task by $2,675.18. Since Matrix did not expend the total amount in the project expenses line, this overage amount can draw from this line and not exceed to total contracted amount of $147,436. OPTIONS: Approve/Disapprove Matrix contract payment RECOMMENDATIONS: Staff recommends Board approve payment of the May 1 - July 2, 2014 invoice from Matrix Design Group. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator 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  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: September 2, 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/> RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 136  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: September 2, 2014 TO: Honorable Chairman and Members of the Board FROM: Rick Owen SUBJECT: Booth at County Fair DEPARTMENT: County Administrator BCC DISTRICT: All STATEMENT OF ISSUE: Staff needs Board approval to complete actions necessary to secure a booth at the Northwest Florida Tri-County Fair from September 29 to October 4, 2014. BACKGROUND: The Northwest Florida Tri-County Fair provides an opportunity for the County to promote public awareness of Okaloosa County’s districts as well as which Commissioner represents each. RECOMMENDATION: Staff recommends Board approval to complete actions necessary to secure a booth at the Northwest Florida Tri-County Fair from September 29 to October 4, 2014. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 137  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: September 2, 2014 TO: Honorable Chairman and Members of the Board FROM: Elliot Kampert SUBJECT: Approval of Letter for NTD User Manager Program DEPARTMENT: Growth Management BCC DISTRICT: All STATEMENT OF ISSUE: The County must designate staff to enter data into the National Transit Database. BACKGROUND: Okaloosa County receives a number of grants to fund its transit operations. Among the requirements to receive such funds is that the County enter transit-related data into the federal National Transit Database. The attached letter authorizes the County's Transit and Grants Manager as well as the Grants specialist to enter the necessary data. The letter is in the format provided by the FTA. RECOMMENDATIONS: Staff recommends that the Board of County Commissioners authorize the Chairman to sign the attached letter and that it be sent to the Federal Transit Authority. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 138 Packet Pg. 139  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: September 2, 2014 TO: Honorable Chairman and Members of the Board FROM: Don Vanderhoek SUBJECT: Disk Backup Solution DEPARTMENT: Information Systems BCC DISTRICT: ALL STATEMENT OF ISSUE: The Board is requested to approve the purchase of a Disk Backup solution from Catalogic under Florida State Contract 250-000-09-1 in the amount of $75,162.68 from United Data Technologies. Quote #OC082214-01 is attached. BACKGROUND: Information Systems (IS) needs to replace the current legacy (2006) Tape Library for backup of County data with a new larger disk device to be able to meet a retention period of approximately 60 days. IS cannot store 30 days of data due to exceeding the limit of the current system. The Board had approved this line item in the Information Systems, Systems and Networks Division Budget for Fiscal Year 14. This purchase of two 45 TB usable disk arrays will replace the current Tape Library that supports 9 TB and give an offsite disaster recovery solution. The purchase of this item has been discussed with staff from Purchasing. OPTIONS: Approve/Disapprove. RECOMMENDATIONS: Approve the purchase of a Disk Backup solution from Catalogic under Florida State Contract 250-000-09-1 in the amount of $75,162.68 from United Data Technologies. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 140  UDT 840 Crescent Centre Drive Suite 160 Franklin. TN 37067 Billy Merchant qUOTATION Account Executive Direct: 305-282-3409 bmerchan!@ydtonrtne .com Okaloosa County Matt Saier Account Manager Office: 615-567-4087 Fax 615-771-1082 msaler@Udtonline .com IQuote Number: OC082214-01 Prices Valid Thru 9/15/14 Un PIIt' I NetApp Primarv FAS2554 Stand Alone System [Cat: DJ $ 2,685.13 $ 2,685.13 FAS2554-001-R6 Documents,2554,-C [Cat: DJ $ $ DOC-2554-C Bezel,FAS2554,R6,-C [Cat: DJ $ $ X80100A-R6-C Rackmount Kit,4-Post,Universal,-C,R6 [Cat: LJ $ $ X5526A-R6-C 4 Power Cable,ln-Cabinet,C13-C14,-C [Cat: C] $ $ X800-42U-R6-C 4 Cable,Twinax CU,SFP+,3M,X19621X1963/X1968 [Cat: CJ $ 107.52 $ 430.09 X1983-3-R6 1 FAS2554,24x3TB,7.2K,-C [Cat: DJ $ 14,289.00 $ 14,289.00 FAS2554-304-R6-C 720 OS Enable,Per-0.1TB,ONTAP,Cap-Stor,1P,-C [Cat: K] $ 9.52 $ 6,856.00 OS-ONTAP-CAP1-1 p-c 1 SW-2,CIFS,2554,-C [Cat: K] $ $ SW-2-2554-CIFS-C SW-2,FCP,2554,-C [Cat: K] $ $ SW-2-2554-FCP-C SW-2,Flexclone,2554,-C [Cat: K] $ 1,734.78 $ 1,734.78 SW-2-2554-FLEXCLN-C SW-2,iSCSI,2554,-C [Cat: KJ $ $ SW-2-2554-ISCSI-C SW-2,NFS,2554,-C [Cat: K] $ $ SW-2-2554-NFS-C SW-2,SnapVault ,2554,-C [Cat: K] $ 2,064.72 $ 2,064.72 SW-2-2554-SNAPVAUL T-C SW-2,SnapMirror,2554,-C [Cat: K] $ 3,670.24 $ 3,670.24 SW-2-2554-SMIRROR-C SE Standard Part Replace NBD,lnstall and/or Ext Wty - 36 MONTHS $ 5,099.92 $ 5,099.92 CS-A2-INST-NBR DR FAS2554 Stand Alone System [Cat: DJ $ 2,685.13 $ 2,685.13 FAS2554-001-R6 FAS2554,24x3TB,7.2K,-C [Cat: DJ $ 14,291.90 $ 14,291.90 FAS2554-304-R6-C Documents,2554,-C [Cat: DJ $ $ DOC-2554-C Bezel,FAS2554,R6,-C [Cat: DJ $ $ X80100A-R6-C Rackmount Kit,4-Post,Universal,-C,R6 [Cat: LJ $ $ X5526A-R6-C 4 Power Cable,ln-Cabinet,C13-C14,-C [Cat: C] $ $ X800-42U-R6-C 4 Cable,Tw lnax CU,SFP+,3M,X1962/X1963/X1968 [Cat: CJ $ 107.52 $ 430.09 X1 983·3-R6 SW-2,CIFS,2554,-C [Cat: K] $ $ SW-2-2554-CIFS-C SW-2,FCP,2554,-C [Cat: K] $ $ SW-2-2554-FCP-C SW-2,Flexclone,2554,-C [Cat: K] $ 1,734.78 $ 1,734.78 SW-2-2554-FLEXCLN-C SW-2,iSCSI,2554,-C [Cat: KJ $ $ SW-2-2554-ISCSI-C SW-2,NFS,2554,-C [Cat: K] $ $ SW-2-2554-NFS-C SW-2,SnapMirror,2554,-C [Cat: K] $ 3,670.24 $ 3,670.24 SW-2-2554-SMIRROR-C SW-2 ,SnapVault ,2554,-C [Cat: KJ $ 2,064.72 $ 2,064.72 SW-2-2554-SNAPVAULT-C 720 OS Enable,Per-0.1TB,ONTAP,Cap-Stor,1 P,-C [Cat: K] $ 9.52 $ 6,856.00 OS-ONTAP-CAP1-1P-C 1 SE Standard Part Replace NBD,lnstali and/or Ext Wty - 36 MONTHS $ 5,099.92 $ 5,099.92 CS-A2-INST-NBR I uor Professional Services UDT Services for Rack and Stack $ 1,500.00 $ 1,500.00 SLS SVC ENG Total Investment: 75,162.68 I Con/reC1; Networlr Inlrulrocture - Equipmeru rmd SeN/CM 2~1 812 212014 Approval Date P.O. Number Packet Pg. 141  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: September 2, 2014 TO: Honorable Chairman and Members of the Board FROM: Don Vanderhoek SUBJECT: Cox Communications PRI Commercial Services Agreements DEPARTMENT: Information Systems BCC DISTRICT: ALL STATEMENT OF ISSUE: The Board is requested to grant permission to enter into Commercial Services Agreements with Cox Communications for our Primary Rate Interface (PRI) lines and authorize the Chairman to sign each Agreement. BACKGROUND: Information Systems would like to extend three of four Cox Communications PRIs for a period of three years; the fourth PRI will be disconnected. Each PRI will cost $400 per month plus the added surcharges. The total for two of the Agreements will be $454.45 per month and the total for the third Agreement will be $469.45 per month. The difference of $15.00 per month for the third Agreement is the DID 100 Number Block for the 50 2nd Street, Shalimar location. A one-time cost rate sheet is attached for work performed by Cox employees during the life of the agreement. This rate sheet is current costs and may fluctuate during the contract life. There may be additional agreements, for added services, that we request permission to sign in accordance with Purchasing policies. The Agreements have been through the Purchasing review process. OPTIONS: Approve/Disapprove. RECOMMENDATIONS: Staff recommends approval of the three Commercial Services Agreements with Cox Communications and requests the Board authorize the Chairman to sign each of the three Agreements. RECOMMENDED BY: APPROVED BY: Packet Pg. 142 Ernie Padgett, County Administrator Packet Pg. 143 Rosemarie Yohannan To: Joanne Kublik Subject: RE: Cox Agreements Will do and thank you so much! Rose From: Joanne Kublik Sent: Tuesday, August 26, 2014 12:50 PM To: Rosemarie Yohannan Subject: FW: Cox Agreements Pie 5e put thl!> approval e-ma il with your (ox dw UJn tItS. Thdnks, 10 IJtll!rHlIli '~Itll ' ~ rl fl i r, tH I ( lJI1 I 111 , ,1 t' f 't ~ I l'~ ( "lUI ~ l -Jql .I'H ,1" \Iil'<ti 11 L (11!l!r.tI ,; (n .llllhldjn~'\i'l LdJI From: Greg Stewart Sent: Tuesday, August 26, 201412:21 PM To: Joanne Kublik Cc: Lynn Hoshihara Subject: Re: Cox Agreements Yes. They are approved Sent from my iPhone On Aug 26,2.014, at 1:13 PM, "Joanne Kublik" <jkublik@co.okaloosa.fl.us> wrote: Greg - you approved one of the telephone Cox agreements that I had to go through coordination. In the meantime, there were about 8 more for telephones. Can you give a verbal approval on the others. All the language is the same on all the Cox agreements whether it's for telephones or cable. Let me know if there is an issue. Jo 1 Packet Pg. 144  IJ CONTRACT & LEASE INTERNAL COORDINATION SHEET Contract/Lease Number:_ _ _ _ _ _ _ _ _ _ _ __ Tracking Number: j06~ - J* f (J"", ( Grant Funded: YES_ _ N~ Contractor/Lessee Name:---,~""",,,-,,'L.....j_ ' _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _~__ I purpose~'#{JSO& 'H-'C~ ~ (5D ~~ gl ~ Date/Term: 3~ ~-\R 1. D GREATER THAN $50,000 Amount: --II. ~ .J.j s Jm",~ 4u.r, 9(J D.d-OJ 2. D GREATERTHAN$25,OOO Department:_y=-5_ - _ _ _ _ _ _ _ _ _ __ 3. )2? $25,000 OR LESS Dept. Monitor Name: Jo,.......~ ~ Document has been reviewed and includes any atta chments or exhibit s. Purchasing Review Date: '8. ,-/-li Joanne Kublik Risk Management Review Approved as written: Date: 8 -7 -/ y Risk Manager or designee Gregory T. Stewart Following Okaloosa County approval: Contracts & Grants Document has been received: Date:_ _ _ _ _ _ _ __ Contracts & Grants Manager Packet Pg. 145 Joanne Kublik From: Greg Stewart Sent: Wednesday, August 06, 20148:21 AM To: Joanne Kublik Subject: RE: Cox Agreements Go w ith the contra ct as provided but include a copy of this email in the contract file. It is not technica lly binding bu t if t hey ever cha rge us w e ca n p ull it out. fa stll ! he re and have a meetin g in the north end at 11. So if yo u need something let me kn ow . Gregory T. Stewa rt Co unty Att orn ey Oka loosa Cou nty, Florida Please not e: Due t o Flor ida's very broad pub lic records law s, mo st w ritten commun ications to or fro m County e mpl oy ees reg arding Cou nty business ar e p ublic rec ords, avai lable to t he pu blic and med ia upon req uest . Theref or e, t his writt en e-ma il commu ni ca tion, incl ud ing your e- ma il add r ess, may be su bj ect to pu blic disclosure . From: Joanne Kublik Sent: Wednesday, August 06,20148:19 AM To: Greg Stewart Subject: FW: Cox Agreements Importance: High Can 'I O U t ake a loo k at Cox' s re spo nse and see if this is ok with yo u rn f can include it as part o f t he agreements and t he re are quite a few , Ju st let me know Are yo u st ill in Oka loo s.3 Co unty or did yo u make it ba ck to Tal la hassee ) Jo J oann e KubJik., Contracts and Lease Coordi nJ tor O,,".1l oo a Co u nty Purchh ing D epartment 602-C ~ o rth PeJd tree t Cre shie\> , FloridJ 32336 i" ( 30) 689-5960 i" II b 1 i1: co. o kal oo ::; .l .fl.lI - Pl .... I'~· n, l tt"' D 'll"" l ,r·llf l d~ I "'\ .,' 111" \\11 1' 111-1 . r · j III I. , , , 1 1111"- ~ , \ ' · ~rr·n ...)II1If1'll r ll_ t r lln " {I-I 1t - r' - \l1l t rttaH \ ~ n1jIII\.~ ~'r- '.!,tr In ~ ('II ' l[·, I" " """ I\ ~ .,,1,110 r · I J, I ,1 11,1 · ." rl"I,,,I,I, II 11 ' 1· 1 , II I" " 1 " 1' ,. , ' 1 11"1,.1 'i ~ rill . " '1'1 1 ~ - II".I1 ,,'11111' I . lrt"I'.trIoJ I,, ! ",I '-11 ( II ldl . . . .. 11\. 1 .['" " ,d'lf'jt f l iP dd{,-dl ,\.I'H". .~ . . . From: Mike Baxley Sent: Wednesday, August 06, 20148:12 AM To: Joanne Kublik; Tracey Vause Subject: FW: Cox Agreements See below .. Mike Baxley EMS Oka loosa County Packet Pg. 146  -------- From: Joanne Kublik Sent: Tuesday, August 05, 2014 3:43 PM To: Mike Baxley; Robert Card Cc: Zan Fedorak Subject: Cox Agreements I have received Cox agreements from you and have routed one through review with Greg Stewart. Greg is not approving this agreement because of the language in Number 4. He asks that Cox is contacted to see if they will remove the language regarding the County being obligated if the contract is cancelled. Please let me know if you are successful. Thanks, Jo Joan.ne Kublik, Contr.lLi5 and Le<t ' e Coordinator Okaloo.,a County Purcha-in v epJItment 60 2·C ~orth Pearl treet C rest-vie" . . , Florid.l 32536 ( 50) 6) ·3960 i ku b Ii k i]..: 0.0 J...a 1005.1. fl.lIs " I · h .. n..,,· D,.... ,FI"lld I', \ 'n I,,' ' 01 '[ III 1,11\ r 1(\1 I, I I I ' . 11 1< '.1 " I I ', ' n ,, 'rT Ill"r I. I' ,,,,. r " , q ' fl 'Ifl ('"1111_, ,"111,1,\\ ';j."' r 't;1I IIII !; t " ' 111[ \ hu .. ·Ilr' . . . . l l · ~,.dllll l- ~III' I , . .: I\ .l d d.l r-'rllrlh·"ql il!, .t pdrt tt.ot!l, l tql H r""lw , t l 'h t'l~ t 'l rju ..., rHrr' Ir-' - I t1. I J/,. IIl1f! t1l1hltlllf l I rhtlldIU·.( 'tI ' i rC""- l1 t~1I1 ,old, ' , I'll. I,,· . ,,t'I" ' \ r., [,,11.1, "" " ",,11 . 3 Packet Pg. 147 Logistics Supervisor Office: 850-651-7155 Cell: 850-259-2038 Please note: Due to Florida's very broad public record3 laws . most written communications to or from County employees regarding County business are public records, available to the public and media upon request. Therefore , this written e-mail communication , including your e-mail address, may be subject to publiC disclosure ' From: Knight, Carol (CCI-Southeast) [mailto:CaroI.Knight@cox.com] Sent: Wednesday, August 06, 20148:07 AM To: Mike Baxley Subject: RE: Cox Agreements M ike , I'm sorry but we can't am end anything in the terms and cond it ions. We typically do not assign early termination charges to government accounts and the majority of the services on these accounts are free so terms wouldn ' t apply. The cou nty has signed several of these contracts in the past 50 I'm not sure wh at the real issue is at this time . If I don't get the agreeme ts back, the free services wil l go into bill ing or you ' ll need to si m ply disconnect them . Caro l Carol Knight COli BIJsiness Outside Ret~ntion Representative 5850., 460-2692 ,,'.'ork; (850) 393-5478 M ·)b ~l l Carol.Kniqht~(oJC.(om 3-«)5 Mclemore Dril/ e Pensacola, Ft 32514 www.(oxbusiness.(om From: Mike Baxley [mailto:mbaxl ey@co .okaloosa.f1.us] Sent: Tuesday, August 05,20145:05 PM To: Knight, Carol (CCl -Southeast) Cc: Robert Card; Joanne Kublik; Zan Fedorak Subject: FW: Cox Agreements See be low Mike Baxley EMS Okaloosa County Logistics Supervisor Office: 850-651-71 55 Cell: 850-259-2038 Please note: Due to Florida ' very bro ad publiC records laws , most wri tten communicatio ns to or from County emp loyees rega rd ing Cou nty bu siness are pu blic records , available to the publi C and media upon reque t Th erefore , this written e-m ail communication . Including your e-ma il ad ress, ma y be subject to public disclosure 2 Packet Pg. 148  ACORD­ CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DDNVYY) • ~ THIS CERTIFICATE IS ISSUED AS A MAnER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS I 12/2)/2013 CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE D<?l¥l ~.o'{ CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER. AND r,,,!E, CERrIFICA1'e HOLDER, IMPORTANT: If the certificate holder Is an ADDITIONAL INSl1R~D~ the policy(les) must be endorsed. If SUBROGATION IS WAIVED. subject to the terms and conditions of the POAi,~~~,e.~ain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such el)dor mellt{S).') n ~ r, r-'67 8-i 3-9) - S200f , .. CONTACT PRODuCER Linda Smith Arthur J. Gallagher Risk Mana£l;"'fel'.t Services, Inc. - ' . I NAME '....II • ...:. j ', PliONE INC, No. E,'): 678-)9)-5228 r~,NO) 678-)9)-5240 E.-MAIL 1040 Crown Pointe Parkway linda_amitb@ajg .com Suite 700 CI., V ' \ :_ . ~ ADDRESS : INSURER(S) AFFORDING COVERAGE Atlanta, GA )0))8 : /' I . - . . " ! - INSURER A : NATIONAL UNION ~IRE INS CO O~ PI'l"l'S NAle" 19445 " . INSURED INSURER B : NEW HAMPSHIRE INS CO 2)841 Cox Communications, Ioc . Cox Commlnicationa Florida INSURER C : ILLINOIS NATL INS CO 2)817 PO Box 105)57 INSURER D: INsuRER E : Atlanta, GA )OH8 INSURER F : COVERAGES CERTIFICATE NUMBER' )7599171 REVISION NUMBER' [hiS IS TO CERT)FY THA [ THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED . NOTWITHSTANDING ANY REQUIREMENT TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS . EXCLUSIONS AND CONDITIONS OF SUCH POLICIES , LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS . INSR ADDl SUBR I:~hl~y.,~~ : 1~~~%iY~~~1 . LTR I TYPE OF INSURANCE IHSR ' WYD POLICY NUMBER UM-lTS - I A GENERAL LIABIliTY GL681H81 01/01/14, 01/01/15 EACH OCCURRENCE 1 ,4,500,000 i CO......ERCIAL GENERAL LIABILITY I II i I ; DA...AGE TO RENTED ,4,500,000 I, X ; PREMISES (Ea occulfence) I I I• I' CLAI"'S ...ADE X , OCCUR , X I EXCESS 0[> $500,000 I I I I i Mfa EXP (Any ana pers.on) &xcluded PERSONAL & AOV INJURY S 4.500,000 I I I I X IGE~'L I SEL[/' INStJRBD RETENTION I I I I GENERAL AGGREGATE .S)O,OOO,OOO PRODUCTS , CO...PtOP AGG : s 6,000,000 X AGGREGATE L1""T APPLIES PER. POLlCV I [ ~~i : lOC I I I I I , A ! AUTOMOBILE LIABILITY I CA7062761 (VA) 01/01/14 01/01/15 ' COMBINED SINGLE U ... ,T I S 2,000,000 B X I I I I CA7062760(MA) I I 01/01/14 01/01/15 (Ea accidelll) BODIL V INJUKY (Per parson) I S A ANY AUTO I CA7062759(AOS) I 01/01/1 1 01/01/15 I Ii I ALL OWNED SCHEDULED BODILY INJURV {pt::r accuJenlj S AUTOS AUTOS I I ix HIRED AUTOS Ix NON ·OWNED 1 : PROPERTY DAMAGE ,S I I , AUTOS I [ f I · (Per accldenl) s 1 I U!lBRELLA LIAB I i EXCE SS LIAB ; OCCUR i I I : I · EACH OCCURRENCE · AGGREGATE i S S I I CLAI...S· ...ADE i I OED i RE TENTION , I S 8 , WORKERS COMPENSA TlON ! I ~WC04)408898(AOS) 01/01/14 01/01/15 WC STA TU · X . TORY LIMITS ' OTH· ' AND EMPLOYERS' LIABILITY YIN I A I ANY PHOPRIETORiPARTNERiEXECUTIVE ~ i \ 'WC043408899ICA) I 01/01/11 01/01/15 E.L EACH ACC IDENT ER S 1,000,000 OFFICERlME,"BER EXCLUOED? A ('bndalory in NH) N :NIA I ,WC04H08906 (OR) I 01/01/1~ 01/01/15 E L DISEASE · EA E...PLOYEE S 1,000,000 II YC!:o . tJeSCSIOO undtH C DESCRIPTION OF OPERATIONS below i I I WC043408900 (FL) I 01/01/14 01/01/15 E L DISEASE · POLICY LI"',T S 1. 000, 000 B IWORK COMP/EMPLOYERS LIAB I I I ~C04)408904 (HE) I 01/01/14 01/01/15 SE:E ABOVE AMT OFINSURANCF I I I I, 8 WORK COMP/EMPLOYERS LIAB I WC04)408905(NJ/PA) 01/01/1~ 01/01/15 SE:E ABOVE AMT OFINSURANCE t C I WORK COMP IE:KPLOYERS LIAB ! WC04)40890)MA/ND/OH/WA/W~~1/01/1~ 01/01/15 SEE ABOVE AMT OFINSl1RANCe: OESCRIPTION o.f OPERA nONS I LOCA nONS I VEHICLES (ANiCh ACORD '01 , Additional Rllmarks Schedule, It morlt spice II required) COX COMMUNICATIONS GUL~ COAST, LLC , I CERTIFICATE HOLDER CANCELLA TlON SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE OKALOOSA COUNTY BOARD O~ THE E)(PIRA TlON DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS ATTN: JOKN CHRISTOPER COMMlSSIONRRS 101 E. JAMES LEE BLVD. AUTHORIZED REPRESENTATIVE CHESTVIeW, FL )25)6 USA jfiJ~ © 1988-2010 ACORD CORPORA TION. All Tights reserved. ACORD 25 (2010105) The ACORD name and logo are registered marks of ACORD prabhaaatl )7~99171 Packet Pg. 149 c ~ Cox Account Rep: Business· Carol Kni ght Cox SV5tem Address: Commercial Services Agreement 7/21/2014 Phone Number: 855-637-1206 3405 ~lcLemo re Drive I fax N umber: 877-873-70 44 I Pensacola FL 32514 c:u.eon-I!'foi _dud AutIIorizM c..ta_ II1II... IIIt'ann811on Legal Com ,,-any Name: OKAL00 5 A COUNTY BCC Full Name : Randy Sims Street A ddr ess: 302 N WILSON ST Billing Contact: ( 850) 689- 5046 City/State/Zip: CRESTVIEW, Florida 32536 Fax: Billing Add ress: Contact Number: (850) 689-5914 City/State/Zip: Email A ddress: rSim s@co.okaloosa.n.us Cox Account #: 135-0132891-01 ,I Service Description Ta_ MMI , . . Not Included Prey New Unit Term Servi ce Charges QTY QTY Price (Months) Monthly Recurring One Time Activation lit Setup Fees Access Recovery Fee - Bulk Facility 1 1 $ 5.00 I'I-M $ 5.00 FCC Access Charge - Bulk Facility 1 1 $46.2 5 M-M $46.25 Cox Digital Trunk PRJ 1 1 $400 .00 36 $ 400.00 oro Block - 20 1 1 $3.20 36 $3 .20 Block Operator Assisted Calls 1 1 $0.00 36 $ 0.00 Account Change Fee 0 1 $ 0.00 $0.00 Total s: $454 .45 $0 .00 L ~ ] Desc r i ptio n I Quantity I Unit Price I Tota' Fee I 1f..fCIII­ I o.oc.t8d SenrIce hcIIItI-.. I I For Ded icated Service Facilities (e.g. Private Lin e Type Services, Ethernet Services). By initialing here and sign ing below, I I ..... No I Customer represents that at least 10% of the traffic on the deSignated ci rcuit (s) is Inter-State in nature or is Internet traffic. ISIMKi.i'CcInditIcIN I Renewing existing service on new 36 month term. . PI _lilian .,..... By slgnmg this Agreement, you represent that you are the 'authorized Customer representative and the information above is true and correct. This Agreement binds Customer to the terms and conditions attached to this Agreement and any other terms and conditions applicable to the Services selected above, including without limitation, the Cox tariffs, Service Guides, state and federal regulations, the General Terms located at http: //w w2 .cox.com/aboutus/po licies/business-general-terms .cox, and the Cox Acceptable Use Policy (the 'AUP"). Customer acknowledges receipt and acceptance of the AUP and the General Terms by signing this Agreement, This Agreement is subject to credit approv a and Customer authorizes Cox to check credit. The prices above do not include applicable taxes, fees, assessments or surcharges which are additional and may change. Thi s proposal is valid provided Customer signs and delivers this Agreement to Cox unchanged within thirty (30) days from the date above. Cox may withdraw this proposal at any time prior to Customer's signature. If, within thirty (30) days after Customer's signature below, Cox determines that Customer's location is not serviceable under Cox's normal installation guidelines, Cox may terminate this Agreement without liability. If Customer terminates or decreases any Service that is part of a bundle offering, the remaining Services shall be subject to price increases for the remaining Term. Both parties agree that each party may use electronic signatures to sign this Agreement. Unless otherwise agreed to by the parti!'s in a written amendment to this Agreement, Customer shall satisfy the MRC set forth above for the duration of the Term. Cox may charge Customer a termination fee equal to the amount of the MRC reduction resulting from a partial termination of a Service multiplied by the number of months remaining in the Term. If Cox performs any work including construction or incurs any costs to provide Service to Customer and Customer cancels this Agreem ent prior to Service installation, Customer shall be liable for Cox 's reasonable costs in addition to any other terminat ion charges. I acknowledge that J have read and understand the 911 disclosures in Section 2 of the Service Terms. Customer Authorized Signature Cox c ommun l( ,o ns G O LLC; Cox Florida Telcom, LP Signature: Signature: f t ~ ... _LZ Print: Print: .b::nr, ,05 !2 ~n-e~"'- Title Position : Title Position ; ~S Ma-,Apvf (/ Date : Date: f1"/ a/ll! ,,-,." Signed by:Dennis.Schroeder@cox.com Versio " I. 0 : 12/09/2013 712212014 2:22:52 AM:JtuTQ)~ 02:4 2 I Packet Pg. 150 The t erm s and condition s set forth on t he Cove r Page and be low ( the 4. Termination Custome r ma y te rm inate any Se rv ice before the end of the " Servi ce Te rm s") , t oge th er wi t h th e Additional Terms and Con ditions Term select ed by Cus t omer on the Co ver Pa ge; prov,de d, however, 'f Customer av liabl e at h ttp: // ww2 .cox.com / at)ou t us/pol icies/buslness-oe ne 1­ t ermrn at es any such Servi ce beFore the en d of th e Term ( except for breach by terms.co x (the "Gene ral Terms" an d collectJ vely w ith th e Serv ice Term s Cox ), unless othe rwise ex pressly stated In th e Genera l T erms , Custome r Will be an d any ot her poll des and terms in corporated by r eference In t he Servi ce obligated to pay a te rmina tion fee equ al to t he non rec urring cha rges (If unpaid) Terms , t his " Agreem en t"), will govern Custom er 's use of the se rvi ces and 100% of th e mon t hly re cu r ring cha rg es for the term in at ed Serv ice( s) Id en t ified on the attacheci cover pag e, or if In the Cox Business e­ m ul tiplied by the nu mb er of full m on ths re m ain ing in th e Term . This p rOVisi on commerce environ ment , as selected above (the "Cover Page " ) (each a survives te rm ination of the Agreemen t. If Cox is deliven ng Servi(es via w,r el ss "Service") . network faci li t ies and the re Is si gna l Interference with an y su ch Servi ce( s), Co x 1. Tariffs/Service Guide I f Cu sto me r is purchasing any Servi ces th at may termina te thi s Agreemen t wi th ou t liabrlity IF Cox ca nno t resolve t he are regul ated by t he FCC or any state reg ul atory body ("Regu la t ed Interference by uSi ng commerciall y reaso na ble effo rts. Servi ces") , t he n Cust om er's use of such Regula ted Servi ces IS subje ct to 5. Payment Customer sha ll pay fo r all mon thly Se rvice charges, plus one­ t he reg ulations of t he FCC and t he regu latory body of the state in which t ime set -u p, Installatio n and/or constru ct ion cha rg es. Unless stated otherwise t he Custome r location receiv in g t hese Regulated Se r vices Is located (w hich herein, monthly ch arges for Services Sha ll begin upon In stallatio n of Se rvi ce , reg ulat ions are subJec t to ch ang e), as well as til e ra tes, t erms, and and Installati on cha rg es , if an y, sha ll be due upo n com pletion of Installatron . cond it io ns contained In ta n ffs on file wi th state and fe deral regul ator y Any amou nt not received by the due da t e shown on the applica ble invoi, will au t ho rr ties. Fo r states w he re t he Reg ul ted Services are de-tan ffed , be subjec t to Interest or a la te ch arge no gr eat er th an the m aximum rate Reg ulate d Servke s a re pro v ided pursua nt to the rat es, term s and allowed by law. Custom er acknowledges and agree t hat If Customer faris to conditi ons for th e Cox Service Gu ide fo r t ha t Stat e (the "SG" ), which ma y pay any amoun ts when due and fa lls to cure such non -payment upon recei pt of be fou nd at htto :l/ww2.cox. co m/b us iness/v oice/requlato ry. cox an d wh ic h w ritten no t ice of non - payme nt from Cox, Cu stome r will be dee med to ha ve such te rm s are Incorporated here in by refe rence . Cox m ay amend su ch terminated thi S Agree ment and will be obligated t o pay the termi na tio n fee ta rrffs ( nd If appli ca ble, t he SG) and the Regula t ed Services sha ll be describe d In Section 5, above. I f appl icable to t he Serv ice, Custo me r sha ll pay subJec to such t ariffs ( or If applicable , the SG), as amen de d . Custo m er sa les, use , g ross rece ipts , and eXCise tax es , ac cess fees and all o the r fees , m ust disclose t o Cox if Customer Intend s t o use t he Regu lated Services uni ve rsal se rvi ce fu nd assessm en ts , 91 1 fe es , Fr nch ise fee s, bypass o r other wit h payphon e service . The t ariffs and the SG co ntai n can ce lla tio n or lo ca l, state and Federa l taxes or cha rges, and depo sits, Impo se d on t he use of te rmrnatlon fee s d ue In the event of cance llation or t er mi natlo fl (mcl ud lng the Serv ices. Taxes Will be separately st ated on Custome r's in v oice . No In terest pa rti al terminati on ) of a Regulated Se rvi ce p rior to th e Term selecte d on wi ll be pai d on depos its unless reqUi r ed by law . the Cov er Page. Term ination fees inc lude, but are not li mi ted to . 6. Service and Install ation Co x shall proV ide Custom er with t he Servi ces no nre curring ch ar ges, cha r es p Id to thi rd parti es on beha lf of Custo mer, identified on th e Cover Pag e and may prOVi de r elated fa cilities and eq uipmen t, an d t he monthly r ecurring char ges for t h ba lance of t he Te rm . the ownershi p of wh ic h sh all be re t ai ned by Cox (th e " Cox Equ ipmen t "), or fo r 2. PBX Usag e a nd E911 Serv ice s PLEAS E REVI EW THE FOLLOWING certa in Servi ces , Customer, ma y purch ase eq uipment from Cox ("Custo m er WEB SI TE FOR I MPORTANT INFORMATI ON ABOUT COX'S 9 11 PRACTICES: Purchased Eq Uipment"). Customer is resp onSible fo r damage t o any faciliti es or h ttp : //ww2. cox .cQ m/hll~in es s/volce/ reqlJ l ato ry .co x, in ad dition t o th e equipment Installed or provided by Cox ( th e "Cox EqUipm ent" ). Custom er may InformatIOn abou t PB X Service and e9 11 Service in Secti on C13 of the use th e Services for any lawfu l purpose, provld(;!d that such purpose (a) does General Tenns. ONLY THE EMTA WI LL HAVE BATTERY BACKU P PROVIDED not in t erfer e or impa ir the Cox netwo rk or Cox Eq ui pm en t and (b) compiles with BY COX . CUSTO, ER I S RESPONSI BLE FOR BATTERY BACKU P FOR THE t he AUP. Custom er shall use t he Cox Eq uipment only fo r th e purpose of l AD, ES BC, ATA AND ALL CUSTOf'l ER EQUI PMENT. I N THE EVENT OF A receiving th e Serv ices. Customer shall use Cust om er Purch ased Equipme nt In POWER OUTAGE, CUSTOMER'S TELEPHON E SERVIC E USING AN EMTA acco rdan ce wi h t he terms of the related equip m en t purch ase agree m en t. WILL CONT INUE TO OPERATE AS USUAL FOR UP TO EIGHT HOURS WITH Unless prov ided otherw ise herein, Cox sha ll use com me rCi ally reason able effo rts THE BACKU P BATTERY PROVIDED BY COX. THE DURAT ION OF SERVICE t o maintain t he Serv ice s in accordance w ith applicab le perform ance standards. DURI NG A POWER OUTAGE USI NG AN l AD, ATA, and ESBC WILL DEPEND Cox network m anage m ent needs may req uire Cox to m odify upstream and 01 CU STOMER 'S BATTERY BACKUP CHOICE . IF THE EMTA, ATA, ESBC OR downstream speeds. Use of the data, Internet , web con ferencl ng/web hosting lAD THAT SUPPLI ES YOU R TELEP HONE SERVICE IS DI SCONNECTED OR Services shall be subject to t he AUP at RE MOVED AI DjOR TH E BATTERY IS NOT CHARGED OR IS DAMAGED, http: (f ww 2 .cox .co mf abo utusf ooll cie s/b uslD ess-oolici es. cox, w hich IS SERVICE, INCLU DING ACCESS TO 911 OR E91 1, WIL L NOT BE AVAILA BLE . in co rp ora ted here in by r efe rence . Web hosti ng customer s may view the AUP by COX SHALL NOT BE RESPONSIBLE OR LIA BLE FOR ANY FAIL URE TO clicking on th e co ntrol panel. Cox m ay chang e the AUP from tlme to time RECE IVE SERVICE OR FOR TH E FAILURE OF ANY 9 11 OR E9 11 CALL IF dlm ng the Term. Customer's continued use of the Serv ices fol lOW in g an AUP CUSTOMER REMOVES OR DI SCONNECTS m E EM TA, ATA, ESSC OR lAD amendmen t sha ll cons titute acce pta nt::e . OR I F CU5TOf'I ER FAILS TO CHARG E TH E BATTERY FO R SAID DEV ICES AT 7 . E-Rate Customers I f Custome r is an ed ucation al Ifl Sti t utJo l1 , library or ANY TI ME DU RING TH E TERM OF THIS AGREEME T. COX USES YO UR other entity that qual ifies as an applicant seekrng reimb ursem ent under t he TELEPHON E SERVI CE ADDRESS TO IDENTI FY YOU R LOCATI ON FOR E911 Federa l Uni versal Se rv ice Fun d Schoo ls an d libraries Prog ram (col lectiv el y, " E­ SE RVICE . I F THE EMT A, ATA ESBC AND/OR lAD I NSTA LLED IN YOUR Rate Custo me rs"), the add it ional terms in Section C9 of the Gene ral Terms Will BUSI NESS IS MOVED , TH E E9 11 DI SPA TCH MAY NOT RECEIVE YOUR apply. CORRECT AD DRESS. PLEASE NOTIFY CO X IF YO U WOULD LI KE TO MOVE 8. General Terms The Gene ral Terms are 11ereby inco rp orated in to this OR RELOCATE YOUR TELEP HONE SERV ICE . IT CA N TAKE UP TO 2 Agreem en t by r efe rence. Cox, in Its sole dI scretion , may mOdify, supplement or BUSI NESS DAYS FOR YOUR NEW ADDRE SS TO BE UPDATED. r emov e any of t he Ge neral Term s from t im e to time, wi thout additional notice 3 . Service Sta rt Date and Term Th is Ag reement sha ll be effective to Customer , and an y such changes wi ll be effec ti ve upon COx pu bli shing such upon execu tio n by th e pa rties. The "I nitia l Term " shal l begin upon cha nges on t he webSite listed above. BY EXECUTING THIS AGREEMENT Insta llatio n of Servi ce and sh all con ti nue fo r the applicable Term AND/O R USI NG OR PAYING FOR THE SERVICES, CUSTOMER ACK NOWLEDGES com m i me nt set forth on th e Cover P ge ; provided t hat if Custo mer delays TH AT IT HAS READ, UNDERSTOO D, AN D AGREED TO BE BOUN D BY THE msta llation o r IS not ready t o receive Serv ices on the agreed -upon GENERAL TERM S. Insta lla t ion date , Cox may begin billing for Servi ces-on t he dat e Services 9 . LIMITATION OF LIABILITY COX AND/OR rTS AGENTS SHALL NOT BE wo uld hav e been installe d. Cox sh al l use reasoflable efforts to make t he UABLE FOR DAf'l AGES FO R FAI LURE TO FUR ISH OR INTERRUPTION OF ANY Se rv ices avai labl e by t he req ueste d service date. Cox shall flot be liable SERVICES . NOR SHA LL COX OR I TS AGENTS BE RESPO SI BLE FOR FA ILURE OR For damag es resul ting from delays in m eet in g service dates due to ERRORS IN SIGNA L TR ANS~' I SS I ON, LOST DATA. FILES OR SOFTWARE constructi on delays or reas ons beyond its con t rol. I f Cus tomer delays DAMAGE RE G.J\RDLE SS OF THE CAUSE. CO X SHALL NOT BE LIA BLE FOR Insta ll atio n for period of t hree (3) months o r longer after t he pa rtie s' DAMAGE TO PROPERTY OR FOR INJURY TO ANY PER SON ARI SING FROM THE exec ution of th is Agreeme nt , Cox rese rves t he rr ght 0 terminate thi s I NSTALUI TION OR REM OVAL OF EQU IPMEN T UNLES S CA USED BY THE Ag reement Imm ediate ly at any t ime t he reaft er and Cust omer shal l be NEGLIGENCE OF COX. UNDER NO CI RCUMSTA NCES WILL COX BE U ABLE FOR re sponsib le for the Full am ou nt of construction cos ts an d any oth er rel ated AN Y I NDI RECT, INCIDENTAL, SPECIAL OR CONSEQU ENT I AL DAMAGE S, costs inc urred by Cox as of the date of t ermi na tion . AFTE R THE I NITlAL I NCLU DING LOST PROFrTS , ARI SING FROM THIS AGREEMENT OR ITS TERM, TH IS AGREEfolEN T SHALL AUTOMATl CALLY RENEW FOP ONE (1 ) PRO VI SION OF THE SERVI CES . YE AR TER MS (EACH AN "EXTENDED TERW) UNLES S A PAR'TY G[VE S TH E 1 0 . WARRA NTIES E CEPT AS PROVIDED HEREIN, THERE ARE NO OmER OTHER PARTY WRITTEN T ERMIN ATIO~I NOTl CE AT LEAST THIRTY (3 0) GREE MENTS , WA RRANTI ES OR REPR ES ENTATION S, EXPRES S OR IMPLI ED, DAYS PRIO R TO TH E EXPIRATION OF m E I NITI AL TERM OR THEN EHHER IN FACT OR BY OPERATION OF UlW, STATUTORY OR OTHERW I SE, CU RRENT EXTENDED TERJI<1. " Term " sh all m ean the Ini tial Term and I NCLUDING WARRANTIES OF MERCHANTABILITY AN D FITNESS FOR A E t ended Term (s), if an y . Cox reserves the rrg ht to In crease tes for all PARTICU LAR PURPOSE, RELATI NG TO THE SERVI CES. SERVICES PROVIDED Services by no more tha n te n pe rcen t ( 10% ) during an y Exte nd ed Term by ARE A BEST EFFORTS SERVICE AND CO X DOES OT WARRANT THAT mE providin g Customer wit h at leas t sixty ( 60 ) days writt en fl otice of such rate SERVI CES , EQUrPMENT OR SOfT'll/ARE SHALL BE ERROR -FREE OR WrTHOUT Increase . Th is It mltatlo n on rate Increases shall not appl y to Video erv lces I NTERRU PTIO N. I NTERN ET SPEED S W I LL VAR Y. COX MA ES NO WARRANTY or Services for wh ich rates, t erms and conditions are governed by a Cox S TO TR ANSMISSION OR UPSTREAM OR DOWNSTREAf'l SPEEDS OF THE tarr ff or SG. Upon not ice t o Customer, Cox ma y cha nge the ra t es for vi deo NETWORK. Services periodicall y during the Term . Cox m ay chang the r ates for 11 . Public Performance. I f Customer engages in a pubhc performance of telephone Service subject to a Co x tanff or SG p riodl cally duri ng the an y copyrig hted m ater i I contained In ny of he Services , Custom er, and not Term . For t he voida ce of doubt, promotional tes and promotional Cox, shall be responSible for ob inlng any pu blic performing licenses at di sco un ts provided to Customer will e plre at the end o f the I nitial Term or Customer'S expe nse . The Video Service t hat Cox provides unde r this earlier as set forth In the pro motion lang uage . Cust om er's pa yment for Agreem ent does not incl ude a public performance license. SerVICe after notice of a rate increase wtl l be deemed to be Customer's acceptance of the new rate. Packet Pg. 151 Rosemarie Yohannan From: Randy Sims Sent: Thursday, August 21,20148:07 AM To: Rosemarie Yohannan Subject: FW: Renewal Agreements ;Attachments: Carol Knight.vcf; Copy of Rate Sheet for OC BCC.xlsx I will explain this when I see you this morning. Thanks Randy Sims 302 N. Wilson Street Suite 203 Crestview, FI 32536 850-689-5914 You I u:!J, "Please note: Due to Florida's very broad public records laws, most written communications to or from County employees regarding County business are public records, available to the public and media upon request. Therefore, this written e-mail communication, including your e-mail address, may be subject to public disclosure." .. From: Knight, Carol (CCI-Southeast) [mailto:CaroI.Knight@cox.com] Sent: Wednesday, July 23,2014 11:20 AM To: Randy Sims Subject: RE: Renewal Agreements Here you go. From: Randy Sims [mailto:rsims@co.okaloosa.f1.us] Sent: Wednesday, July 23, 2014 10:53 AM To: Knight, Carol (CCI -Southeast) Subject: RE: Renewal Agreements Hey, Please send me the new rate sheet. I will need to attach it to the new agreements. Thanks, Randy Randy SIms 302 N. Wilson Street SuIte 2 0 3 Crestview, FI 32536 850-689-5914 "Please note: Due to Florida's very brood public records laws, most written communications to or from County employees regarding County business are public recOfds, available to the public and media upon request. Therefore, this written e-mail communication, including your e-mail address, may be subject to public disclosure ." Packet Pg. 152 APENDIX B SERVICE TERM/PRICE FEATURES PRODUCT DESCRIPTION 1 Yr 2 yr 3yr INliERNET SERVICE Business Internet - VIA HFC IP ADDRESS DYNAMIC INCLUDED - STATIC is additional Email Accounts 10 Email Storage 20 GB allocation Online Back up: Not Included Securtiy 5 Mbps X 1 Mbps $ 84.00 $ 74.00 $ 64.00 Suite: Not included IP ADDRESS DYNAMIC INCLUDED - STATIC is additional Email Accounts 10 Email Storage 20 GB allocation Online Back up: 5 GB 10 Mbps X 2 Mbps $ 134.00 $ 124.00 $ 114.00 Securtiy Suite : 5 Liceses 25 Mbps X 5 Mbsp $ 174.00 $ 164.00 $ 144.00 IP ADDRESS STATIC INCLUDED Email 50 Mbps x 10 Mbps $ 214 .00 $ 204.00 $ 194.00 Accounts 10 Email Storage 100 Mbps X 20 Mbps $ 284.00 $ 274.00 $ 264.00 20 GB allocation Online Back up: 25 GB 150 Mbps X 20 Mbps $ 364.00 $ 354.00 $ 344.00 Securtiy Suite : 25 Licenses Additional Static Ips $ 5.00 $ 5.00 $ 5.00 HOT SPOT WIFI Available depending on numbers of users and size of area Symmetrical Optical Internet provides access for large number of users to tranferring mission- critical information . Bandwidth Options begin at 5Mbps to over a Gbps. Prices vary based on Optical Internet bandwidth and term Connect multiple locations together by combining the siplicity of Ethernet with reliable optical fiber or Coax network. Bandwidths available from 3Mbps to over 1 Gbps. Prices Vary based on Metro -E bandwidth and term PHONE SERVICE Includes Administrator Portal, Group Directory, Call Fwd Always, CB Busy, Not Reachable, Remote Access, Caller Id, three way calling and several other features ... Voice mail is standard, hunting, series completion or directory number Office Plan - Per line $ 37.00 $ 33.00 $ 30.00 hunt Includes Auto Attendant, Call Park, Call Pick up, Music On Hold, Administrator Portal, Group Directory, Call Fwd Always, CB Busy, Not Reachable, Remote Access, Caller Id, three way calling and several other features ... Voicemail is standardwith unified Messaging Hunting, series Anywhere Plan $ 42.00 $ 38.00 $ 35 .00 completion or directory number hunt 23 Voice Grade Lines - 1st 20 DIDs included Additional DIDs PRI $ 450.00 $ 450.00 $ 400.00 and personal mobility available SIP TRUNKS - per trunk $ 18.74 $ 16.57 $ 14.39 Port Charge for Bandwidth and certified PBX required Fax, Alarm or elevator line - 3 per account and account Utility line $ 15.00 $ 15.00 $ 15.00 must include 1 Office or Anywhere line For Inbournt Calls only -allous to remotly configure call Virtual Number $ 20.00 $ 20 .00 $ 20.00 forward Packet Pg. 153  An avanced cloud-based hosted telephone system that delivers business -grade voice services over Cox private network eliminating the need for traditional PBX or Key system. Based on call IP Centrex path quantity and seat quantiy prices will vary Long distance can be tailored based on the needs of the business with options of minute packs or Long Distance unlimited plans Fees Network Interface $ 9.25 $ 9.25 $ 9.25 This is a Per line Charge Bulk Network Interface $ 46.50 $ 46.50 $ 46.50 Applicable on PRI, Ip Centrex and SIP Access Recovery Fee $ 2.00 $ 2.00 $ 2.00 this is a per line Charge (Capped at 10.00 per account) Business TV TV Starter $ 26.99 TV Starter - Additional Outlet $ 2.60 TV Expanded $ 27.01 TV Expanded - Additional Outlet $ 7.40 Additional Services Advanced TV, Sports Packages, HD, DVR Services are available upon request One Time Charges ... Changes To accounts: Additional DIDs, Speed Upgrades, Account Change fees 25 25 25 Other changes Installation 129 99 79 Installation of Service such as internet or phone lines Transfer -Standard COAX 129 99 79 Fiber installation Based on Cost of Construction To location Fiber Transfer Based on Cost of Construction To location Packet Pg. 154 c Cox Acco unt Re p: Carol Knight Cox Svstem Address: Commercial Services Ag reement 7/21/ 2014 Ph one Number: 855-637-1206 3405 Mclemore Drive Fa x Nu m b er: 877 -873-7044 Pensacola, FL 32514 !-'.u.mm. lnfonHtIon Auttlortlllld Cwtomw­ Infannatlan Legal Companv N ame: Okaloosa County IS O Full Na me: Randy Sims Street Add ress: 100 COLLEGE BLV BLDG EOC Billing Conta ct: 850-651-7150 City/Stat e/ Zip: Niceville, Florida 32578 Fax: B illing Addres s: IContact N umber: 1(850) 689-5914 City/State/Zi p: . Em ail Address : rs ims@co.okaloosa. n.us Cox Account # : 135 -0151273-01 I I Service Description Prey QTY New QTY Uni t Price Term (Months) Monthly Recurring Ser vice Cha rges One Time Activation & Setup Fees Directory Listing - Non Published 0 1 $0.00 36 $0.00 Access Recovery Fee - Bu lk Facility 0 1 $5.00 36 $5.00 FCC Access Charge - Bulk Facility 1 1 $ 46 .25 M -~1 $46 .25 Cox Digi ta l Trun k PRI 1 1 $400.00 36 $400.00 DID Block - 20 0 1 $3.20 36 $3. 20 Account Change Fee 0 1 $0.00 $0 .00 Tota ls: $454.45 $0.00 I J Description I Qu antity I Unit Pr ice Total Fee I I I For Dedicated Service Facilities (e.g . Private Line Type Services, Ethernet Services). By initialing here and signing below, I No ICustomer represents that at least 10'10 of the traffic on the designated circuit(s) is Inter-State in nature or is Internet traffic. ISpeclaI ConcIlticIM - - - - - -- - -- -- - -- --/ Renewing existing service on new 36 month term. Promotion o.mu. By sign Ing this Agreement, you represent that you are the authorized Customer represe ntative and the information above is true and correct. Th is Agreement binds Customer to the terms and conditions attached to this Agreement and any oth er terms and conditions applicable t o the Services selected above, including without limitation , the Cox tariffs, Service Guides, state and federal regulations, the General Terms located at http ://ww2.cox.com/aboutus/ pol icies/ business-general-terms .cox, and the Cox Acceptable Use Policy (the "A UP"). Customer acknowledges receipt and acceptance of the AUP and the General Terms by signing this Agreem ent. This Agreement is subject to credit approval and Customer authorizes Cox to check credit. Th e prices above do not include applicable taxes, fees, assessments or surcharges which are additional and may change. This proposal is valid provided Customer signs and delivers this Agreement to Cox unchanged within thirty (30) days from the date above. Cox may withdraw this proposa l at any time prior to Customer's signature. If, within thirty (30) days after Customer's signature below, Cox determines that Customer's location is 'Oot serviceable under Cox's normal installation guidelines, Cox may terminate this Agreement without liability . If Customer terminates or decreases any Service that is part of a bundle offering, th e remaining Services shall be subject to price increases for the remaining Term . Both parties agree that each party may use electronic Signatu res to sign this Agreement. Unless otherwise agreed to by the parti(> s in a written amendment to this Ag ree ment, Customer shall satiSfy the MRC set forth above for the duration of the Term . Cox may charge Customer a term ination fee equal to the amount of the MRC reduction resulti ng fro m a partial termination of a Service multiplied by the number of months remaining in the Term . If Cox performs an y work including const ruction or incurs any costs to provide Service to Customer and Cust omer cancels th is Agreement prior to Service installation , Customer shall be liable for Cox's reasonable costs in addition to any other termination cha rges. I acknowledge that I have read and understand the 911 disclosures in Section 2 of the Service Terms . Custom e r Au thorized Si gnature Cox Com m u nlct io ns G.D s t, LLC; Cox Flo rida Telcom, LP Signature : Signature : rr)e ~ ~efi Print : T itle Posit ion : I Titleposition: 3n...ks H~~ Date: Date: [f'/ t?/If/ I _I ~ Version 1.0 : 1210912013 Signed by:Dennis Schroeder@cox.com 7/2212014 2:22:58 ~TO): 08 : 06 r ~ \.:(0.'1) Packet Pg. 155 The te rms and conditio ns set forth on the Co ver Page and tj elow (th e 4. Termi nat ion Cu st om er may te rm inate any Se rv ice before the end of the "S erv ice Term s"), t oge the r wi th the Additional Tenns and Cond itIOns Term selected by Cu stom er on t he Cover Page; provided, however , If Custom er avai lable at httD: I/ww 2.cox. com/abQy tus/ po l'l q es/ buslness-general ­ te rm i ~ate5 any su ch Servi ce before th e end of th e Term (except fo r breach by term s. cox (the " General Terms " and coll ec t ivel y with the Se rv ice Ter ms Cox), un less oth erwi se expressly stated In the Gener al Te rm s, Custome r Will be and any other poli cies and t erms in co rp orate d by reference In the Service ob lig ated to pa y a termin ation fee eq ual to the non recurring charges (If unpa id) Te rms, th is " Agreemen t"), will govern Cw stomer's use of th e serv ices and 100 % of tile mo nt hly recurri ng charges fo r t he term inated Servi ce(s) Iden tlfl ed on the attach ed co ver pag e, or if In the Cox BuSi ness e ­ mu lti plied by th e num be r of full mo nths re m aining In the Term . This proviSion com lnerce environrl'lent , a5 select ed above (th e ' Co er Page" ) (e acl'l a survi ves t ermina ti on of the Agreem ent. If Cox is de li ve ring Services via wireless "S rVl ce" ). network facili tie s and ttle re Is sig n I Interference Wltll any such Se rvi ce(s ), Co x 1. Ta r iffs/Service Guide If Cu stom er is purcha sing any Services that may term inate thi S Agre emen t w ithout liability if Cox ca nnot resolve the are regulate l1 by th e FCC or any st ate regu lato ry body ("Re gu la ted Interference by using commerCially reasonab le efforts. Ser Vices"), th en Cu st om er's use of such Reg ul ated Serv ices IS su bject to 5. Payment Cu st om er shall pay for all mon t hly Serv ice charges , plus on e" t he regu latJons of the FC C an d t l1e reg ulato r y body of th e state in whic h t im e set -up , In st allation and/or co nstl-ucti on charg es. Unless stated othe rwi se t he Custo mer location receiv in g these Regu late d Se rvi ces is located ( wh ich he rein, month ly charg es fo r Serv ices shall beg in upon Inst allatIOn of Service, regu lation s are subje ct to eh nge) , as well il,:; the rate s, terms, an d and Ins talla t io n charges, if any, shall be du e upon com pletion of Install Uon. con d itio ns co ntcllrl ed rn tari ffs on file with state il nd Feder I regulatory Any amount not received by the due date sh own on the appli cabl e InV Oice Will authon tl es . For st ate 5 where th e Reg ulated Serv ice s are de-tari ffed, be subj ect to Intere st or a late clla rge no greater th an the mal Im um rate Reg ulated Services are prO v ided pursuan t to the rat es, terms and allowed by law . Customer ackno wledge s and agree s th at If Cu stom er falls to condi ti ons for the Cox Serv ice Guide for t hat Sta t e (the "S G"), wh ,ch may pay any a mo unts w hen d ue an d farls to cu re such non - pay m ent upon receipt of be found at htto :!/ww 2.cox .com / bu5in es s/v ol ce /reg ulatQrY. CQx and whi ch wri tten no ti ce of non -pay ment fmm Cox, Cu st omer will be deem ed to ha ve su ch terms are inco l-p orated herern by re fe rence. Cox m ay am end su ch t erminated this Agre emen t and will be obli gated to pay the t ermina tio n fee ta nffs (a nd if app licabl e, the SG ) and th e Regu lated Serv ices sha ll be describ ed in Secti on 5, above. I f a pplic ab le to the SerVi ce , Cu sto mer sh all pay subj ect to suell ta riffs (o r If applicab le, t he SG), as am en ded. Custo mer sales, use, gross receipt:>, and excise tax es , access fees ~nd all other Fees, m ust disclose to Co x if Customer inte nds to use the Reg ul ated Service s un iversa l serv ice fu nd assessments, 911 fe es, franchise fe es, by pass or ot her Wi t h payph one servi ce . Th e ta n ffs nd the SG conta m can ce lla t iO n o r loca l, state and Feder al ta xes or cha rges, and depOSits , Imposed on the use of t erml na Ion fe es due in t he event of ca ncellation or terml n tion (lncludon g t he Services . Ta xes WIll be sepa rately stated on Custome r's Inv oice. ~I o interest partial t erm ination) of a Regulated Service prior to the Term se lected on w ill be paid on depOSi t s un less requ ired by law. the Cove r P ge. Term in ation fee s include, but are no t lim ited to, 6. Service and Installat ion Cox shall provid e Customer with the Servi ce s non re curri ng cl1arges, ch arges paid to th ird partie s on beila lf of Custome r,­ iden tifi ed on the Cover Pa ge an d ma y provide re lated fa cil ities and eq uipm ent, nd the rnon thly recUrri ng ch rges for the ba lance of tl1e Term. the ownerShip of which sll all be retained by Cox (the "Cox EqUipmen t" ), or for 2. PBX Usage and E911 Serv ices PLEASE REVIe W THE FO LLOWI NG cert ain SerVi ces, Customer, rn ay purchase equipment fro m Cox ("Cus tomer WEBSITE FOR IM PORTA NT I NFORMATION ABOU T CO X'S 9 1 t PRACTICES: Purchased Eq uipmen t "). Custom er is responsible for damage to any farJll tl es or httO :l!ww 2.cQx.co m / b lJ sloess/ vOjce/ regy la t ory. co x, In add ition to th e eq uipme nt Installed or provided by Co x (the "Cox EqU ipme nt " ). Cust om er ma y ,nfo rmati on about PBX Se rvi ce and e91l Service In Secti on C1 3 of th e use the Se rvi ces fo r any lawfu l purpose, provided th at su ch purpose ( a) does General Terms. ONLY TH E EMT A WILL HAVE BATTERY BACKUP PROVIDED not In te rfe re or Impair th e Cox network or Co x EqUi pmen t and (b) com plies With BY COX. CUSTOME R I S RESPONSIBL£ FO R BATTEP,Y BAC KUP FOR TH E the AUP. Cus t ome r- shall use the Cox EqUi pment on ly fo r th e purpose of l AD , ESBC, ATA AND ALL CUSTOt-ol ER EQUI PMENT. IN THE EV ENT OF A rece iVing t he Services. Customer sha ll use Customer Pu rcha sed Eq uipmen t in POWER OUTAG E, CUSTOM ER'S TELEPHONE SERVI CE USING A~I EMTA accordance with the te rms of til e relat ed equipment pu rcha se agree ment. WiLL CONnN UE TO OP ERATE AS US UAL FOR UP TO EIGHT HOURS WITH Un le ss prOVi de d otherwise herein, Cox sha ll use com me rC iall y reas onab le effo rts THE BACKUP BATTE RY PROVI DED BY COX . THE DURATION OF SERVI CE to m aintain the Servi ces in accordance with ap pl icab le perform ance st an dard s. DURING A POWER OUTAGE USING AN lAD, ATA, and ESBC WI LL DEPEN D Cox network m anagem ent needs may req uire Cox to mod ify upst ream and ON CUSTOMER 'S BATTE RY BAC KU P CHOICE. IF THE ETvITA, ATA, ES SC OR downs tre am speeds. Use of the data, Internet, web co nfe re nc lng/ web hosting l AD TH AT SUPPLI ES YOUR TELEPH ONE SERV ICE [S DISCONNECTED OR Serv ices shall be subje ct to tile AUP at REM OV ED AND/ OR THE BATTE RY IS NOT CHARGED OR IS DA I~IA G E D , http://;>I;'I2 .co x .com / abQ utus/ oo licies/ busin ess "polici es.cox, wh ieh is SERV ICE, I NCLU DI NG ACCESS TO 911 OR E911, W[LL NOT BE AVAI LABLE. incorpo ra ted herein by re fere nce. Web hosting customers may view the AUP by COX SHALL NOT BE RESP ONS IB LE OR LIABLE FOR ANY FAILURE TO clICking on the contro l pan el . Cox may cha nge the ,,,UP from ti me to t ime RECE IVE SEPVICE OR FO R TH E FAILURE OF ANY 911 OR E911 CALL IF du n ng the Te rm . Cu stom er's contin ued use of the Serv ices fo ll owing an AUP CUSTOMER REM OV ES OR DISCONNECTS TH E EMTA, ATA, ES SC OR lAD amendment shal l cons tItute acceptan ce. OR IF CU 5TOl"I ER FA I LS TO CHARGE THE BATTER Y FOR SAID DEVICES AT 7 . E-Bate Customers If Cus tomer is an educational Insdtut ,o n, lib rary or ANY TI ME DURING THE TERM OF TH IS AG REEMENT. CO X USES YOUR oth er en tit y that qual ifi es as an applica nt seekrng reimb ursem ent under the TELE PHON E SERVICE ADD RES S TO IDENTIFY YOU R LO CA nON FO R E911 Fed er I Un iv ersa l Se r vice Fund SCl100ls and li braries Prog ram (collecti vely , " E­ SERVIC E. [F THE EMTA, ATA ESSC AN D/OR lAD [ NSTA LlE D I N YOU R Rate Custom ers"), the additIOn al te rm s in Secti on C9 of the General Terms wil l BUSINESS IS ;"lO VED, THE E91 1 DI SPATCH MAY NOT RECEIVE YOU R apply. CORREc r ADDRESS . PLEASE NOTI FY COX IF YOU WOU LD LIK E TO MOVE 8. General Terms The General Terms are hereby Incorporated into tlli s OR RELOCATE YOUR TE LEP HONE SERVICE. IT CA N TAK E UP TO 2 Agree me nt by refere nce. Cox, in its sol e dIscretion , ma y modi fy , supplement or BU SINE SS DAYS FOR YOUR NEW AD DRESS TO BE UPDATED . rem ove any of th e General Terms from time a t im e, without addi tiona l notice 3 . Service Sta rt Da t e and Term Thi s Agre ement sh II be effecti ve t o Custo m er, and an y suc h ch an ges 1'1 111 be effective upon Co x publi sh ing such upon execution by t he parties . The "In itial Term" sha ll begon upo n changes on the we bs ite li ste d above. BY EXECUTlNG TH IS AGREEMENT installati on of Service and sh all continue for the app li ca ble Term AN D/OR US I NG OR PAY ING FOR TH E SERVICES , CUSTOM ER ACKNOWLEDGES commitmen t set fort h o n the Cover Pa ge; provide d tha t if Custom er del ays THAT IT HAS REA D, UNDERST OOD, AND AG REED TO BE BOUND BY THE In sta llati on or is not read y to receive Services on the agree d- upon GEN ERAL TERMS . In st all ation date , Cox may begin bill in g for Serv ices, on the dat e Serv ices 9 . LIMITATION OF LIABILITY COX AND/OR ITS AGENTS SHAl l NOT Be wo uld have been installed. Co x sha ll use reaso nable efforts t o make the LI ABLE FO R DAMA GES FOR FAILURE TO FU RNISH OR I NTERR UPTION OF ANY Serv ices availab le by the requested serv ice date . Cox sll ali no t be lia ble SERVICES, NOR SH ALL COX OR ITS AGENTS BE RESPONSI BLE FOR FAILURE OR for dam ages resu lti ng from dela ys In meetin g service dates d ue to ERROR S I N SI GNAL TRANSTvllSS ION, LOST DATA, FI LES OR SOFTWARE con structi on delays or reCl so ns be yon d Its control . If Custom er dela ys DAMAGE REG ARDLE SS OF THE CAUSE. COX SHALL NOT BE LIABLE FOR inst al lation for a perio d of t hree (3) m onths or lon ger after the parties' DA MAGE TO PROPERTY OR FO R INJURY TO ANY PE RS ON ARISI NG FROM THE e~ecutlon of th iS Agree men t, Co x reserv es th e nght to te rmina t e th iS INSTALLATI ON OR REMOVA L OF EQUIPMENT UNLES S CAUS ED BY THE Agreement Imm ediate ly at an y t ime t hereafter and Customer sha ll be NEGLI GENCE OF COX. UNDER NO CIRCUMSTANCES WILL CO X BE UABLE FOR re spo ns il~le Fo r the fu ll amo unt of constru cti on costs an d an y other related ANY I NDI RED, INCIDENTAL, SPECIAL OR CO NSEQUENTI AL DAMA GES, costs Incurred by Cox as of the date of te rm rna tion. AFTER THE I NITI AL INCLUD ING LOST PROFITS, ARISING FR OM TH1 S AGREEf'I EN T OR ITS TERM , TH I S AG REEMENT SHALL AUTOMATI CA LLY RENEW FO R ONE (1) PROVI SION OF THE SERVICES. YEAR TERMS ( EACH AN " EXTEN DED TERM") UNLESS A PARTY GI VES THE 10. WA RRANTI ES EXCE PT AS PROV roED HEREIN, THERE ARE NO OTHER OTH ER PARTY' WRITIEN T E R MI ~I A TI ON NOT ICE AT LEAST TH IRTY' (3 0) A GREEM E~JTS , WA RRANTI ES OR REPRESENTATIONS, EXP RESS OR IMPLIED, DAYS PRI OR TO THE EX PlRAn ON OF THE I~IrT IA L TE RM OR THEN ElTl"'iER IN FACT OR BY OPERATION OF LA W, STATUTO RY OR OTHERW ISE, CURRENT EXTENDE D TERM . " Term" shall mea n the Initial Term an d INCLUDI NG WA.RRANTIE S OF MERCHANTABILI TY' AN D FITNESS FOR A Extended Tenn (5 ), If an y. Cox reserves the right t o increase rates for all PARTICULAR PU RPOSE, RE LATI NG TO THE SERVICES. SERVI CES PROVID ED Services by no more than te n pe rce nt ( 10 %) during an y Extended Term by ARE A BEST EFFO RTS SERVI CE AND COX DOES NOT WARRANT TH AT THE pro Vi din g Cust om er With a t leas t six ty (60) days w ritte n not1 ce of su ch rate SERVICE S, EQU I PMENT OR SOFTWARE SHAU BE ERROR-FREE OR WITHOUT Increase. TIlls lim itation on rate Increa ses sha ll no t appl y t o vid eo Serv ices INTERRU pnON . I NTERNET SPEED S WILL VARY. COX MAKE S NO WARRANTY' or Services for wh ich rates, term s and conditi ons are gove rned by a Cox AS TO TRAN SMIS SI ON OR UPSTREAM OR DOWN STREAM SPEEDS OF THE tariff or SG . Upon notice to Cu stome r, Cox may change the rates for vid eo NETW ORK. Services periodicall y dunng the Term . Cox may change the rate s or 11 . Public Perfo rm ance. I f Cust ome ," en gages in a pu blic perform ance o f telephone Se rvice subject to a Cox ta riff Of SG pertodicclly during the ny cop yrighted mate rial con ta ined In a ny of the Services, Customer, and not Term . For th e avoid neE' of dou bt , prom otional rates and prom otJOn al Co x, shall be responsible for ob tain ing an y publIC perform on g lice nses at di scounts provided to Customer WIll ex pi re at the end of ttl e I niti al Ter m or Cust omer's expe nse . The Video Service t ha t Cox provi des unde r this earlier as set forth In the promotion lan gu ag e. Customer's paym ent for Ag reement does not Includ e a public performan ce license , Service afte r notice of a rate Increase will be deemed to be c ustome r's acceptance of the new rate. Packet Pg. 156 Rosemarie Yohannan From: Randy Sims Sent: Thursday, August 21, 2014 8:07 AM To: Rosemarie Yohannan Subject: FW: Renewal Agreements ;Attachments: Carol Knight.vef; Copy of Rate Sheet for OC BCC.xlsx I will explain this when I see you this morning. Thanks Randy Sims 302 N . Wilson Street Suite 203 Crestview, FI 32536 850·6 89-59 14 [g. "Please note: Due to Florida's very broad public records laws, most written communications to or from County employees regarding County business are public records, available to the public and media upon request. Therefore, this written e-mail communication, including your e-mail address, may be subject to public disclosure." From: Knight, Carol (CCI-Southeast) [mailto:CaroI.Knight@cox.com] Sent: Wednesday, July 23,2014 11:20 AM To: Randy Sims Subject: RE: Renewal Agreements . Here you go. From: Randy Sims [mailto:rsims@co.okaloosa.fLus] Sent: Wednesday, July 23, 2014 10:53 AM To: Knight, Carol (CCI-Southeast) Subject: RE: Renewal Agreements Hey, Please send me the new rate sheet. I will need to attach it to the new agreements, Thanks, Randy Randy Sims 302 N. Wilson Street Suite 203 Crestview, FI 32536 850-689~9 14 "Please note: Due to Florida's very brood public records laws, most written communications to or from County employees regarding County business are public records, available to the public and media upon request. Therefore, this written e-mail communication, including your e-mail address, may be subject to public disclosure." 1 Packet Pg. 157 APENDIX B SERVICE TE RM/PRICE FEATURES PRODUCT DE SCRIPTION 1 Yr 2 yr 3yr INTERNET SERVICE ' . Business Internet - VIA HFC IP ADDRESS DYNAMIC INCLUDED - ~ATIC is additional Email Accounts 10 Email Storage 20 GB allocation Online Back up: Not Included Securtiy 5 Mbps Xl Mbps $ 84.00 $ 74.00 $ 64.00 Suite: Not included IP ADDRESS DYNAMIC INCLUDED - STATIC is additional Email Accounts 10 Email Storage 20 GB allocation· Online Back up : 5 GB 10 Mbps X 2 Mbps $ 134 .00$ 124.00 $ 114.00 Securtiy Suite: 5 Liceses 25 Mbps X 5 Mbsp $ 174.00 $ 164.00 $ 144.00 IP ADDRESS STATIC INCLUDED Email 50 Mbps x 10 Mbps $ 214.00 $ 204.00 $ 194.00 Accounts 10 Email Storage 100 Mbps X 20 Mbps $ 284.00 $ 274.00 $ 264.00 20 GB allocation Online Back up: 25 GB 150 Mbps X 20 Mbps $ 364.00 $ 354.00 $ 344.00 Securtiy Suite: 25 Licenses Additional Static Ips $ 5.00 $ 5.00 $ 5.00 HOT SPOT WIFI Available depending on numbers of users and size of area Symmetrical Optical Internet provides access for large number of users to tranferring mission- critical information . Bandwidth Options begin at 5Mbps to over a Gbps. Prices vary based on Optical Internet bandwidth and term Connect multiple locations together by combining the siplicity of Ethernet with reliable optical fiber or Coax network. Bandwidths available from 3Mbps to over 1 Gbps. Prices Vary based on Metro -E bandwidth and term PHONE SERVICE Includes Administrator Portal, Group Directory, Call Fwd Always, CB Busy, Not Reachable, Remote Access, Caller Id, three way calling and several other features ... Voicemail is standard, hunting, series completion or directory number Office Plan - Per line $ 37.00 $ 33.00 $ 30.00 hunt Includes Auto Attendant, Call Park, Call Pick up, Music On Hold, Administrator Portal, Group Directory, Call Fwd Always, CB Busy, Not Reachable, Remote Access, Caller Id, three way calling and several other features ... Voicemail is standardwith unified Messaging Hunting, series Anywhere Plan $ 42 .00 $ 38 .00 $ 35 .00 completion or directory number hunt 23 Voice Grade Lines - 1st 20 DIDs included Additional DIDs PRI $ 450 .00 $ 450.00 $ 400.00 and personal mobility availa ble SIP TRUNKS - per tru!lk $ 18.74 $ 16.57 $ 14.39 Port Charge for Bandwidth and certified PBX required Fax, Alarm or elevator line - 3 per account and account Utility line $ 15.00 $ 15.00 $ 15.00 must include 1 Office or Anywhere line For Inbournt Calls only -allous to remotly configure call Virtual Number $ 20.00 $ 20.00 $ 20 .00 forward Packet Pg. 158  An avanced cloud-based hosted telephone system that delivers business -grade voice services over Cox private network eliminating the need for traditional PBX or Key system. Based on call IP Centrex path quantity and seat quantiy prices will vary .' . . ,. Long distance can be tailored based on the needs of the business with options of minute packs or Long Dista nce unlimited plans Fees Network Interface $ 9.25 $ 9.25 $ 9.25 This is a Per line Charge Bulk Network Interface $ 46.50 $ 46.50 $ 46.50 Applicable on PRI, Ip Centrex and SIP Access Recovery Fee $ 2.00 $ 2.00 $ 2.00 this is a per line Charge (Capped at 10.00 per account) Business TV TV Starter $ 26.99 TV Starter - Additional Outlet $ 2.60 TV Expanded $ 27.01 TV Expanded - Additional Outlet $ 7.40 Additional Services Advanced TV, Sports Packages, HD, DVR Services are available upon request One Time Charges ........ Changes To accounts: Additional DIDs, Speed Upgrades, Account Change fees 25 25 25 Other changes Installation 129 99 79 Installation of Service such as internet or phone lines Transfer -Standard COAX 129 99 79 Fiber installation Based on Cost of Construction To location Fiber Transfer Based on Cost of Construction To location Packet Pg. 159 c Cox Accoun t Rep : Carol Knight I Cox Syst em Ad dress: Commercial Services Ag reement 7/21/2014 Phone Num ber; 855-637-1206 3405 Mclemore Drive Fax Number: 877-873-7044 Pen sacola, FL 325 14 0 2 "... JnfonnaIIan Authori. . c:u.tam. lnfonItaIIan Legal Company Name: OKALOOSA COUNTY BCC Full Name: Robert Card Street Addr ess: 50 2ND ST Billing Contact: ( 850) 689- 5046 City /State/Zip: SHAUMAR, Florida 32579 Fax: Billing Add ress: Contact Number: ( 850) 689-5046 City /State/Zi p: Email Address: rcard @co.okaloosa .n.us Cox Account #: 135-0083056-02 Tax_ and P_ Not IncIucI.cI Service Description Prey New Unit Term Service Charges QTY QTY Price (Months) Monthly Recurring One Time Activation .. Setup Fees Access Recovery Fee - Bulk Facility 1 1 $5.00 36 $ 5.00 FCC Access Charge - Bulk FaCi lity 1 1 $46.25 M-M $46.25 COK Digital Trun k PRJ 1 1 $400.00 36 $400.00 DID 100 Number Block-Per Block 1 1 $15.00 36 $15.00 DID Block - 20 1 1 $ 3.20 36 $3 .20 Bloc.k Oper ator ASSisted Calls 1 1 $0 .00 36 $0.00 A.ccou nt Change ~ 0 1 $ 0.00 $0.00 I I I I Totals : $469.45 $0.00 r EqulPlMftt ct.arv- .--­ I Descripti o n I Quantity I Unit Price Total Fee I I I If _ _ Dad' atad SenrIce P8dIltla• . 1 For Dedicated Service Facilities (e.g . Private Une Type Services, Ethernet Services). By Initialing here and Signing below, No Customer represents that at least 10% of the traffic on the deSignated circuit(s) is Inter-State in nature Or is Internet traffic. r..... ~ renewing services on new 36 month term. ~ By signing this Agreement, you represent that you are the' authorized Customer representative and the informat ion above is true and correct. This Agreement binds Customer to the terms and conditions attached to this Agreement and any other terms and conditions applicable to the Services selected above, including without limitation, the COK tariffs, Service Guides, state and federal regulations, the General Terms located at http;//ww2 .coK .com/ aboutus/policles/business-generai-term S.COK, and the Cox Acceptable Use Policy (the "AUP"). Customer acknowledges receipt and acceptance of the AUP and the General Terms by signing this Agreement. This Agreement is subject to credit approval and Customer authorizes Cox to check credit. The prices above do not include applicable taxes, fees , assessments or surcharges which are additional and may change. This proposal is valid provided Customer signs and delivers this Agreement to COK unchanged within thirty (30) days from the date above. COK may withdraw this proposal at any time prior to Customer's signature. If, within thirty (30) days after Customer's signature below, Cox determines that Customer's location is not serviceable under Cox's normal installation guidelines, COK may terminate this Agreement without liability. If Customer term inates or decreases any Service that is part of a bundle offering, the remaining Services shall be subject to price Increases for the remaining Term. Both parties agree that each party may use electronic signatures to sign this Agreement. Unless otherwise agreed to by the parti~s in a written amendment to this Agreement, Customer shall satisfy the MRC set forth above for the duration of the Term. COK may charge Customer a termination fee equal to the amount of the MRC reduction resulting from a partial termination of a Service multiplied by the number of months remaining in the Term. If Cox performs any work including construction or incurs any costs to provide Service to Customer and Customer cancels this Agreement prior to Service installation, Customer shall be liable for Cox's reasonable costs in addition to any other termination charges. I acknowledge that I have read and understand the 911 disclosures in Section 2 of the Service Terms. Customer Authorized Signature Cox commU \ "3ti( jast, LLC; Cox Florida Teleom, LP Signature : Signature: ft't! ~/J .-,..tZ ]1,j . i~"'" - Print: Pnnt 1'7.., (3 L? ~~-t'-- Title Position: TitlePosition:~..s .d~'£'~Y Date: Date : Rj;;!-Ltt/ ...; Signed by:Dennis.Schroeder@cox.com Version 1.0 : 12109/ 2013 7/22120 142 :22 :38 JlINg(UTQ):06:30 I Packet Pg. 160 The terms and conditions set forth on the Cover Page and below (the 4. Termination Customer may terminate any Service before the end of the "Service Terms"), together with the Additional Terms and Conditions Term selected by Customer on the Cover Page; provided, however, if Customer available at htto :lIww2 .cox .com/aboutus/oolicies/business-general­ terminates any such Service before the end of the Term (except for breach by terms . cox (the "General Terms" and collectively with the Service Terms Cox), unless otherwise expressly stated in the General Te rms, Customer w ill be and any other policies and terms incorporated by refe rence in the Service obligated to pay a termination fee equal to the nonrecurring charges (if unpc id) Terms, this "Agreement"), will govern Customer's use of the services and 100% of the monthly recurring charges for the terminated Service(s) identified on the attached cover page, or if in the Cox' -Business e­ multiplied by the number" of full months remaining in the Term. This provision commerce environment, as selected above (the " Cover Page") (each a survives termination of the Agreement. If Cox is delivering Services via wireless "Service"). network facilities and there is Signal interference with any such Service(s), Cox L Tariffs/Service Guide If Customer is purchasing any Services that may terminate this Agreement without liability if Cox cannot resolve the are regulated by the FCC or any state regulatory body ("Regulated interference by using commercially reasonable efforts . Services"), then Customer's use of such Regulated Services is subject to 5. Payment Customer shall pay for all monthly Service charges, plus one­ the regulations of the FCC and the regulatory body of the state in which time set-up, installation and/or construction charges. Unless stated otherni se the Customer location receiving these Regulated Services is located (which herein, mo nthly charges for· Services shall 'begin upon installation of Service, regulations are subject to change), as well as the rates, terms, and and installation charges,' if any, shall be due upon completion of installa tion . conditions contained in tariffs on file with state and federal regulatory Any amount not received by the due date shown on the applicable invoice w ill authorities. For states where the Regulated Services are de-tariffed, be subject to interest or a late charge no greater than the maximum ra t e Regulated Services are provided pursuant to the rates, terms and allowed by law. Customer acknowledges and agrees that if Customer fa ils to conditions for the Cox Service Guide for that State (the "SG"), which may pay any amounts when due and fails to cure such non-payment upon receipt of be found at htto:llww2.cox.comLbusiness/voice/regulatory.cox and which written notice of non-payment from Cox, Customer will be deemed to have such terms are incorporated herein by reference. Cox may amend such terminated this Agreement and will be obligated to pay the termination fee tariffs (and if applicable, the SG) and the Regulated Services shall be described in Section 5, above. If applicable to the Service, Customer sha ll pay subject to such tariffs (or if applicable, the SG), as amended. Customer sales, use, gross receipts, and excise taxes, access fees and all other fee s, must disclose to Cox if Customer intends to use the Regulated Services universal service fund assessments, 911 fees, franchise fees, bypass or otr-.er with payphone service. The tariffs and the SG contain cancellation or local, state and Federal taxes or charges, and deposits, imposed on the use of termination fees due in the event of cancellation or termination (including the Serv ices. Taxes will be separately stated on Customer's invoice. No interEst partial termination) of a Regulated Service prior to the Term selected on will be pa id on deposits unless required by law. the Cover Page . Termination fees include, but are not limited to, 6, Service and Installation Cox shall provide Customer with the ServiCES nonrecurring charges, charges paid to third parties on behalf of Customer, identifi ed on the Cover Page and may provide related facilities and equipme n , and the monthly recurring charges for the balance of the Term. the ownership of which shall be retained by Cox (the "Cox Equipment"), or for 2. PBX Usage and E911 Services PLEASE REVIEW THE FOLLOWING certain Services, Customer, may purchase equipment from Cox ("Custome r WEBSITE FOR IMPORTANT INFORMATION ABOUT COX'S 911 PRACTICES : Purchased EqUipment"). Customer is responsible for damage to any facilitie s or http://ww2.cox.com/business/voice/requlatory.cox, in addition to the equ ipment installed or provided by Cox (the "Cox EqUipment") . Customer may information about PBX Service and e911 Service in Section CD of the use the Services for any lawful purpose, provided that such purpose (a) doe s General Terms. ONLY THE EMTA WILL HAVE BATTERY BACKUP PROVIDED not interfere or impair the Cox network or Cox Equipment and (b) complies with BY COX. CUSTOMER IS RESPONSIBLE FOR BATTERY BACKUP FOR THE the AUP. Customer shall use the Cox Equipment only for the purpose of lAD, ESBC, ATA AND ALL CUSTOMER EQUIPMENT. IN THE EVENT OF A rece ivi ng the Services. Customer shall use Customer Purchased Equipme nt in POWER OUTAGE, CUSTOMER'S TELEPHONE SERVICE USING AN EMTA accordance with the terms of the related equipment purchase agreeme nt . WILL CONTINUE TO OPERATE AS USUAL FOR UP TO EIGHT HOURS WITH Unless provided otherwise herein, Cox shall use commercially reasonable efior"cS THE BACKUP BATTERY PROVIDED BY COX. THE DURATION OF SERVICE to maintain the Services in accordance with applicable performance standards. DURING A POWER OUTAGE USING AN lAD, ATA, and ESBC WILL DEPEND Cox network management needs may require Cox to modify upstream and ON CUSTOMER'S BATTERY BACKUP CHOICE. IF THE EMTA, ATA, ESSC OR downstream speeds. Use of the data, Internet, web conferencing/web hosting lAD THAT SUPPLIES YOUR TELEPHONE SERVICE IS DISCONNECTED OR Services shall be subject to the AUP at REMOVED AND/OR THE BATTERY IS NOT CHARGED OR IS DAMAGED, http://ww2 .cox .com/aboutus/Dolicies/busi ness-policies .cox, which is SERVICE, INCLUDING ACCESS TO 911 OR E911, WILL NOT BE AVAILABLE. incorporated herein by reference. Web hosting customers may view the AUP by COX SHALL NOT BE RESPONSIBLE OR LIABLE FOR ANY FAILURE TO clicking on the control panel. Cox may change the AUP from time to ti m e RECEIVE SERVICE OR FOR THE FAILURE OF ANY 911 OR E911 CALL IF during the Term. Customer's continued use of the Services following an AUP CUSTOMER REMOVES OR DISCONNECTS THE EMTA, ATA, ESBC OR lAD amendment shall constitute acceptance. OR IF CUSTOMER FAILS TO CHARGE THE BATTERY FOR SAID DEVICES AT 7. E-Rate Customers If Customer is an educational institution, library or ANY TIME DURING THE TERM OF THIS AGREEMENT. COX USES YOUR other entity that qualifies as an applicant seeking reimbursement under the TELEPHONE SERVICE ADDRESS TO IDENTIFY YOUR LOCATION FOR E911 Federal Universal Service Fund Schools and Libraries Program (collectively, " E­ SERVICE. IF THE EMTA, ATA ESBC AND/OR lAD INSTALLED IN YOUR Rate Customers"), the additional terms in Section C9 of the General Terms w ill BUSINESS IS MOVED, THE E911 DISPATCH MAY NOT RECEIVE YOUR apply. CORRECT ADDRESS. PLEASE NOTIFY COX IF YOU WOULD LIKE TO MOVE 8. General Terms The General Terms are hereby incorporated into th is OR RELOCATE YOUR TELEPHONE SERVICE. IT CAN TAKE UP TO 2 Ag~ee m ent by reference. Cox, inits sole discretion, may modify, supplement or BUSINESS DAYS FOR YOUR NEW ADDRESS TO BE UPDATED. remove any of the General Terms from time to time, without additional noti ce 3. Service Start Date and Term This Agreement shall be effective to Customer, and any such changes will be effective upon Cox publishing such upon execution by the parties . The "Initial Term" shall begin upon changes on the website listed above. BY EXECUTING THIS AGREEI-1E,' 'T installation of Service and shall continue for the applicable Term AND/OR USING OR PAYING FOR THE SERVICES, CUSTOMER ACKNOWLEDGES co mmitment set forth on the Cover Page; provided that if Customer delays THAT IT HAS READ, UNDERSTOOD, AND AGREED TO BE BOUND BY THe installation or is not ready to receive Services on the agreed-upon GENERAL TERMS. installation date, Cox may begin billing for Services 'on the date Services 9. LIMITATION OF LIABILITY COX AND/OR ITS AGENTS SHALL NOT BE would have been installed. Cox shall use reasonable efforts to make the LIABLE FOR DAMAGES FOR FAILURE TO FURNISH OR INTERRUPTION OF ANY Services available by the requested service date. Cox shall not be liable SERVICES, NOR SHALL COX OR ITS AGENTS BE RESPONSIBLE FOR FAILURE OK for damages resulting from delays in meeting service dates due to ERRORS IN SIGNAL TRANSMISSION, LOST DATA, FILES OR SOFTWARE construction delays or reasons beyond its contro/. If Customer delays DAMAGE REGARDLESS OF THE CAUSE. COX SHALL NOT BE LIABLE FOR installation for a period of three (3) months or longer after the parties' DAMAGE TO PROPERTY OR FOR INJURY TO AN Y PERSON ARISING FROM THE execution of this Agreement, Cox reserves the right to terminate this INSTALLATION OR REMOVAL OF EQUIPMENT UNLESS CAUSED BY THE Agreement immediately at any time thereafter and Customer shall be NEGLIGENCE OF COX. UNDER NO CIRCUMSTANCES WILL COX BE LIABLE FOR responsible for the full amount of construction costs and any other related ANY INDIRECT, INCIDENTAL, SPECIAL OR CONSEQUENTIAL DAMAGES, costs incurred by Cox as of the date of termination. AFTER THE INITIAL INCLUDING LOST PROFITS, ARISING FROM THIS AGREEMENT OR ITS TERM, nilS AGREEMENT SHALL AUTOMATICALLY RENEW FOR ONE (1) PROVISION OF THE SERVICES. YEAR TERMS (EACH AN "EXTENDED TERM") UNLESS A PARTY GIVES THE 10. WARRANTIES EXCEPT AS PROVIDED HEREIN, THERE ARE NO OTHER OTHER PARTY WRITTEN TERMINATION NOTICE AT LEAST THIRTY (30) AGREEI-IENTS, WARRANTIES OR REPRESENTATIONS, EXPRESS OR IMPLIeD, DAYS PRIOR TO THE EXPIRATION OF THE INmAL TERM OR THEN EfTHER IN FACT OR BY OPERATION OF LAW, STATUTORY OR OTHERWISE, CURRENT EXTENDED TERM. "Term" shall mean the Initia l Term and INCLUDING WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A Extended Term (s), if any. Cox reserves the right to increase rates for all PARTICULAR PURPOSE, RELATING TO THE SERVICES. SERVICES PROVIDED Services by no more than ten percent (10%) during any Extended Term by ARE A BEST EFFORTS SERVICE AND COX DOES NOT WARRANT THAT THe providing Customer with at least sixty (60) days written notice of such rate SERVICES, EQUIPMENT OR SOFTWARE SHALL BE ERROR-FREE OR WITHOUT increase. This limitation on rate increases shall not apply to video Services INTERRUPTION. INTERNET SPEEDS WILL VARY. COX MAKES NO WARRANTY or Services for which rates, terms and conditions are governed by a Cox AS TO TRANSMISSION OR UPSTREAM OR DOWNSTREAM SPEEDS OF THE tariff or SG. Upon notice to Customer, Cox may change the rates for video NETWORK. Services periodically during the Term. Cox may change the rates for 11. Public Performance. If Customer engages in a public performance of telephone Service subject to a Cox tariff or SG periodically during the any copyrighted material contained in any of the Services, Customer, and not Term. For the aVOidance of doubt, promotional rates and promotional Cox, shall be responsible for obtaining any public performing licenses at discounts provided to Customer will expire at the end of the Initial Term or Customer's expense. The Video Service that Cox provides earlier as set forth in the promotion language . Customer's payment for Agreement does not include a public performance license . Service after notice of a rate increase will be deemed to be Customer's acceptance of the new rate. Signed by :Dennis.Schroeder@cox .com 7/22i2014 22238 AM (UTe) Packet Pg. 161 Rosemarice Yohannan From: Randy Sims Sent: Thursday, August 21, 2014 8:07 AM To: Rosemarie Yohannan Subject: FW: Renewal Agreements ~ Attachments: Carol Knight.vcf; Copy of Rate Sheet for OC BCC .xlsx I will explain this when I see you this morning. Thanks Randy Sims 302 N. WiI'son Street Suite 203 Crestview, FI 32536 850-689-5914 "Please note: Due to Florida's very broad public records IQ\Ys, most written communications to or from County employees regording County business are public records, available to the public and media upon request. Therefore, this written e-mail communication, including your e-mail address, may be subject to public disclosure." From: Knight, Carol (CCI-Southeast) [mailto:CaroI.Knight@cox.com] Sent: Wednesday, July 23, 2014 11:20 AM To: Randy Sims Subject: RE: Renewal Agreements Here you go. From: Randy Sims [mailto:rsims@co.okaloosa.fl.us] Sent: Wednesday, July 23, 2014 10:53 AM To: Knight, Carol (CCI-Southeast) Subject: RE: Renewal Agreements Hey, Please send me the new rate sheet. I will need to attach it to the new agreements. Thanks, Randy Randy Sims 302 N. Wilson Street Suite 203 Cre st view, FI 32536 850-689-5914 ~I = "Please note: Due to Florida's very broad public records lows, most written communications to or from County employees regarding County business are public records, available to the public ond media upon request. Therefore, this writ1en e-mail communication, including your e-mail address. may be subjecf to public disclosure." Packet Pg. 162 A PENDIX B SERVICE TERM/PRICE FEATURES ' . .. PRODUCT DESCRIPTION 1 Yr 2 yr 3yr INTERNET SERVICE Business Internet - VIA HFC IP ADDRESS DYNAMIC INCLUDED - STATIC is additional Email Accounts 10 Email Storage 20 GB allocation Online Back up: Not Included Securtiy 5 Mbps X 1 Mbps $ 84.00 $ 74.00 $ 64.00 Suite: Not included IP ADDRESS DYNAMIC INCLUDED - STATIC is additional Email Accounts 10 Email Storage 20 GB allocation Online Back up: 5 GB 10 Mbps X 2 Mbps $ 134.00 $ 124.00 $ 114.00 Securtiy Suite: 5 Liceses 25 Mbps X 5 Mbsp $ 174.00 $ 164.00 $ 144.00 IP ADDRESS STATIC INCLUDED Email 50 Mbps x 10 Mbps $ 214.00 $ 204.00 $ 194.00 Accounts 10 Email Storage 100 Mbps X 20 Mbps $ 284.00 $ 274.00 $ 264.00 20 GB allocation Online Back up: 25 GB 150 Mbps X 20 Mbps $ 364.00 $ 354.00 $ 344.00 Securtiy Suite: 25 Licenses Additional Static Ips $ 5.00 $ 5.00 $ 5.00 HOT SPOT WIFI Available depending on numbers of users and size of area Symmetrical Optical Internet provides access for large number of users to tranferring mission- critical information. Bandwidth Options begin at 5Mbps to over a Gbps. Prices vary based on Optical Internet bandwidth and term Connect multiple locations together by combining the siplicity of Ethernet with reliable optical fiber or Coax network. Bandwidths available from 3Mbps to over 1 Gbps. Prices Vary based on Metro -E bandwidth and term PH ONE SERVICE Includes Administrator Portal, Group Directory, Call Fwd Always, CB Busy, Not Reachable, Remote Access, Caller Id, three way calling and several other features ... Voicemail is standard, hunting, series completion or directory number Office Plan - Per line $ 37.00 $ 33.00 $ 30.00 hunt Includes Auto Attendant, Call Park, Call Pick up, Music On Hold, Administrator Portal, Group Directory, Call Fwd Always, CB Busy, Not Reachable, Remote Access, Caller Id, three way calling and several other features ... Voicemail is standardwith unified Messaging Hunting, series Anywhere Plan $ 42.00 $ 38.00 $ 35.00 completion or directory number hunt 23 Voice Grade Lines - 1st 20 DlDs included Additional DIDs PRI $ 450.00 $ 450.00 $ 400.00 and personal mobility available SIP TRUNKS - per tru'lk $ 18.74 $ 16.57 $ 14.39 Port Charge for Bandwidth and certified PBX required Fax, Alarm or elevator line - 3 per account and account Utility line $ 15.00 $ 15.00 $ 15.00 must include 1 Office or Anywhere line For Inbournt Calls only -allous to remotly configure call Virtual Number $ 20.00 $ 20.00 $ 20.00 forward Packet Pg. 163  An avanced cloud-based hosted telephone system that delivers business -grc de voice services over Cox private network eliminating the need for traditional PBX or Key syste m _ Based on call IP Centrex path quantity and seat quantiy prices will vary Long distance can be tailored based on the needs of the business with optio ns of minute packs or Long Distance unlimited plans I Fees 'Network Interface $ 9.25 $ 9.25 $ 9.25 This is a Per line Charge Bulk Network Interface $ 46 .50 $ 46.50 $ 46.50 Applicable on PRI, Ip Centrex and SIP I Access Recovery Fee $ 2.00 $ 2.00 $ 2.00 this is a per line Charge (Capped at 10.00 per account) Business TV TV Starter $ 26.99 TV Starter - Additional Outlet $ 2.60 TV Expanded $ 27.01 !TV Expanded - Additional Outlet $ 7.40 Additional Services Advanced TV, Sports Packages, HD, DVR Services are available upon request One Time Charges . I Changes To accounts: Additional DIDs, Speed Upgrades, Account Change fees 25 25 25 Other change s Installation 129 99 79 Installation of Service such as internet or ;: ~one lines Transfer -Standard COAX 129 99 79 IFiber installation Based on Cost of Construction To location Fiber Transfer Based on Cost of Construction To location Packet Pg. 164  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: September 2, 2014 TO: Honorable Chairman and Members of the Board FROM: Vicky Stever SUBJECT: 2014-2015 State Aid to Libraries application DEPARTMENT: Library Cooperative BCC DISTRICT: The Okaloosa County Public Library Cooperative (OCPLC) wishes to notify the Board that the Cooperative intends to apply for a State Aid to Libraries grant in the Cooperative's name. The application is due October 1, 2014. The goal of the State Aid to Libraries program is to assist local governments in maintaining and developing library services. State Aid is a continuing state grant authorized by Chapter 257, Florida Statute. The requirement of the State Aid program is that library grants must only be applied for, awarded to, and accepted by, a library entity. The grant application must be signed by the chair of the Cooperative's governing board, currently Commissioner Boyles. The grant application has been coordinated with the Contracts & Grants office and the OCPLC Governing Board does comply with the standard operating procedures for grant applications as defined by the County, except the application must be submitted electronically by the organization director. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 165  Florida Department of State, Division of Library and Information Services STATE AID TO LIBRARIES GRANT AGREEMENT The Applicant (GRANTEE) Okaloosa County Public Library Cooperative Governing Board (Name of library governing body) Governing body for Okaloosa County Public Library Cooperative (Name of library) hereby makes application and certifies eligibility for receipt of grants authorized under Section 257, Florida Statutes, and guidelines for the State Aid to Libraries Grant Program. The Division, as administrator of state funds provided under Section 257, Florida Statutes, has approved an application for State Aid to Libraries Grant funds submitted by the GRANTEE. By reference, the application is hereby made a part of this agreement. Grant Purpose. This grant shall be based upon the following scope of work: The single library administrative unit, as an eligible political subdivision under 257.17, Florida Statutes, is responsible for managing or coordinating free library service to the residents of its legal service area. The library shall: 1. Have a single administrative head employed full time by the library’s governing body; 2. Provide free library service, including loaning library materials available for circulation free of charge, and providing reference and information services free of charge; 3. Provide access to materials, information and services for all residents of the area served; and 4. Have at least one library, branch library or member library operated by the library’s governing body, open 40 hours or more each week. The parties agree as follows: I. The GRANTEE agrees to: a. For payment number one: i. Have at least one library, branch library or member library, open 40 hours or more each week. b. For payment number two: i. Have at least one library, branch library or member library, open 40 hours or more each week. State Aid to Libraries Grant Agreement Page 1 of 7 Chapter 1B-2.011(2)(a), Florida Administrative Code, Effective xx-xx-xxxx Packet Pg. 166  c. Expend all grant funds awarded and perform all acts in connection with this agreement in full compliance with the terms and conditions of Chapter 257, Florida Statutes, and guidelines for the State Aid to Libraries Grant Program. d. Expend all grant funds received under this agreement solely for the purposes for which they were authorized and appropriated. e. Provide the DIVISION with statistical, narrative, financial and other evaluative reports as requested. f. Retain and make available to the DIVISION, upon request, all financial and programmatic records, supporting documents, statistical records, and other records for the project. g. Retain all records for a period of five years from the date of submission of the final project report. If any litigation, claim, negotiation, audit, or other action involving the records has been started before the expiration of the five year period, the records shall be retained until completion of the action and resolution of all issues which arise from it, or until the end of the regular five-year period, whichever is later. h. Establish and maintain a proper accounting system in accordance with generally accepted accounting procedures. To use and maintain adequate fiscal authority, control, and accounting procedures that will ensure proper disbursement of, and accounting for, project funds. i. Perform all acts in connection with this agreement in strict conformity with all applicable laws and regulations of the State of Florida. j. Not use any grant funds for lobbying the legislature, the judicial branch, or any state agency. k. Hereby certify that it is cognizant of the prohibition of conflicts of interest described in Sections 112.311 through 112.326, Florida Statutes, and affirms that it will not enter into or maintain a business or other relationship with any employee of the Department of State that would violate those provisions. The GRANTEE further agrees to seek authorization from the General Counsel for the Department of State prior to entering into any business or other relationship with a Department of State employee to avoid a potential violation of those statutes. l. Not discriminate against any employee employed in the performance of this agreement, or against any applicant for employment because of race, color, religion, gender, national origin, age, handicap, or marital status. The GRANTEE shall insert a similar provision in all subcontracts for services by this agreement. State Aid to Libraries Grant Agreement Page 2 of 7 Chapter 1B-2.011(2)(a), Florida Administrative Code, Effective xx-xx-xxxx Packet Pg. 167  m. In the event that the grantee expends a total amount of state financial assistance equal to or in excess of $500,000 in any fiscal year of such GRANTEE, the grantee must have a State single or project-specific audit for such fiscal year in accordance with Section 215.97, Florida Statutes; applicable rules of the Department of Financial Services; and Chapters 10.550 (local governmental entities) or 10.650 (nonprofit and for-profit organizations), Rules of the Auditor General. In determining the state financial assistance expended in its fiscal year, the GRANTEE shall consider all sources of state financial assistance, including state financial assistance received from the Department of State, other state agencies, and other nonstate entities. State financial assistance does not include federal direct or pass-through awards and resources received by a nonstate entity for federal program matching requirements. In connection with the audit requirements addressed in part m, paragraph 1, the GRANTEE shall ensure that the audit complies with the requirements of Section 215.97(8), Florida Statutes. This includes submission of a financial reporting package as defined by Section 215.97(2)(e), Florida Statutes, and Chapters 10.550 (local governmental entities) or 10.650 (nonprofit and for-profit organizations), Rules of the Auditor General. If the GRANTEE expends less than $500,000 in state financial assistance in its fiscal year, an audit conducted in accordance with the provisions of Section 215.97, Florida Statutes, is not required. In the event that the GRANTEE expends less than $500,000 in state financial assistance in its fiscal year and elects to have an audit conducted in accordance with the provisions of Section 215.97, Florida Statutes, the cost of the audit must be paid from the nonstate entity’s resources (i.e., the cost of such an audit must be paid from the grantee’s resources obtained from other than State entities). Information related to the requirements of Section 215.97, Florida Statutes, (the Florida Single Audit Act) and related documents may be found at apps.fldfs.com/fsaa. Copies of financial reporting packages required by this agreement shall be submitted by or on behalf of the GRANTEE directly to each of the following: 1. The Department of State at the following addresses: Office of Inspector General Florida Department of State R. A. Gray Building, Room 114A 500 South Bronough Street Tallahassee, Florida 32399-0250 2. The Auditor General’s Office at the following address: Auditor General’s Office Room 401, Pepper Building 111 West Madison Street Tallahassee, Florida 32399-1450 n. Identify an individual or position with the authority to make minor modifications to the application, if necessary, prior to execution of the agreement. State Aid to Libraries Grant Agreement Page 3 of 7 Chapter 1B-2.011(2)(a), Florida Administrative Code, Effective xx-xx-xxxx Packet Pg. 168 II. The DIVISION agrees: a. To provide a grant in accordance with the terms of this agreement in consideration of the GRANTEE’s performance hereinunder, and contingent upon funding by the Legislature. The State of Florida’s performance and obligation to pay under this agreement is contingent upon an annual appropriation by the Legislature. In the event that the state funds on which this agreement is dependent are withdrawn, this agreement is terminated and the state has no further liability to the GRANTEE beyond that already incurred by the termination date. In the event of a state revenue shortfall, the total grant may be reduced accordingly. b. To notify the grantee of the grant award after review and approval of required documents. The grant amount shall be calculated in accordance with Chapter 257, Florida Statutes, and guidelines for the State Aid to Libraries Grant Program. c. To distribute grant funds in two payments. The first payment will be requested by the DIVISION from the Chief Financial Officer upon execution of the agreement. The remaining payment will be made by June 30. d. That any balance of unobligated cash that has been paid to the grantee may be retained for direct program costs in a subsequent period. III. The GRANTEE and the DIVISION mutually agree that: a. This instrument embodies the whole agreement of the parties. There are no provisions, terms, conditions, or obligations other than those contained herein; and this agreement shall supersede all previous communications, representation, or agreements either verbal or written, between the parties. No amendment shall be effective unless reduced in writing and signed by the parties. b. The agreement is executed and entered into in the State of Florida, and shall be construed, performed, and enforced in all respects in accordance with the laws and rules of the State of Florida. Each party shall perform its obligations hereunder in accordance with the terms and conditions of this agreement. If any matter arising out of this Agreement becomes the subject of litigation, venue shall be in Leon County. c. If any term or provision of the agreement is found to be illegal and unenforceable, the remainder of the agreement shall remain in full force and effect and such term or provision shall be deemed stricken. d. No delay or omission to exercise any right, power, or remedy accruing to either party upon breach or default by either party under this Agreement shall impair any such right, power, or remedy of either party; nor shall such delay or omission be construed as a waiver of any such breach or default, or any similar breach or default. State Aid to Libraries Grant Agreement Page 4 of 7 Chapter 1B-2.011(2)(a), Florida Administrative Code, Effective xx-xx-xxxx Packet Pg. 169  e. This agreement shall be terminated by the DIVISION because of failure of the GRANTEE to fulfill its obligations under the agreement in a timely and satisfactory manner unless the GRANTEE demonstrates good cause as to why it cannot fulfill its obligations. Satisfaction of obligations by GRANTEE shall be determined by the DIVISION, based on the terms and conditions imposed on the GRANTEE in paragraphs I and III of this agreement and guidelines for the State Aid to Libraries Grant Program. The DIVISION shall provide GRANTEE a written notice of default letter. GRANTEE shall have 15 calendar days to cure the default. If the default is not cured by GRANTEE within the stated period, the DIVISION shall terminate this agreement, unless the GRANTEE demonstrates good cause as to why it cannot cure the default within the prescribed time period. For purposes of this agreement, "good cause" is defined as circumstances beyond the GRANTEE's control. Notice shall be sufficient if it is delivered to the party personally or mailed to its specified address. In the event of termination of this agreement, the GRANTEE will be compensated for any work satisfactorily completed prior to notification of termination, if equitable. f. The DIVISION shall unilaterally cancel this agreement in the event that the GRANTEE refuses to allow public access to all documents or other materials made or received in regard to this agreement that are subject to the provisions of Chapter 119, Florida Statutes. GRANTEE agrees to immediately contact the DIVISION for assistance in the event that it receives a public records request related to this agreement or the grant the it awards. g. The DIVISION shall not be liable to pay attorney fees, interest, late charges and service fees, or cost of collection related to the grant. h. The DIVISION shall not assume any liability for the acts, omissions to act or negligence of the GRANTEE, its agents, servants, or employees; nor shall the GRANTEE exclude liability for its own acts, omissions to act, or negligence to the DIVISION. In addition, the GRANTEE hereby agrees to be responsible for any injury or property damage resulting from any activities conducted by the GRANTEE. i. The GRANTEE, other than a GRANTEE which is the State or agency or subdivision of the State, agrees to indemnify and hold the DIVISION harmless from and against any and all claims or demands for damages of any nature, including but not limited to personal injury, death, or damage to property, arising out of any activities performed under this agreement and shall investigate all claims at its own expense. j. The GRANTEE shall be responsible for all work performed and all expenses incurred in connection with the project. The GRANTEE may subcontract as necessary to perform the services set forth in this agreement, including entering into subcontracts with vendors for services and commodities, provided that such subcontract has been approved by the DIVISION, such approval not to be unreasonably withheld, and provided that it is understood by the GRANTEE that the DIVISION shall not be liable to the subcontractor for any expenses or liabilities incurred under the subcontract and that the GRANTEE shall be solely liable to the subcontractor for all expenses and liabilities incurred under the subcontract. k. Neither the State nor any agency or subdivision of the State waives any defense of sovereign immunity, or increases the limits of its liability, upon entering into a contractual relationship. State Aid to Libraries Grant Agreement Page 5 of 7 Chapter 1B-2.011(2)(a), Florida Administrative Code, Effective xx-xx-xxxx Packet Pg. 170  l. The GRANTEE, its officers, agents, and employees, in performance of this agreement, shall act in the capacity of an independent contractor and not as an officer, employee or agent of the DIVISION. Under this agreement, GRANTEE is not entitled to accrue any benefits of state employment, including retirement benefits, and any other rights or privileges connected with employment in the State Career Service. GRANTEE agrees to take such steps as may be necessary to ensure that each subcontractor of the GRANTEE will be deemed to be an independent contractor and will not be considered or permitted to be an agent, servant, joint venturer, or partner of the DIVISION. m. The GRANTEE shall not assign, sublicense, nor otherwise transfer its rights, duties, or obligations under this agreement without the prior written consent of the DIVISION, whose consent shall not unreasonably be withheld. The agreement transferee must demonstrate compliance with the requirements of the program. If the DIVISION approves a transfer of the GRANTEE’s obligations, the GRANTEE remains responsible for all work performed and all expenses incurred in connection with the Agreement. In the event the Legislature transfers the rights, duties, or obligations of the Department to another governmental entity pursuant to Section 20.06, Florida Statutes, or otherwise, the rights, duties, and obligations under this agreement shall also be transferred to the successor government entity as if it were an original party to the agreement. n. This agreement shall bind the successors, assigns, and legal representatives of the GRANTEE and of any legal entity that succeeds to the obligation of the DIVISION. o. The State of Florida's performance and obligation to pay under this agreement is contingent upon an annual appropriation by the legislature. In the event that the state funds on which this agreement is dependent are withdrawn, this agreement is terminated and the DIVISION has no further liability to the GRANTEE beyond that already incurred by the termination date. In the event of a state revenue shortfall, the total grant shall be reduced in accordance with Section 257.21, Florida Statutes. p. If the GRANTEE is in noncompliance with any term(s) of this grant agreement or any other grant agreement with the Division of Library and Information Services, the Division of Historical Resources or the Division of Cultural Affairs, the Division may withhold grant payments until the GRANTEE comes into compliance. Violation of a grant program requirement, including but not limited to failure to submit grant reports and other grant documents; submission of incomplete grant reports or other grant documents; or violation of other grant agreement requirements; shall constitute a basis for the Division to place the GRANTEE in noncompliance status with the Department of State. q. The Division shall apply the following financial consequences for failure to perform the duties / tasks required in the scope of work. Should the library fail to provide free library service to the public or be open fewer than 40 hours per week, it will no longer be eligible to receive State Aid Libraries grant funding, and its funding will be reduced to $0. r. Unless there is a change of address, any notice required by this agreement shall be delivered to the Division of Library and Information Services, 500 South Bronough Street, Tallahassee, Florida 32399-0250, for the State and, for the GRANTEE, to its single library State Aid to Libraries Grant Agreement Page 6 of 7 Chapter 1B-2.011(2)(a), Florida Administrative Code, Effective xx-xx-xxxx Packet Pg. 171  administrative unit. In the event of a change of address, it is the obligation of the moving party to notify the other party in writing of the change of address. IV. The term of this agreement will commence on the date of execution of the grant agreement . THE APPLICANT/GRANTEE THE DIVISION ___________________________________ ___________________________________ Chair of Governing Body or Florida Department of State Chief Executive Officer Division of Library and Information Services Nathan D. Boyles, Chair of Governing Body_ ___________________________________ Typed Name Typed Name ___________________________________ ___________________________________ Date Date ___________________________________ ___________________________________ Clerk or Chief Financial Officer Division Witness Gary J. Stanford, Finance Officer________ ___________________________________ Typed Name and Title of Official Division Witness ___________________________________ Date State Aid to Libraries Grant Agreement Page 7 of 7 Chapter 1B-2.011(2)(a), Florida Administrative Code, Effective xx-xx-xxxx Packet Pg. 172 Packet Pg. 173 DoNW. HowARD CLERK OF THE CIRCUIT CoURT, 0KALOOSA CoUNTY, FLORIDA December 19, 2013 Grants Office Division of Library and Information Services Marian Deeney, Library Program Administrator R.A. Gray Building, Room 206 500 South Bronough Street Tallahassee, FL 32399-0250 RE: FY2013-2014 State Aid to Libraries Grant Okaloosa Interlocal Agreement and t Memorandum of Understanding r '~ t J Dear Ms Deeney: We have enclosed one fully executed original Interlocal Agreement and one copy of our II Memorandum ofUnderstanding for update to the State's files. l I If I may be of further assistance, please give me a call at (850) 651-7200 extension 4381 or via email at bbailey@clerkofcourts.cc. Sincerely, I ~~'(,6~-c~ I Brenda L. Bailey Contracts and Grants Manager Enclosures cc: Vicky Stever 0 101 E. JAMES LEE BLVD.• CRESTVIEW, FWRIDA 32536. (850) 689-5000 REPLY TO: 0 SHALIMAR ANNEX • 1250 N. EGLIN PKWY, Sum B-110 • SHALIMAR, FwRioA 32579 • (850) 651-7200 0 BRACKIN BUILDING. 302 NORTII WILSON ST., SUITE 203. CRESTVIEW, FWRIDA 32536. (850) 689-5000 Packet Pg. 174  CONTRACT# C03-1 018-LIB OKALOOSA COUNTY PUBLIC LIBRARY COOP INTERLOCAL OPERATING AGREEMENT EXPIRES: 12/31/2014 Okaloosa County Public Library Cooperative 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 Municipalities," each a municipal corporation located in Okaloosa County, WHEREAS, Chapter 163, Florida Statutes, Intergovernmental Programs, Part I, 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 agreement; and, WHEREAS, Chapter 125, Florida Statutes, subsection 125.01(f}, authorizes the County to provide libraries and cultural facilities and programs; and, WHEREAS, Chapter 166, Florida Statues, subsection 166.021(1}, 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. In 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. 175 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(3)(dL 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. g) "Fiscal Year" shall mean budget year October 1-September 30. h) "Fixed Assets" is defined by the county as all property with value of $1,000 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. i) "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. j) "Governing Board" shall mean the governing body of the 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. I) "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 Libraries. n) "Participating Library" shall mean any of the libraries or library services located within Okaloosa County that have entered into this Agreement. e} "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 2 Packet Pg. 176  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, 2014 whichever comes first, and shall end or be renewed December 31, 2014 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 (FY2014 and FY2015) but monetary allocation is distributed in FY2014, the allocation for FY2015 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 standards. (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 $40,000 as verified by the latest independent audit report and a.., continuous source offunding. ., (4) Submit a letter of intent for formal membership to the Okaloosa County Public Library Cooperative Governing Board prior to May 1 of 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 1 of 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. 3 Packet Pg. 177 7. DISPENSATION OF PROPERTY AND EQUIPMENT: Upon withdrawal or termination ofthe 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 II J Cooperative and reverts to the Florida Department of State, Division of Library and Information Services (State Library} if the Cooperative ceases to exist. That library will be given a copy of its Marc Records in its current format at the time of termination. If 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 I 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 112.061, 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-r:ange 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 federal grant 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. 4 I Packet Pg. 178  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 ofthe 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. 10. 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 I f Cooperative; coordinate development of a single annual plan of service; compile an annual I 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 budget; and prepare reports on behalf of the Cooperative and Participating Libraries as required by the Florida Department of State, Division of Library and Information Services. 11. LIBRARY DIRECTORS' COUNCIL: The Council will advise the Cooperative Governing Board on services, plans and policies for the Cooperative. The Council membership will include the l library director of each participating library, the Cooperative <:;:oordinator, and other appointments as deemed necessary by the Governing Board. The Council will hold at a I 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 I 5 I Packet Pg. 179 Il  or expenditure from Participating Library Governing Body funds shall lie solely with that Participating Library Governing Body. 13. ANNUAL BUDGET: The budget shall be developed along a fiscal year beginning October 1 and ending September 30 each year. The Cooperative budget shall be developed by the Cooperative Coordinator and shall take 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 behalf of 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, subject 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. 16. APPROPRIATION OF PARTICIPATING MUNICIPALITY FUNDS: There is reserved to the Participating Municipalities the sole and exclusive discretion to determine the amount of annual appropriations from their own revenues and sources for the provision of library 6 Packet Pg. 180  services. However, minimum support at the level of funding appropriated prior to entering the Cooperative is recommended for Participating Municipalities. Subject to that reservation, Participating Municipalities agree to expend funds using the Okaloosa County Public Library Cooperative Strategic Plan as a guide for library service development. 17. APPROPRIATION AND ALLOCATION OF OKALOOSA COUNTY FUNDS: The County shall provide $513,600 for the period beginning October 1, 2013 and ending September 30, 2014. 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) Twenty percent {20%) of the monies allocated by the County shall be used for Administrative and Outreach Services for the Cooperative. b) The remaining funds, eighty percent {80%), allocated by the County shall be distributed to Participating Municipalities with Libraries according to the following guidelines and formula: • Construction funds are expressly prohibited. • 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 excluding funds allocated from the Cooperative. • Percentages shall be derived from totaling statistics ofthe 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 b-ased 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. c) The County shall provide an additional allocation this fiscal year which shall be used to offset increased administrative costs imposed upon or provided to the cooperative by 7 Packet Pg. 181  the County and shall not be subject to the funding formula in paragraphs a) and b) above. Said amount shall be equal to the increased administrative costs imposed by the County. 18. LIBRARY USE: Participating Libraries shall monitor library card registration and circulation by patrons who are not residents of the city in which the library is located by preparation of statistical reports of library items circulated by statistical classes to be established by the Cooperative, on a quarterly basis. 19. 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. 20. 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. 21. 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. 22. MODIFICATION OF AGREEMENT: 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. 23. 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: CITY OF CRESTVIEW CITY OF DESTIN CITY OF FORT WALTON BEACH MAYOR CITY MANAGER CITY MANAGER City of Crestview City of Destin City of Fort Walton Beach P. 0. Box 1209 4200 Indian Bayou Trail 107 Miracle Strip Parkway Crestview, FL. 32536 Destin, FL. 32541 Fort Walton Beach, FL. 32549 8 Packet Pg. 182 CITY OF MARY ESTHER CITY OF NICEVILLE OKALOOSA COUNTY CITY MANAGER CITY MANAGER COUNTY ADMINISTRATOR City of Mary Esther City of Niceville 1804 Lewis Turner Blvd. 195 Christobal Road 212 Partin Drive Suite 400 Mary 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 24. ENTIRE AGREEMENT: This Agreement embodies the entire agreement between the parties. It may not be modified or terminated except as provided herein. If any provision herein is invalid, it shall be considered deleted therefore, and shall not invalidate 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. IN WITNESS WHEREOF, the parties hereto have made and executed this Agreement on the respective dates under each signature. ! CITY OF CRESTVIEW r Il ATTEST: ~i:g__, ~ f Mayor, City of Crestview ' (Title) ~~ {!J.,ud( This~yof~ ,2013 CITY OF DESTIN ATT~ Mayor, City of Destin (Title): C<ry ~ This 2£2 day of '1'\o-v-.--~. 2013 9 Packet Pg. 183  CITY OF FORT WALTON BEACH ATTEST:~ Jan~ Mayor, City of Fort Walton Beach (Title) kk,.;tC, ~ This~day of r9:>~he.Y , 2013 CITY. OF MARY ESTHER ATTESTV~ w~.a~ Mayor, City of Mary Esther (Title): ~/~aLe~ ~ This J._Lday of Naueu-z fAec-2013 CITY OF NICEVILLE ATTESTf1.J/ ~ Mayor, City of Niceville (Title): &If d.Jale This lf~ay of /WV"'''H.,_ , 2013 CITY OF VALPARAISO (Title): COOPERATIVE GOVERNING BOARD ATTEST ~~E. St::;..... Chairman, Okaloosa County Public Library Cooperative (Title): ~~ 6CfLC This ~day of })'l!~dl~r , 2013 10 Packet Pg. 184 OKALOOSA COUNTY (Title): II Packet Pg. 185  APPENDIX A The Florida Statutes t ' Title XVIII Chapter 257 PUBLIC LANDS AND PUBLIC LIBRARIES AND STATE PROPERTY ARCHIVES 257.261 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) of Art. 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 borrow books and other materials, and the term "circulation records" includes all information that identifies the patrons who borrow particular books and other materials. (3)(a) Except in accordance with a proper judicial order, a person may not make known in any manner any information contained in records made confidential and exempt by this section, except as otherwise provided in this section. (b) A library or any business operating jointly with the library may, only for the purpose of collecting fines or recovering overdue books, documents, films, or other items or materials owned or otherwise belonging to the library, disclose information made confidential and exempt by this section to the following: 1. The library patron named in the records; 2. In the case of a library patron less than 16 years of age, the parent or guardian of that patron named in the records; 3. Any entity that collects fines on behalf of a library, unless the patron is less than 16 years o-i age, in which case only information identifying the patron's parent or guardian may be released; 4. Municipal or county law enforcement officials, unless the patron is 16 years of age, in which case only information identifying the patron's parent or guardian may be released; or 5. Judicial officials. (4) Any person who violates this section commits a misdemeanor of the second degree, punishable as provided in s. 775.082 or s. 775.083. History.--s. 1, ch. 78-81; s. 1, ch. 89-18; s. 1, ch. 96-220; s. 112, ch. 96-406; s. 1, ch. 2003-13; s. 6, ch. 2003-126. 12 Packet Pg. 186 Effective 5/15/2012 APPENDIX B CONTRACT# C12-19o9-UB OKALOOSA LIBRARY COOPERATIVE FISCAL AGENT MOU EXPIRES: INDEFINITe Memorandwn of Understanding (MOU) between The Okaloosa County Public library Cooperative and The Board of County Commissioners of Okaloosa County, Florida This is an agreement between The Okaloosa County Public Library Cooperative, hereinaJter referred to as The Cooperative and the Board of County Commissioners of Okaloosa County, Florida, hereinafter referred to as The Board. The purpose of this M 0 lJ is to identify The Board as the fiscal agent for The Cooperative and to grd!It them the authority to receiYe and disburse funds from Okaloosa Coumy, from state and !Cderal grant sources, from p1ivate donations and foundations and from any other sources. The G~ver~ing Board shall follow the standard operating procedure for grant applications as defined by the County. This ;\10U shall be effective upon d1c signatures of The Cooperatives and d1e Boards authorized ofl!cials. It shall be in force from d::tte of signature unless suspended by agn;ement of boll1 in subsequent \10U. <J?d/ 4- - . ~/ _r-..:_~---------------------- Bill Roberts, Chairman Okaloosa County Public Library Cooperative -~ - ~;-~-: :>. ~~----·'::_L~··. Don R Amunds, Chairman '\2>,. .. · · Board of County Commissioners ··-... __ ALLesL: 13 Packet Pg. 187  Okaloosa County Public Library Cooperative Service Locations and Hours All member libraries are closed on Sundays and federal holidays www.readokaloosa.org Robert L. F. Sikes (Crestview) Public Library Monday-Tuesday 10-8 1445 Commerce Drive, Crestview 32539 Wednesday-Thursday 10-6 (850) 682-4432 Friday 8:30-4:30 Saturday 10-4 Destin Library Monday 9-5 150 Sibert Avenue, Destin 32541 Wednesday 1-5 (850) 837-8572 Tuesday & Thursday 9-8 Friday 9-6, Saturday 9-1 Fort Walton Beach Library Monday –Thursday 10-6 185 Miracle Strip Pkwy SE, Ft Walton Beach 32548 Friday 10-5 (850) 833-9590 Saturday 10-4 Mary Esther Public Library Monday-Thursday 9-6 100 W. Hollywood Boulevard, Mary Esther 32569 Friday-Saturday 9-5 (850) 243-5731 Niceville Public Library Monday closed 206 N. Partin Drive, Niceville 32578 Tuesday & Thursday 9-8 (850) 279-4863 ext. 1500 Wednesday & Friday 9-6 Saturday 9-2 Valparaiso Community Library Monday 9-7 459 Valparaiso Parkway, Valparaiso 32580 Tuesday-Thursday 9-6 (850) 729-5406 Friday 9-5 Saturday closed Library Spot kiosk at the Baker Block Museum Available 24/7 1307 Georgia Avenue, Baker 32531 Packet Pg. 188  Florida Department of State, Division of Library and Information Services State Aid APPLICATION Fiscal Year 2015 Applicant: Okaloosa County Public Library Cooperative Project Number: 15-ST- Applicant Information Applicant Name Okaloosa County Public Library Cooperative Applicant Mailing Address 206 North Partin Drive, Niceville, FL 32578 Phone Fax (850) 609-5102 (850) 609-5103 Applicant Director Vicky Stever, Coordinator Applicant Director Phone Applicant Director Fax (850) 609-5102 (850) 609-5103 Applicant Library Type Public Library Project Manager Vicky Stever Project Manager Phone Project Manager Fax Packet Pg. 189 Okaloosa County Public Library Cooperative 2 State Aid to Libraries Grant Project Manager Email vstever@co.okaloosa.fl.us Please choose your type [ • ] Single county library [ ] County participating in a Multicounty library [ ] Municipal library [ ] Multicounty library Is your library in its first two years of operation? [ • ] No [ ] Yes Expenditure Report Expenditure Report - October 1, 2012 - September 30, 2013 EXPENDITURE FUNDING OR REVENUE SOURCES TOTAL CATEGORY LOCAL STATE FEDERAL OTHER 10 Personnel 2,146,195 0 0 0 2,146,195 Services 30 Operating 1,077,902 6,246 0 0 1,084,148 Expenses 60 Capital 75,166 4,661 0 0 79,827 Outlay (Non-Fixed) Other 0 0 0 0 0 Total for the 3,299,263 10,907 0 0 3,310,170 operation & maintenance of the library 60 Capital Outlay(Fixed, including purchase or construction of a library building or quarters) Notes Packet Pg. 190 Okaloosa County Public Library Cooperative 3 State Aid to Libraries Grant Certification finance certification signed.pdf Notes Signed by Okaloosa County Finance Director. OCPLC has an MOU with Okaloosa County to act as its fiscal agent. Designation of Single Library Administrative Unit [•] No changes from previous year [ ] Included as a part of another section upload Notes Included in Designation of Interlocal Agreements or Contracts to Establish the Library component Designation of a Governing Body [•] No changes from previous year [ ] Included as a part of another section upload Notes Included in Designation of Interlocal Agreements or Contracts to Establish the Library component Packet Pg. 191 Okaloosa County Public Library Cooperative 4 State Aid to Libraries Grant Interlocal Agreements or Contracts to Establish the Library [ ] Not applicable [ ] No changes from previous year [ ] Included as a part of another section upload 2014 Okaloosa Interlocal Notes Interlocal Agreement is for calendar year 2014. Verification of Governing Body Authority [•] No changes from previous year [ ] Included as a part of another section upload Notes Included in Designation of Interlocal Agreements or Contracts to Establish the Library component Position Description of Single Administrative Head [•] No changes from previous year Directors Position Description Notes No changes from previous year. Packet Pg. 192 Okaloosa County Public Library Cooperative 5 State Aid to Libraries Grant Certification of Credentials of Single Administrative Head [•] No changes from previous year Certification of Credentials Notes Vicky E. Stever No changes from previous year Schedule of Library Hours [ ] No changes from previous year OCPLC Library Hours Notes Ft Walton Beach hours amended slightly from previous year. Long-Range Plan [•] No changes from previous year [ ] Included as a part of another section upload Long Range Plan 2014-2016 Notes Packet Pg. 193 Okaloosa County Public Library Cooperative 6 State Aid to Libraries Grant Interlocal Agreements for Library Services [ • ] Not applicable [ ] No changes from previous year [ ] Included as a part of another section upload Notes Verification of Reciprocal Borrowing [ • ] Not applicable [ ] No changes from previous year [ ] Included as a part of another section upload Notes Verification of Joint Planning [ • ] Not applicable [ ] Included as a part of another section upload Notes Packet Pg. 194 Okaloosa County Public Library Cooperative 7 State Aid to Libraries Grant Financial Audit Okaloosa Co CAFR Notes Grant Agreement Packet Pg. 195 Okaloosa County Public Library Cooperative Strategic Plan for 2014 – 2016 Adopted by the OCPLC governing board on August 28, 2013 www.readokaloosa.org 1 Packet Pg. 196 OUR MISSION The Okaloosa County Public Library Cooperative (OCPLC) provides convenient, free access to information, ideas, books and technology that enriches, educates and empowers the residents of Okaloosa County. OUR VISION The Okaloosa County Public Library Cooperative will foster the spirit of exploration, the joy of reading, and the pursuit of knowledge for all ages and cultures. It will offer individual enlightenment in every aspect of information and technology in a welcoming environment that provides challenge, collaboration and entertainment through proactive service that exceeds customer expectations. OUR PHILOSOPHY The Okaloosa County Public Library Cooperative values free public access to information resources collected to satisfy all segments of our service area, provided through exceptionally personal and innovative public service. We recognize and respect diversity of cultures, thinking, literacy, learning styles, age, background and talents. We recognize the value of rapidly changing technological, economic, political and social environments, and strive to incorporate the changes wherever it is feasible and appropriate for our library culture and operations. Lunch & used book sale, Mary Esther Library Fort Walton Beach Library celebrates the facility’s 10th anniversary. 2 Packet Pg. 197 Understanding library users guides our strategy: Surveys of library customers provide insight into how people use libraries, their expectations for service, and how they view the importance of libraries. We use this data to ensure we are providing the most-desired services, and to benchmark our libraries against those across the nation. National comparison positions us to meet the needs of people moving into our county as well as the needs of current residents. Of the 53% of Americans who visited a library or bookmobile in the past 12 months, the % who have done the following activities Borrow print books 73% Browse the shelves for books or media 73% Research topics of interest 54% Get help from a librarian 50% Sit, read, and study, or watch or listen to 49% Use a research database 46% Attend or bring a younger person to a class, program or 41% event designed for children or teens Borrow a DVD or videotape of a movie or TV program 40% Read or check out printed magazines or newspapers 31% Use library computers or WiFi connection 26% Attend a meeting of a group 23% Attend a class, program, or lecture for adults 21% Borrow or download an audio book 17% Borrow a music CD 16% Data source: Pew Research Center’s Internet & American Life Library Services Survey of 2,252 people age 16 and older conducted October 15-November 10, 2012. The survey was conducted in English and Spanish and on landline and cell phones. http://libraries.pewinternet.org/2013/01/22/library-services/ 3 Packet Pg. 198 “In more than 16,000 public libraries across the U.S., librarians offer a lifeline to people trying to adapt to challenging economic circumstances by providing technology training and online resources for employment, access to government resources, continuing education, retooling for new careers and starting a small business. More than 74 percent of libraries offer software and other resources to help patrons create resumes and employment materials, and 72 percent of libraries report that staffs help patrons complete online job applications. Libraries have also fueled renewed interest in and use of library services. Americans are capitalizing on free access to books, magazines, e-books, DVDs, the Internet and professional assistance.” -- Maureen Sullivan, president, American Library Association, July 2012 4 Packet Pg. 199 Our environment influences our strategic plan: Decreased Revenue – During FY2008-2013, the library cooperative suffered a 59% decrease in county-allocated dollars. From the FY08 high of $1,304,000 to the FY13 low of $513,600, the annual budget shrank by $790,400. State Aid to Libraries decreased 19% from $113,464 in FY2008 to $91,258 in FY2013. Flat Economy – Successive years of economic hardship have led to residents’ increased reliance upon public resources and services, such as library internet access, cultural programs and leisure activities, and borrowing materials rather than purchasing for personal use. Population Growth – In March 2013, the U.S. Census Bureau ranked the Crestview-Fort Walton Beach-Destin Metropolitan Area as the third-fastest growing region in the United States with a 3.6% increase in population from 2011 to 2012. Okaloosa County ranked 59th nationally in growth from 2010 to 2012; the Census Bureau estimates county population increased by 5.1% to just over 190,000 by July 1, 2012. Core Operations – While revenues and budgets have decreased, the needs in our communities have not decreased. Maintaining core operations at the current level is a challenge. Expanding services at current funding levels is not realistic. Sustaining core operations such as facility hours, courier service, relevant lending collections, children’s literacy programs and the technology infrastructure are a priority. Technology –Technologies change rapidly and frequently; there is no indication that this will change. We rely heavily upon the internet and computers to support core operations yet the Cooperative’s network infrastructure is aging. Outdated hardware and software limits functionality for both staff and customers. The public looks to libraries to provide exposure to, and training for, new technologies. Geography – Okaloosa residents are distant from large cities with major museums and cultural events. Libraries play an important local role in making the arts accessible both geographically and financially. Focus areas of our strategic plan TECHNOLOGY ▲ COLLABORATION ▲ CREATION EDUCATION ▲ SPACES ▲ SERVICE ▲ AWARENESS 5 Packet Pg. 200 TECHNOLOGY The Library will be the place to explore and use a variety of technologies. We will connect Okaloosa County residents to the 21st century world of digital literacy through training, information and access. Wireless Internet access at Niceville Public Library is a critical service. To focus on Technology we will: Maintain and upgrade our infrastructure of servers, software and operating systems to prevent interruptions in service Build the size and scope of our digital library collection for e-readers Make children’s computers available at all 6 libraries Provide accessibility to technologies for special needs customers Expand the library’s virtual portal to a world of learning and resources, including e-government, interlibrary loan and local history materials. Integrate new technologies and provide multimedia resources such as podcasts and YouTube channel videos Provide workshops and “one-on-one” training to allow customers to explore new devices and technologies, and ensure they can use our technology resources Redesign the Cooperative’s outdated Web site in a format that can be easily maintained by OCPLC staff 6 Packet Pg. 201 COLLABORATION We will expand and strengthen partnerships with outside organizations, including the government sector, businesses, educational institutions, museums and nonprofit organizations. Our collaborations will increase our ability to provide quality programs and services, and will benefit individuals, neighborhoods, local businesses and the community. Northwest Florida State College Jazz Ensemble performs at Destin Library. To focus on Collaboration we will: Nurture relationships with local, state and federal agencies Provide forums to foster community discussion of timely topics Conduct grant-funded joint projects with community organizations Strengthen partnerships with local economic development agencies, chambers, and workforce development agencies Coordinate activities and programs with local schools Participate in local history and digitized preservation projects 7 Packet Pg. 202 CREATION Our libraries will be places for the community to create content, such as videos, music, art, multimedia presentations and promotional products for the small business environment. Teens at Crestview Library create henna tattoo designs. To focus on Creation we will: Provide programs for all ages that nurture personal creativity Expand the availability of multimedia tools and software applications Offer training in 21st century applications such as self-publishing, social networking, creation software or cloud computing Stimulate interest and enjoyment of the arts by hosting free events with guest authors and performance artists Dedicate library spaces for customer work spaces Develop staff knowledge of creation tools and processes so they can effectively facilitate use of equipment 8 Packet Pg. 203 EDUCATION A foundation of literacy and knowledge is critical for members of our community to live, learn and work in the 21st century. Our libraries will be the support system for students in formal and informal education from preschool to university, embracing public, private and home school programs as well as the self-directed learner. Young readers welcome Curious George to the Valparaiso Library. To focus on Education we will: Promote an atmosphere that fosters early literacy and life-long learning Designate spaces to accommodate activities for personal and professional growth Provide technology and infrastructure to support distance education students Offer online materials and information resources that are accessible at the library and remotely Implement programs and services that enhance development of a skilled and ready workforce 9 Packet Pg. 204 SPACES Our libraries will be centers that engage the community and bring people together. We will provide dedicated areas for teens, children and adults that encourage exploration and collaboration. Our spaces expand beyond our libraries’ walls to our global Web presence, community outreach areas, and partner locations. Ribbon cutting for the Library Spot lending machine located at the Baker Block Museum. To focus on Spaces we will: Repurpose existing space for new uses Create and enrich dedicated areas for teens, children and community meetings Provide community spaces for interaction, discussion groups, networking, job interviews and exhibits Co-locate some library services in community spaces; maintain the “Library Spot” lending kiosk in Baker and explore additional locations 10 Packet Pg. 205 SERVICE Our libraries will be welcoming spaces with exceptional customer service delivered by well-trained staff. We will follow the lead of the customer as we review space, technology needs and collection development. Mary Esther Library staff complete a teamwork exercise during continuing education day. To focus on Service we will: Dedicate an annual continuing education day for Cooperative-wide training and motivational activities Give staff a variety of individual educational opportunities throughout the year Hold staff accountable for understanding and equitably applying service policies Provide training for managers in leading staff for peak performance Solicit customer feedback and use it to improve the way we do business Incorporate ideas from those who don’t use libraries into our planning processes 11 Packet Pg. 206 AWARENESS We will explore new and creative ways of marketing to increase visibility of the Cooperative and awareness of our many programs and services. Our goal is for every Okaloosa County citizen to know about – and use – the essential quality of life resources we provide. OCPLC photo booth at Scout-o-rama festival engages youngsters in popular book jacket art. To focus on Awareness we will: Participate in community meetings and share expertise Educate local government agencies about resources and programs that may benefit them, their staff and clients Reach out to the military community as their libraries are downsized Develop “traveling” library displays for special events Target the market of active working adults as an underserved user group Focus marketing to update community perception of what libraries do; communicate value of essential resources for work, education and lifestyle 12 Packet Pg. 207  Service Locations and Hours All member libraries are closed on Sundays and federal holidays Robert L. F. Sikes (Crestview) Public Library Monday-Tuesday 10-8 1445 Commerce Drive, Crestview 32539 Wednesday-Thursday 10-6 (850) 682-4432 Friday 8:30-4:30 Director: Jean Lewis Saturday 10-4 Destin Library Monday 9-5 150 Sibert Avenue, Destin 32541 Wednesday 1-5 (850) 837-8572 Tuesday & Thursday 9-8 Director: Jurate Burns Friday 9-6, Saturday 9-1 Fort Walton Beach Library Monday 10-8 185 Miracle Strip Pkwy SE, Ft Walton Beach 32548 Tuesday-Thursday 9-6 (850) 833-9590 Friday 10-5 Director: Patricia Gould Saturday 10-4 Mary Esther Public Library Monday-Thursday 9-6 100 W. Hollywood Boulevard, Mary Esther 32569 Friday-Saturday 9-5 (850) 243-5731 Director: Sheila Ortyl Niceville Public Library Monday closed 206 N. Partin Drive, Niceville 32578 Tuesday & Thursday 9-8 (850) 279-4863 ext. 1500 Wednesday & Friday 9-6 Director: Sheila Bishop Saturday 9-2 Valparaiso Community Library Monday 9-7 459 Valparaiso Parkway, Valparaiso 32580 Tuesday-Thursday 9-6 (850) 729-5406 Friday 9-5 Director: David Weatherford Saturday closed OCPLC Administrative Office 206 N. Partin Drive, Niceville 32578 (850) 609-5102 Coordinator: Vicky Stever Library Spot kiosk at the Baker Block Museum Available 24/7 1307 Georgia Avenue, Baker 32531 13 Packet Pg. 208 Packet Pg. 209 Packet Pg. 210 Packet Pg. 211 Packet Pg. 212  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: September 2, 2014 TO: Honorable Chairman and Members of the Board FROM: Jeff Harris, Northwest Florida Track Club SUBJECT: Public Event Permit - NWFL Track Club 5K Race Request approval of a Public Event Permit for a 5K Road Race, to be held Saturday, October 18, 2014, from 5:00pm - 7:00pm along Santa Rosa Blvd in Fort Walton Beach, sponsored by the Northwest Florida Track Club. Packet Pg. 213 Packet Pg. 214 Packet Pg. 215  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: September 2, 2014 TO: Honorable Chairman and Members of the Board FROM: John P. Garvey, Tootsie Roll Chairman, Knights of Columbus SUBJECT: Public Event Permit - Intersection Charitable Collection Documents are attached related to a request for a Public Event Permit for an intersection charitable collection - "Tootsie Roll Drive", to be held September 26th, 27th and October 4th, 2014 with rains dates October 10th, 11th, and 18th, at various intersections in the Fort Walton Beach area. Packet Pg. 216 Packet Pg. 217 Packet Pg. 218  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: September 2, 2014 TO: Honorable Chairman and Members of the Board FROM: Shelly Kaiser - Emerald Coast Young Marines SUBJECT: Public Event Permit - Closing the gate on Drugs 5K Race Request approval of a Public Event Permit for the Closing the Gate on Drugs 5K Race. The Emerald Coast Young Marines is a National youth organization that services children 8 - 18. They promote teamwork, leadership and discipline with an emphasis on leading a drug free lifestyle. Packet Pg. 219 Packet Pg. 220 Packet Pg. 221  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: September 2, 2014 TO: Honorable Chairman and Members of the Board FROM: Billie Adams - APAC : Parents of Amplified Performing Arts Center SUBJECT: Public Event Permit - APAC : Parents of Amplified Performing Arts Center 5K Walk & Race Request approval of a Public Event Permit for a 5K Walk & Race November 15, 2014 7:00 a.m. to 9:30 a.m. along White Point Road. Supporting Documents attached. Packet Pg. 222 Packet Pg. 223 Packet Pg. 224  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: September 2, 2014 TO: Honorable Chairman and Members of the Board FROM: John Hofstad SUBJECT: SCS Engineers - Task Order 45 Fund Transfer DEPARTMENT: Public Works BCC DISTRICT: STATEMENT OF ISSUE: Task Order 45 - 2012 VZA Injection and Extraction Operations - was estimated in five separate Tasks. Task 5 - Data Assimilation and Reporting expenses exceeded the estimated costs by $2,905. Other tasks on the project were completed below their respective estimated costs. BACKGROUND: During the data collection component of the project, initial results indicated that the pilot test was producing less than desirable results. A similar pilot project at a site in Pensacola was concluding with similar results. The reporting component of the VSA Pilot Test was subcontracted to the University of Florida Hinckley Center (UF) who had also initiated interest with the Florida Department of Environmental Protection (FDEP) for the VZA technology. Once field work concluded and testing results indicated that the VZA technology would not produce the desired result, it was discussed that the FDEP would forgo a full report. However, the FDEP determined that full reporting would ultimately be required. By the time this decision was made, several of the UF core staff on the project were no longer associated with the project. SCS Engineers stepped up and provided the expertise to complete the report to FDEP expectations. Task 04 - Groundwater sampling was originally estimated at $26,792 and was completed for $18,048.80 leaving a balance of $8,743.20. Staff recommends transferring $2,905 from Task 04 to Task 05 to cover the additional expenses incurred by SCS Engineers. Attached is the formal request for this transfer from SCS and the project budget provided by the Okaloosa County Finance Department. OPTIONS: Approve/Disapprove RECOMMENDATIONS: Staff recommends transferring $2,904 from Task 04 to Task 05 to cover the additional expenses incurred by SCS Engineers. RECOMMENDED BY: Packet Pg. 225 APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 226 Packet Pg. 227 Packet Pg. 228 Packet Pg. 229  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: September 2, 2014 TO: Honorable Chairman and Members of the Board FROM: John Hofstad SUBJECT: Special Event Permit - Shalimar United Methodist Block Party DEPARTMENT: Public Works BCC DISTRICT: Two STATEMENT OF ISSUE: Shalimar United Methodist Church is requesting the use of Shalimar / Port Dixie Park for a community block party. BACKGROUND: County Ordinance #13-07 (regulation of county recreational areas, including parks and beaches) addresses Special Events at county parks, beaches or recreational areas within Okaloosa County. A request was received from the Shalimar United Methodist Church Outreach Team to use a portion of Shalimar / Port Dixie park for a picnic and movie on the lawn with other associated activities available free to the community. They have held similar events at the park the last four years. The Playground Area Soccer Association (PASA) has a Lease / Maintenance Agreement with the County for the use of the park and has agreed they can accommodate this request with their schedule. The use of electrical power for the movie will be provided at the park. Expected attendance is up to 250 people. In accordance with approved BCC policy, the Special Event fees have been waived due to the non-profit status of Shalimar United Methodist Church. All required documentation has been provided. OPTIONS: Approve / Disapprove RECOMMENDATIONS: Request Board approval for a Special Event Permit to utilize Shalimar / Port Dixie Park for a community block party as submitted by Shalimar United Methodist Church. RECOMMENDED BY: Packet Pg. 230 APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 231 Packet Pg. 232  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: September 2, 2014 TO: Honorable Chairman and Members of the Board FROM: John Hofstad SUBJECT: PW - Lake Lorraine culvert section 4 DEPARTMENT: Public Works BCC DISTRICT: District 2 STATEMENT OF ISSUE: Public Works staff has worked to procure materials for a major storm-water rehabilitation project in the Lake Lorraine Subdivision. Bids were received from Contech Engineering, Southern Pipe, and Consolidated Pipe with Contech Engineering being the lowest bidder at $67,101.96 BACKGROUND: Public Works staff is planning a large storm-water rehabilitation project in the Lake Lorraine Subdivision beginning from Lake Lorraine Circle and moving through, Doral Drive, Pebble Beach, Pinehurst Drive, and then back to Lake Lorraine to the outfall at Pond #1. The project is broken into 4 sections for ease of accountability while crews move from block to block. This is the pipe purchase for the largest and final section of the project. OPTIONS: Approve/Disapprove RECOMMENDATIONS: Staff recommends approving the bid as quoted and proceed with awarding to Contech Engineering RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 233 Packet Pg. 234  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: September 2, 2014 TO: Honorable Chairman and Members of the Board FROM: John Hofstad SUBJECT: Gulf Power Underground Distribution Easement to Wild Willy's DEPARTMENT: Public Works BCC DISTRICT: 2 STATEMENT OF ISSUE: Gulf Power is requesting an underground distribution easement for the electrical supply to Wild Willy's Adventure Zone on Okaloosa Island. BACKGROUND: Dominion Capital, LLC, 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 the easement to be executed 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 Dominion Capital, LLC for the project known as Wild Willy's Adventure Zone. See attached sketch for the location of the proposed easement. OPTIONS: Approve/Disapprove RECOMMENDATIONS: Grant the utility easement to Gulf Power and authorization to record the instrument. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator 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 Packet Pg. 244 Packet Pg. 245 Packet Pg. 246 Packet Pg. 247 Packet Pg. 248 Packet Pg. 249 Packet Pg. 250 Packet Pg. 251 Packet Pg. 252 Approximate location of Wild Willy’s Gulf Power underground Adventure distribution easement Zone Packet Pg. 253  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: September 2, 2014 TO: Honorable Chairman and Members of the Board FROM: John Hofstad SUBJECT: Final Payment - Marler Park Boat Parking & Exhibit Pad DEPARTMENT: Public Works BCC DISTRICT: 2 STATEMENT OF ISSUE: Gulf Atlantic Constructors, Inc. contracted with Okaloosa County to perform the work associated with the Marler Park Boat Parking & Exhibit Pad Project. All work has been completed and found to be in compliance with the approved plans and specifications. Substantial Completion was achieved on April 28, 2014 and Final Acceptance of the project was given on May 28, 2014 after a final inspection was conducted by Genesis CEI and County representatives. The Contractor has submitted a final invoice along with all required documentation and is requesting final payment including release of retainage. BACKGROUND AND ANALYSIS: On July 23, 2013 Okaloosa County entered into a contract with Gulf Atlantic Constructors, Inc. to perform the work associated with the Marler Park Boat Parking & Exhibit Pad Project. Through the course of the project there were 7 change orders resulting in a net increase of $97,219.27 (9.13%) with 58 added contract days. This total change order amount includes balancing estimated plan quantities with final installed quantities used to complete the project. Gulf Atlantic Constructors, Inc. has requested that final payment be made for all work performed. A final pay application for the contract balance of $58,084.21 is attached. This final pay request will release all retainage and cause the work to enter the one year performance warranty period. OPTIONS: Approve/Disapprove final payment to Gulf Atlantic Constructors, Inc. in the amount of $58,084.21 for work associated with the Marler Park Boat Parking & Exhibit Pad Project. RECOMMENDATION: Approve final payment to Gulf Atlantic Constructors, Inc. in the amount of $58,084.21 for work associated with the Marler Park Boat Parking & Exhibit Pad Project. RECOMMENDED BY: Packet Pg. 254 APPROVED BY: Ernie Padgett, County Administrator 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  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: September 2, 2014 TO: Honorable Chairman and Members of the Board FROM: Zan Fedorak SUBJECT: Seeking Approval for contract negotiations with HDR Engineering, Inc. for the Foy Shaw Parkway DEPARTMENT: Purchasing BCC DISTRICT: All STATEMENT OF ISSUE: [PUR] Requesting approval for contract negotiations with HDR Engineering, Inc. for the Foy Shaw Parkway Development Project (PW 68-14). BACKGROUND & ANALYSIS: On September 17, 2013, the Okaloosa County Board of County Commissioners approved an Inter-local Agreement between the Okaloosa County Airports Department and the Okaloosa County Public Works Department to advance the design and construction of the new direct access connector roadway (Foy Shaw Industrial Parkway) between US Highway 90 and Bob Sikes Airport. Public Works requested solicitation of an engineering firm to provide environmental assessment, roadway design and construction engineering, and inspection services for the Foy Shaw Parkway Development Project. The Board approved the Request for Qualifications (RFQ) on April 15, 2014. The RFQ was due on July 25, 2014, and five proposals were received. The committee has reviewed the proposals and selected HDR Engineering, Inc. as the top ranking firm and now request to enter into contract negotiation. OPTIONS: Approval/Deny entering into contract negotiation with HDR Engineering, Inc. for environmental assessment, roadway design and construction engineering, and inspection services for the Foy Shaw Parkway Development Project. RECOMMENDATION: Staff recommends approval of entering into contract negotiation with HDR Engineering, Inc. for environmental assessment, roadway design and construction engineering, and inspection services for the Foy Shaw Parkway Development Project. RECOMMENDED BY: Packet Pg. 271 APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 272 Packet Pg. 273  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: September 2, 2014 TO: Honorable Chairman and Members of the Board FROM: Zan Fedorak SUBJECT: Seeking Approval to negotiate with HDR Engineering, Inc. for the PJ Adams Parkway DEPARTMENT: Purchasing BCC DISTRICT: All STATEMENT OF ISSUE: [PUR] Requesting approval for contract negotiations with HDR Engineering, Inc. for the PJ Adams Parkway Development Project (PW 67-14). BACKGROUND & ANALYSIS: Okaloosa County and the Florida Department of Transportation (FDOT) entered into a Transportation Regional Incentive Program (TRIP) grant on April 24th to develop the widening plans for PJ Adams Parkway from SR 85 to I-10. Additionally, right of way acquisition is part of the grant for the four lane section from SR 85 to Ashley Drive. In total, the full project (design and right of way acquisition) is estimated to be $4.4 million. The project limits are from SR 85 west to Interstate 10. In order to complete the design and determine the exact right of way needs, Public Works requested solicitation of an engineering firm to provide engineering design and right-of-way acquisition activities necessary to develop the construction plans for the expansion of PJ Adams Parkway to four lanes. The Board approved the Request for Qualifications (RFQ) on July 1, 2014. The RFQ was due on July 25, 2014, and three proposals were received. The committee has reviewed the proposals and selected HDR Engineering, Inc. as the top ranking firm now request to enter into contract negotiation. OPTIONS: Approval/Deny entering into contract negotiation with HDR Engineering, Inc. to provide engineering design and right-of-way acquisition activities necessary to develop the construction plans for the expansion of PJ Adams Parkway to four lanes. RECOMMENDATION: Staff recommends approval of entering into contract negotiation with HDR Engineering, Inc. to provide engineering design and right-of-way acquisition activities necessary to develop the construction plans for the expansion of PJ Adams Parkway to four lanes. RECOMMENDED BY: Packet Pg. 274 APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 275 Packet Pg. 276  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: September 2, 2014 TO: Honorable Chairman and Members of the Board FROM: Zan Fedorak SUBJECT: Surplus Items to be Auctioned DEPARTMENT: Purchasing BCC DISTRICT: All STATEMENT OF ISSUE: [PUR] Purchasing seeks authorization from the Board to auction surplus items. BACKGROUND & ANALYSIS: The County has surplus items that are ready for disposal. (List attached.) Purchasing is seeking authorization from the Board to auction these items through our contracted auctioneer Global Enterprises (C14-2104-PUR). OPTIONS: Approve/Disapprove auction of surplus items through Global Enterprises. RECOMMENDATION: Staff recommends approving auction of surplus items. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 277 Packet Pg. 278 Packet Pg. 279  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: September 2, 2014 TO: Honorable Chairman and Members of the Board FROM: Zan Fedorak SUBJECT: Seeking Approval of TestAmerica Laboratories, Inc. Contract Renewal and Amendment #1 DEPARTMENT: Purchasing BCC DISTRICT: All STATEMENT OF ISSUE: [PUR] Requesting approval of TestAmerica Laboratories, Inc. Contract Renewal and Amendment #1. (C95-0124-WS) BACKGROUND & ANALYSIS: Staff requests approval of the TestAmerica Laboratories, Inc. contract renewal and Amendment #1. The original contract agreement was approved by the Board, so procedures require that any subsequent renewals or amendments must also be approved by the Board. OPTIONS: Approval/Deny TestAmerica Laboratories, Inc. contract renewal and Amendment #1. (C95-0124-WS) RECOMMENDATION: Staff recommends approval of TestAmerica Laboratories, Inc. contract renewal and Amendment #1. (C95-0124-WS) RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 280 Packet Pg. 281 Packet Pg. 282  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: September 2, 2014 TO: Honorable Chairman and Members of the Board FROM: Zan Fedorak SUBJECT: Seeking Approval of Contract with Air Transport IT Services for NWFRA DEPARTMENT: Purchasing BCC DISTRICT: All STATEMENT OF ISSUE: [PUR] Seeking Approval of Contract with Air Transport Information Technology (IT) Services for Northwest Florida Regional Airport (NWFRA) and authorization for the Chairman to sign. BACKGROUND & ANALYSIS: Air Transport IT Services has been providing technical support services that augment NWFRA’s own on-site troubleshooting and support issues of the Extended Airline System Environment (EASE) software. EASE is a virtualized shared use passenger processing technology solution that enables airlines to deliver a consistent optimized gate and boarding experience. The EASE system is proprietary software that images multiple airline ticketing and manifesting of passengers/baggage. This system is also responsible for handling the initial call from the Helpdesk or Operations and recording the issue and escalating it to the appropriate party. Air Transport IT Services has been providing this service since 2012. This contract replaces the current contract that will expire on September 30, 2014. This contract may be renewed annually. A sole source justification was provided and approved. OPTIONS: Approval/Deny the contract with Air Transport IT Services and authorize the Chairman to sign. RECOMMENDATION: Staff recommends approval of the contract with Air Transport IT Services and for the Chairman to sign the contract. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 283 Packet Pg. 284 Packet Pg. 285 Packet Pg. 286 Packet Pg. 287 Packet Pg. 288 Packet Pg. 289 Packet Pg. 290 Packet Pg. 291 Packet Pg. 292 Packet Pg. 293 Packet Pg. 294 Packet Pg. 295 Packet Pg. 296  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: September 2, 2014 TO: Honorable Chairman and Members of the Board FROM: Ed Schroeder SUBJECT: Horizons Contract Renewal DEPARTMENT: Tourist Development Department BCC DISTRICT: STATEMENT OF ISSUE: Request approval for Chairman to sign contract renewal with Horizons for Beach Park Bathroom Cleaning. BACKGROUND: Horizons and the County Public Works Department are currently jointly responsible for beach parks bathroom cleaning. As part of the FY15 budget process, the TDC and BCC approved Horizons’ request to assume all cleaning duties. Therefore, the annual contract amount is increasing from $88,924 in FY14 to $138,549 in FY15. The contractual scope of work identifies the locations and frequencies of cleanings. OPTIONS: Approve or Disapprove RECOMMENDATION: Approve contract renewal with Horizons for Beach Park Bathroom Cleaning in the amount of $138,549 for FY15, and authorize Chairman to sign the contract. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 297 Packet Pg. 298 Packet Pg. 299 Packet Pg. 300 Packet Pg. 301 Packet Pg. 302 Packet Pg. 303 Packet Pg. 304 Packet Pg. 305 Packet Pg. 306  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: September 2, 2014 TO: Honorable Chairman and Members of the Board FROM: Ed Schroeder SUBJECT: Promotional Reserves Update DEPARTMENT: Tourist Development Department BCC DISTRICT: STATEMENT OF ISSUE: TDD is apprising the Board of the use of Promotional Reserves. BACKGROUND: The Board approved the Consolidated Strategic Marketing Plan on May 6, 2014, which included a category for Promotional Reserve in the amount of $150,061. To the greatest extent possible, such opportunities will be presented to the TDC for recommendation to the BCC for approval in advance. However, these funds may be appropriated in accordance with County approval authority and with concurrence of the TDC Chairman if an opportunity would be lost due to the timing of regular TDC and BCC meetings. In such case, the TDC and BCC will be apprised of the use of these dollars at their next regularly scheduled meetings. The TDC was apprised of these uses of promotional reserves at its August 28 meeting. A. $1,000 for American Bus Association digital advertising included in the original Strategic Marketing Plan adopted in November 2013, but omitted from groups-targeted task orders and removed from the revised Strategic Marketing Plan. However, digital banners had already run in February/March 2014. Peter Mayer task order 124 is being revised in accordance with County approval authority. B. $95 for ECCC listing in Convention South’s 2014 Directory of Meeting Sites in the South as well as website listing. A half-page magazine ad is included in the Strategic Marketing Plan, but the directory listing is not specifically identified. To meet the directory deadline, payment is being made via credit card in accordance with County approval authority. RECOMMENDATION: For informational purposes only; no action required. RECOMMENDED BY: Packet Pg. 307 APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 308  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: September 2, 2014 TO: Honorable Chairman and Members of the Board FROM: Jeff Littrell SUBJECT: Annual Write Off of Accounts Deemed Uncollectible DEPARTMENT: Water and Sewer BCC DISTRICT: ALL STATEMENT OF ISSUE: OCWS staff requests BCC approval for the annual write off of accounts deemed uncollectible BACKGROUND: The employees of Okaloosa County Water and Sewer System have worked diligently at collecting past due final bills. However, there comes a time each year when we must adjust the accounts to reflect estimated "uncollectibles". The past policy of the County is to write off the accounts that are past due more than twelve months, which in this instance is through September 30, 2012. The attempt to collect by the water and sewer department is an ongoing process. The Collection Bureau of Fort Walton Beach, Inc. has been contracted to assist in the collection of terminated accounts 60 days past due. The attached letter from Jodi Gates, Financial Services Manager for the Clerk of Circuit Court, addresses the past policy of the Board of County Commissioners. As stated in her letter, the current balance of accounts receivable for to be written off for FY2012 as of September 30, 2013 was $240,167.64. The updated amount after further collections since September 30, 2012 is $186,487.56 (See attached report). The write-off will represent approximately 80% of water and sewer fees and approximately 20% will represent third party payments collected by water and sewer. Therefore, for FY2012 the actual write-off for water and sewer will be approximately $149,992.88 and the third party payments will be approximately $36,494.68. The FY2012 operating revenue budget exceeded $26 million dollars. Therefore, the total estimated uncollectible amount is equal to 0.72% of the annual operating budgeted revenue. OPTIONS: Approve or deny. RECOMMENDATIONS: OCWS staff recommend that the Board of County Commissioners authorize the write off of delinquent accounts in the amount of $186,487.56. RECOMMENDED BY: Packet Pg. 309 APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 310 Packet Pg. 311 Packet Pg. 312  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: September 2, 2014 TO: Honorable Chairman and Members of the Board FROM: Jeff Littrell SUBJECT: SKYETECH LEASE RENEWAL - UNIT D DEPARTMENT: Water and Sewer BCC DISTRICT: STATEMENT OF ISSUE: Staff requests BCC Approval to exercise the last one year renewal stipulated in the existing Lease Agreement between Okaloosa County Water & Sewer and Skyetech, LLC at 1310 Oddfellow Road -Unit D in Fort Walton Beach, Florida. This unit is located in a building owned by Okaloosa County Water & Sewer. BACKGROUND: Okaloosa County Water & Sewer purchased the building on the east side of Oddfellow Road in 2006, and currently has four tenants resulting in $37,830.00 rent annually. This lease renewal would be for the standard one year term - 11/20/2014 TO 11/19/2015. A copy of the original lease and a copy of the lease renewal are attached. The annual rent for this lease will be $5,088.00, payable as 12-$424.00 monthly payments. OPTIONS: Approve or deny the Lease Agreement for Skyetech, LLC. RECOMMENDATIONS: Staff recommends approval by the BCC to authorize the Chairman to execute the Lease Agreement Renewal with Skyetech, LLC. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 313 Packet Pg. 314 Packet Pg. 315 Packet Pg. 316 Packet Pg. 317 Packet Pg. 318 Packet Pg. 319 Packet Pg. 320 Packet Pg. 321 Packet Pg. 322 Packet Pg. 323 Packet Pg. 324  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: September 2, 2014 TO: Honorable Chairman and Members of the Board FROM: John Hofstad SUBJECT: Walton County - County Line Road Maintenance Interlocal Agreement DEPARTMENT: Public Works BCC DISTRICT: 1 STATEMENT OF ISSUE: Request approval of and authorize the Chairman to execute an Interlocal Agreement with Walton County for the maintenance of County Line Road. BACKGROUND AND ANALYSIS: Historically, Okaloosa and Walton Counties have split the maintenance of the road as follows: North of Highway 85 is the responsibility of Walton County, and South of Highway 85 is the maintenance responsibility of Okaloosa County. Unfortunately, this has not been a formalized practice in the past which has led to confusion on the part of staff and citizens who have road requests. To rectify this, Public Works has collaboratively written an interlocal agreement with Walton County to formalize the maintenance responsibilities for the roadway. OPTIONS: Approve/Disapprove execution of the interlocal agreement between Walton County and Okaloosa County. RECOMMENDATION: Request approval to enter into the interlocal agreement with Walton County for the maintenance of County Line Road. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 325  COOPERATIVE AGREEMENT BETWEEN OKALOOSA COUNTY AND WALTON COUNTY This Agreement is made and entered into this ___ day of ______________.2014, between Okaloosa County, Florida and Walton County, Florida. WITNESSETH WHEREAS, County Line Road is a publicly maintained roadway that falls along the boundary between Walton County and Okaloosa County; and WHEREAS, the alignment of the roadway meanders alternately and randomly between Okaloosa County and Walton County; and WHEREAS, both Counties agree that it is impractical for each County to maintain the roadway in a piecemeal fashion within their boundaries; and WHEREAS, both Counties agree that County Line Road serves the public interest and needs consistent maintenance to provide the best service to the citizens of both Counties. NOW, THEREFORE, the parties hereto agree as follows: 1) This Agreement shall become effective on the date of execution by the second party and shall remain in effect indefinitely. 2) The parties agree that each party shall be solely responsible for the negligent or wrongful acts of its employees and agents during the course of this Agreement. However, nothing contained herein shall be construed as an indemnity or constitute a waiver by either party of its sovereign immunity or the provisions of Section 768.28, Florida Statutes, as amended from time to time, or any other law providing limitations on claims. 3) Either party may terminate this Agreement by giving sixty (60) days notice in writing to the other party of its intent to do so. 4) This Agreement represents the entire agreement of the parties. Any alterations, variations, changes, modifications, and waivers of provisions of this Agreement shall only be valid when they have been reduced to writing and duly signed by each of the parties. Approved by Walton County Board of Commissioners on: ___________________ Packet Pg. 326 WALTON COUNTY AGREES TO 1) Maintain the portion of County Line Road north of Highway 85 to the same standards as any other roadway of similar use and construction in Walton County. 2) Respond to and address as appropriate any complaints or requests from citizens regarding the portion of County Line Road located north of Highway 85 whether the citizen is a Walton County or Okaloosa County Resident. 3) Coordinate with Okaloosa County staff regarding technical or historical information as may be available to assist in the resolution of complaints or requests on said portion of the roadway. OKALOOSA COUNTY AGREES TO 1) Maintain the portion of County Line Road south of Highway 85 extending to the intersection with Highway 393 to the same standards as any other roadway of similar use and construction in Okaloosa County. 2) Respond to and address as appropriate any complaints or requests from citizens regarding the portion of County Line Road located south of Highway 85 extending to the intersection with Highway 393 whether the citizen is a Walton County or Okaloosa residents. 3) Coordinate with Walton County staff regarding technical or historical information as may be available to assist in the resolution of complaints or requests on said portion of the roadway. Upon Execution of this Agreement and any subsequent amendments hereto, an original copy of the Agreement and any subsequent amendments shall be filed with the Clerk of the Circuit Court of both Walton County, Florida and Okaloosa County, Florida in accordance with §163.01, Florida Statutes. IN WITNESS WHEREOF, the Board of County Commissioners of both Okaloosa and Walton County have approved this Agreement and authorized that it may be duly executed by their authorized representatives. Approved by Walton County Board of Commissioners on: ___________________ Packet Pg. 327 ATTEST: BOARD OF COUNTY COMMISSIONERS WALTON COUNTY, FLORIDA BY:_______________________________ BY:_________________________________ ALEX ALFORD, CLERK OF CIRCUIT COURT W.N. “Bill” CHAPMAN, CHAIRMAN & COUNTY COMPTROLLER DATE: ______________________________ ATTEST: BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA BY: _____________________________ BY_________________________________ CHARLES K. WINDES, Jr. CHAIRMAN Date: ______________________________ Approved by Walton County Board of Commissioners on: ___________________ Packet Pg. 328 Packet Pg. 329  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: September 2, 2014 TO: Honorable Chairman and Members of the Board FROM: John Hofstad SUBJECT: Okaloosa School Board Addendum to Joint Use Agreement DEPARTMENT: Public Works BCC DISTRICT: District 3 STATEMENT OF ISSUE: Request approval of an Addendum to the Joint Use Agreement between Okaloosa County School Board and the Board of County Commissioners. BACKGROUND: On June 7th, 2012, a Joint Use Agreement with the Okaloosa County School Board was approved by Okaloosa County Board of County Commissioners. The Joint Use Agreement was for use of the large baseball field located at the Baker Park. Baker School utilizes this field for the school athletic programs and other school sponsored events. The agreement also allows the Baker Area Youth Association continued use of the facility for community educational /recreational programs and other incidental purposes as are reasonably related thereto. The School Board is requesting permission to locate a portable building on the County property adjacent to the Joint Use Facility. The portable building will be used to provide a locker room and team meeting facility for the Baker School Baseball Team. The School Board will be responsible for installation, utility hook-ups, maintenance and all ongoing utility expenses associated with the operation of said portable building. The School Board would retain exclusive rights to the portable building and at the end of the Joint Use Agreement, shall be allowed to disconnect the utilities and remove the building from the property at its sole expense. The Addendum to the Joint Use Agreement was approved by the School Board on August 11th, 2014, and has been approved by Okaloosa County Purchasing, Risk Management and the County Attorney. OPTIONS: Approve/disapprove the request for the Addendum. RECOMMENDATIONS: Approve the request for the Addendum to the Joint Use Agreement and allow the Chairman to sign the Addendum. RECOMMENDED BY: Packet Pg. 330 APPROVED BY: Ernie Padgett, County Administrator 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  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: September 2, 2014 TO: Honorable Chairman and Members of the Board FROM: John Hofstad SUBJECT: Boundary Fencing on Okaloosa Island @ The El Matador DEPARTMENT: Public Works BCC DISTRICT: District 2 STATEMENT OF ISSUE: Request approval to solicit quotes for the replacement of the boundary fencing between The El Matador and Eglin Air Force property. Funding for this effort is to be provided through the Capital Outlay Reserves Fund. BACKGROUND: Pursuant to the Deed Reservations stated in the conveyance of the Okaloosa Island property from the United States of America, Secretary of the Army, said conveyance recorded in Official Record Book 280 at page 298, that a climb-proof, chain link fence eight (8) feet in height with three (3) strands of barbed wire at the top, shall be constructed and maintained by and at the expense of Okaloosa County (party of the second part) at the Westerly limit of the area conveyed. After Hurricane Opal, approximately 560' of the fencing was repaired and approximately 330' was replaced. The fence has deteriorated and is again in need of total replacement. Staff has discussed the funding of this project with the Finance Department and it was determined that the funding should be provided through the Capital Outlay Reserves Fund. The estimated cost of the project is $30,000.00 (approximately 1200' x $24.50 ft.). OPTIONS: Approve/disapprove RECOMMENDATIONS: Approve the solicitation of quotes for the fence replacement and approve funding from the Capital Outlay Reserves Fund. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator 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  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: September 2, 2014 TO: Honorable Chairman and Members of the Board FROM: Elliot Kampert SUBJECT: Appointment of Jeremy Stewart as District 3 Representative to the Board of Adjustments DEPARTMENT: Growth Management BCC DISTRICT: 3 - Commissioner Boyles STATEMENT OF ISSUE: As the current Commission District 3 Representative position on the Planning Commission is vacant, the Board of County Commissioners must appoint a new District 3 Representative to fill the vacancy. The Planning Commission is established pursuant to Section 11.01.00 of the Land Development Code, and serves as the Board of County Commissioners’ principal advisor on matters pertaining to land use and zoning, and functions as the Local Planning agency pursuant to Chapter 163 of the Florida Statutes. Section 11.01.02 of the LDC provides: 11.01.02 District Members: Each elected official of the governing body shall appoint one member of the Planning Commission residing within the County Commissioner’s District. The appointments shall be confirmed by the Okaloosa County Board of Commissioners. Pursuant to Section 11.01.02, above, District 3 Commissioner Boyles has recommended a resident of his District, Mr. Jeremy Stewart, who is willing to serve on the Planning Commission. RECOMMENDATIONS: Staff recommends approval of Mr. Jeremy Stewart as Commission District 3 representative on the Planning Commission. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 354  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: September 2, 2014 TO: Honorable Chairman and Members of the Board FROM: Elliot Kampert SUBJECT: Letter of Support for Sylvania Heights Research Project DEPARTMENT: Growth Management BCC DISTRICT: District 4 - Commissioner Amunds STATEMENT OF ISSUE: The Greater Sylvania Heights Front Porch Program has requested a letter of support from the Board of County Commissioners for an environmental research project in the Sylvania Heights area. BACKGROUND: The Sylvania Heights Front Porch Program has, over the past several years, been working to identify and resolve environmental issues associated with past land uses in and around the greater Sylvania Heights area. The proposed project, to be undertaken in conjunction with Tuskegee University and Florida Agricultural and Mechanical University, will build on prior efforts, including those of the Florida Department of Environmental Protection and Florida State University. OPTIONS: The BCC can send the requested letter or decline to do so. RECOMMENDATIONS: Staff recommends that the Board of County Commissioners authorize the Chairman to sign the attached letter and that it be sent to Dr. Rueben C. Warren of Tuskegee University who is coordinating the project. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 355 Packet Pg. 356  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: September 2, 2014 TO: Honorable Chairman and Members of the Board FROM: Jeff Littrell SUBJECT: Constantine Task Order 11 DEPARTMENT: Water and Sewer BCC DISTRICT: All STATEMENT OF ISSUE: OCWS has requested the services of Constantine Engineering under Task Order 11 per the terms of Contract #C13-2068-WS for a total not to exceed cost of $400,000. Task Order 11, for Sunshine State One-Call of Florida (SSOCOF) Services (AKA "line locating"), is attached for your review. BACKGROUND: The Water and Sewer Department has maintained a contract with Constantine Engineering for more than 10 years to perform line location services for responding to Sunshine State One-Call of Florida service location tickets. This project continues to authorize Constantine Engineering to perform the SSOCOF services. This project is necessary to comply with the Underground Facility Damage Prevention and Safety Act, Florida Statute 556, Sunshine State One-Call of Florida Requirements. The scope of services for this project includes professional and technical services for locating, verifying, installing permanent markers, ticket management, and line location services for responding to Sunshine State One-Call of Florida service location tickets for components of the water and sewer systems. This Task Order/Engineering Scope of Services negotiated with Constantine Engineering includes the necessary work tasks to complete the scope of work and is for a not to exceed cost of $400,000. This is an increase from FY2014 budget amount to account for the increased number of locate tickets being received over the past 18 months. Funds are available in the FY2015 budget. The amount spent on this Task Order is a direct reflection on the amount of construction occurring in our service area - when a contractor digs, by law he must notify SSOCOF, and by law the underground utilities must be marked. Staff will monitor the budget closely. If construction continues to pick up, a Task Order Revision may be necessary. OPTIONS: Approve or deny. RECOMMENDATIONS: OCWS requests BCC approval to authorize the Chairman to execute Constantine Task Order 11, for a not to exceed amount of $400,000.00. RECOMMENDED BY: Packet Pg. 357 APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 358 Packet Pg. 359 Packet Pg. 360 Packet Pg. 361 Packet Pg. 362 Packet Pg. 363 Packet Pg. 364 Packet Pg. 365  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: September 2, 2014 TO: Honorable Chairman and Members of the Board FROM: Jeff Littrell SUBJECT: Constantine Task Order 12 DEPARTMENT: Water and Sewer BCC DISTRICT: All STATEMENT OF ISSUE: OCWS staff requests BCC approval for Constantine Engineering Task Order 12 per the terms of Contract #C13-2068-WS for a total not to exceed cost of $125,000. Task Order 12, for Subsurface Utility Engineering Services (AKA "SUE" or "mapping"), is attached for your review. BACKGROUND: OCWS staff has a need for Constantine Engineering to assist the County to perform services for collecting information and data about buried and above ground components of the water and sewer system. The Water and Sewer Department staff uses this information and data daily to protect the existing utilities, plan for future growth, react during emergencies to minimize service outages, and to plan for preventative maintenance and scheduled repair/replacement of these assets. This Task Order provides professional and technical services for locating, verifying, installing permanent markers, and acquiring information and data for components of the OCWS System. OCWS continues to collect information and data regarding the water and sewer system to populate the geographic information system (GIS) and to develop maps of the existing water distribution and wastewater collection systems. To date, Constantine has performed these SUE services to locate, map, and document the water and sewer assets associated with approximately 558 miles of water lines, 115 miles of sewer force mains, and 30 miles of gravity sanitary sewer. Greater than 23,750 water and sewer assets, including buried pipelines, fittings, valves, water meters and fire hydrants have been located, mapped using sub-meter accuracy and uploaded into the County's GIS data base. This accurate information about the existing system allows the County to maximize the capacity of the existing systems to meet current and future demands while minimizing the investment in new assets. The County's engineering staff and consultants rely on this information to evaluate the availability of water and sewer services and their capacity to deliver these services to existing and new customers. Accurate, up-to-date information, data and maps enable the Water and Sewer Department to more efficiently identify, mark, and therefore protect the County’s water and sewer assets. Every year, careless construction activities damage buried water and sewer pipelines and valves. Up to-date maps allow the County to react quickly during emergencies to isolate damaged areas from the rest of the system and thereby minimize the impacts of system outages on other non- affected customers. Accurate information that is easily assessable will improve the ability of staff to protect these assets. This Task Order/Engineering Scope of Services negotiated with Constantine Engineering Packet Pg. 366 includes the necessary work tasks to complete the scope of work and is for a not to exceed cost of $125,000.00. Funds are available in the approved FY2015 budget for this task order. This is a 50% reduction from the FY2014 budget amount for this category of work. OPTIONS: Approve or deny. RECOMMENDATIONS: OCWS staff recommends BCC approval to authorize the Chairman to execute Task Order 12 with Constantine Engineering, Inc. for a not to exceed amount of $125,000.00. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 367 Packet Pg. 368 Packet Pg. 369 Packet Pg. 370 Packet Pg. 371 Packet Pg. 372 Packet Pg. 373  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: September 2, 2014 TO: Honorable Chairman and Members of the Board FROM: Ed Schroeder SUBJECT: PM TO 147 FY15 SMP Leisure Print Packages Pass-Through Costs DEPARTMENT: Tourist Development Department BCC DISTRICT: STATEMENT OF ISSUE: Request approval for Chairman to sign Task Order 147 “FY15 SMP Leisure Print Packages Pass-Through Costs”, contract C12-2007-TDC Peter A Mayer Advertising, in the amount of $400,676. BACKGROUND: The Board approved the FY 2014-2015 Strategic Marketing Plan on August 19, 2014, which included a line item for Media Campaign (Fall/Winter, Christmas, Snowbird, Spring/Summer, Non-Seasonal/Niche, Groups, Meetings/Conventions) in the amount of $1,914,775. Task Order 147 authorizes print media packages targeting leisure travelers to run in various publications. Print media packages negotiated by the agency may include email blasts, online banners, and/or other non-print advertising components. OPTIONS: Approve or Disapprove RECOMMENDATION: Approve Peter Mayer task order 147 “FY15 SMP Leisure Print Packages Pass-Through Costs” in the amount of $400,676. 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BACKGROUND: The Board approved the FY 2014-2015 Strategic Marketing Plan on August 19, 2014, which included a line item for Media Campaign (Fall/Winter, Christmas, Snowbird, Spring/Summer, Non-Seasonal/Niche, Groups, Meetings/Conventions) in the amount of $1,914,775. Task Order 149 authorizes online marketing tactics targeting leisure travelers. Online packages negotiated by the agency may include non-online components. OPTIONS: Approve or Disapprove RECOMMENDATION: Approve Peter Mayer task order 149 “FY15 SMP Leisure Online Packages Pass-Through Costs” in the amount of $555,874. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 413 Packet Pg. 414 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  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: September 2, 2014 TO: Honorable Chairman and Members of the Board FROM: Ed Schroeder SUBJECT: PM TO 150 FY15 SMP Co-op Packages Pass-Through Costs DEPARTMENT: Tourist Development Department BCC DISTRICT: STATEMENT OF ISSUE: Request approval for Chairman to sign Task Order 150 “FY15 SMP Co-op Packages Pass-Through Costs”, contract C12-2007-TDC Peter A Mayer Advertising, in the amount of $201,515. BACKGROUND: The Board approved the FY 2014-2015 Strategic Marketing Plan on August 19, 2014, which included a line item for Media Campaign (Fall/Winter, Christmas, Snowbird, Spring/Summer, Non-Seasonal/Niche, Groups, Meetings/Conventions) in the amount of $1,914,775. Task Order 150 authorizes a series of co-op packages for industry partner participation to run in various media. Media packages negotiated by the agency may include print, email blasts, online banners, tv, radio, and/or other non-print advertising components. OPTIONS: Approve or Disapprove RECOMMENDATION: Approve Peter Mayer task order 150 “FY15 SMP Co-op Packages Pass-Through Costs” in the amount of $201,515. 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BACKGROUND: The Board approved the FY 2014-2015 Strategic Marketing Plan on August 19, 2014, which included a line item for Media Campaign (Fall/Winter, Christmas, Snowbird, Spring/Summer, Non-Seasonal/Niche, Groups, Meetings/Conventions) in the amount of $1,914,775. Task Order 151 authorizes a series of groups-targeted packages to run in various media. Media packages negotiated by the agency may include print, email blasts, online banners, and/or other non-print advertising components. OPTIONS: Approve or Disapprove RECOMMENDATION: Approve Peter Mayer task order 151 “FY15 SMP Groups Packages Pass-Through Costs” in the amount of $110,235. 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BACKGROUND: The Board approved the FY 2014-2015 Strategic Marketing Plan on August 19, 2014, which included a line item for Media Campaign (Fall/Winter, Christmas, Snowbird, Spring/Summer, Non-Seasonal/Niche, Groups, Meetings/Conventions) in the amount of $1,914,775. Task Order 152 authorizes a series of meetings and conventions targeted packages to run in various media. Media packages negotiated by the agency may include print, email blasts, online banners, and/or other non-print advertising components. OPTIONS: Approve or Disapprove RECOMMENDATION: Approve Peter Mayer task order 152 “FY15 SMP Meetings & Conventions Packages Pass-Through Costs” in the amount of $100,000. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 509 Packet Pg. 510 Packet Pg. 511 Packet Pg. 512 Packet Pg. 513 Packet Pg. 514 Packet Pg. 515 Packet Pg. 516 Packet Pg. 517 Packet Pg. 518 Packet Pg. 519 Packet Pg. 520 Packet Pg. 521 Packet Pg. 522 Packet Pg. 523 Packet Pg. 524 Packet Pg. 525 Packet Pg. 526 Packet Pg. 527  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: September 2, 2014 TO: Honorable Chairman and Members of the Board FROM: Ed Schroeder SUBJECT: iMap Advance Payment DEPARTMENT: Tourist Development Department BCC DISTRICT: STATEMENT OF ISSUE: Request approval for payment in advance to iMap Multimedia for 33% of project total plus the first year’s annual license fee for event space presentation software costs for the Emerald Coast Convention Center. BACKGROUND: Staff desires the ability to provide an interactive floor plan service allowing people to virtually tour the Emerald Coast Convention Center online. Visitors to emeraldcoastconventioncenter.com may simply click on the landing page floor plans and be able to view all the convention center’s diagrams and pictures in an interactive format that gives clients the ability to see rooms and determine how their event will fit within the convention center’s space. Although the software doesn’t in anyway touch the county network, Tourist Development sought and obtained Information Systems concurrence with the purchase. These services have been procured in accordance with County purchasing policies. Two vendors responded to the Purchasing Department’s request for quotes: iMap NewMarket Software Development $9,800 $9,170 Annual License Fee $1,960 $5,110 First-Year Total $11,760 $14,280 iMap’s proposal includes payment of 33% of the $9,800 software development cost along with the first year’s $1,960 license fee upon agreement acceptance. The balance of 67% of the $9,800 software development cost will be invoiced upon completion and acceptance of the project. Pursuant to Section E.700(2) of the Tourist Development Department Operations and Procedures Manual, no advancement of funds will be issued unless specifically approved by the Board. Pursuant to the State Chief Financial Officer’s Reference Guide for State Expenditures, advance payment may be made if the payment results in savings equal to or greater than the amount earned by investing the funds and paying later or if the payment is essential to the operations of the agency and the goods or services are available only if advance payment is made. In this particular case, the services of the lowest-priced vendor are available only if advance payment is made. OPTIONS: Approve or Disapprove RECOMMENDATION: Approve payment to iMap Multimedia in accordance with the proposal terms for event space presentation software costs for the Emerald Coast Convention Packet Pg. 528 Center. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 529 Emerald Coast Convention Center (ECCC) Event Space Presentation Software (ESP Advanced) Price Proposal Item Description Start Point: The viewer will immediately see the interior floor level within the ECCC. Diagram1. Floor Level The floor level will be presented in a 3d model to give the viewer an over-all comprehension of the Diagrams entire facility and all its meeting space options. Clicking on the screen will display the floor level in a topographic view, and dynamically present corresponding information regarding that floor level. Diagram 2. To create the topographic floor levels, iMap will utilize a proprietary process to recreate the floor plans from current plans for quick and clear online use. Floor Plan While viewing the floor level in topographic view, the largest possible meeting rooms and ballrooms will Interactivity be presented in a unique color. Clicking on a colored conference/meeting room will simultaneously; hi- light the conference room selected and dynamically present imperial dimensions, maximum capacity figures and up to six (6) set-up option buttons, and a room description. Diagram 3. When clicking on a colored meeting room that can be partitioned, a drop down menu will automatically appear to suggest partition-able options. A user may select an option that will split the conference room into the option selected. Each partition of a meeting room will act as any other normal colored meeting room. Diagram 3. Total meeting room count is 28. 4 interactive room list drop downs are required to allow the user to partition and view derivative meeting rooms. Meeting Room When a meeting room is selected, the viewer can click to select any one of up to six setup option Details buttons (in Diagram 3), which will present that meeting room setup details page. Diagram 4. Here, the viewer will immediately see an image (diagram or photo) of this room’s setup and can view up to 6 other images for this setup simply by clicking one of the thumbnails displayed on the left. The viewer can also select alternative setup options that they wish to view for this room, by clicking on any other setup option button. Meeting Room Clicking on the search icon a viewer will be brought to the meeting room search page where a viewer Search can search for specific meeting space ideally suited for their event based on specific criteria. Viewers can enter type of function & number of attendees to create a rooms list that displays all the meeting space within your facility that’s ideally suited for this specific function. Diagram 5. Clicking a room name within the resulting rooms list will open the corresponding meeting room setup details page. Diagram 6. Booking Request When a viewer has found the ideal meeting space, they can click to select the booking request button to open the request booking details form, prompting the viewer to provide the necessary information to request this space, which is immediately sent as an assigned email to an internal employee. Diagram 7. ESP Content Upon username and password authentication, internal staff, anywhere, anytime, can manage all the Manager meeting room content displayed within the meeting room setup details pages. Diagram 8. Create up to 5 new meeting rooms, delete meeting rooms and find the meeting room you with to edit. Diagram 9. ~ Continued On Next Page ~ iMap Multimedia Inc., P.O. Box 669, Lions Bay, BC Canada w: http://www.imapenterprises.com e: info@imapenterprises.com p: (Local) 604-802-IMAP (4627) (Toll Free) 1-800-881-IMAP (4627) Packet Pg. 530  Clicking on an existing meeting room within the room list immediately opens the first setup option for this room. Here you can upload and delete up to 7 images (diagrams and photos in jpeg/jpg format up to 1MB is size each) for this set-up, or select and alternative setup to manage. Diagram 10. Select the data button to edit all the dimension, capacity and description data for this meeting room. Diagram 11. Select the text button to edit the intro message and floor level information. Sharing & Print: Click the select the print button to print whatever is displayed on the screen, no matter where Collaboration they are in the application. Tools Post-It-Notes: Click to select the post-it-notes buttons to create notes and place them anywhere on screen with any amount of content, attached with a moveable connecting line and dot to the area of interest. Not available for mobile version. Email: Click to select the email button to immediately send an email message with an attached link to this page and a .jpg image of what is on screen. Not available for the floor plan portion of the mobile version. Diagram 12 for all the above. Data Import From an Excel spreadsheet or an alternative acceptable electronic copy, all the dimension and capacity data will be imported into the application, for each meeting room. Design & Deploy iMap’s proprietary approach using the latest web technologies, 3D software, and multimedia Development development tools to create an application that maximizes screen real estate, minimizes size for efficient online use, and is viewable on virtually any desktop or mobile device. ECCC, color, and logo integration, to meet your branding requirements. Provide all intuitive navigation within the application not necessarily mentioned within this proposal. iMap’s logo will be presented on the bottom left and ESP logo on the bottom right. Project Total Custom Solution Development & Deployment - Sub Total 9,800.00 Tax (US Client Exempt) 0.00 Total 9,800.00 Annual License Fee World-Wide License 1,260.00 Interactive Floor Plan, Meeting Room Data, Setup Designs & Image Hosting 350.00 Maintenance & Service 350.00 Total 1,960.00 ~ Continued On Next Page ~ iMap Multimedia Inc., P.O. Box 669, Lions Bay, BC Canada w: http://www.imapenterprises.com e: info@imapenterprises.com p: (Local) 604-802-IMAP (4627) (Toll Free) 1-800-881-IMAP (4627) Packet Pg. 531 Pricing Information & Assumptions: All prices are in U.S. Funds, and price quotation provided here within is valid until September 20th, 2014. Annual License Fee is adjusted annually for inflation. The entire venue and the number of meeting rooms and possible room partitions are based on the floor plans & capacities presented to us either online or from provided documentation, and that this floor plan constitutes the entire facility requiring no redesigns or edits to walls, labels or otherwise. Some items may require the client to provide information such as floor plans and capacity charts or any other related material, etc., to iMap in acceptable formats and timeframes. Example diagrams presented are visual aids only and will likely be presented slightly different for your solution. Maintenance & Service ensures the program will work as it should throughout the license period and provides the client access to iMap’s development team to schedule in and receive additional development and solutions services, not presented in this proposal, at iMap’s guaranteed posted hourly rate of $150 U.S. per hour. The Total is a packaged price and because it is discounted for the Emerald Coast Convention Center, the client agrees to keep this pricing confidential and will also consider answering a questionnaire to measure success which can be used for publishing a case study. Client agrees to our industry standard Software Agreement. Any additional legal fees incurred to emend our Software Agreement, will be added to the Total. Client agrees to make payments via wire transfer – all required documents will be provided to client for easy processing. Prices are based on the pricing assumption provided above. If any of the above changes, the Total will reflect that change. Payment Arrangement: iMap will require 2 separate payment installments: st 1) 33% of Total plus the 1 year’s Annual License Fee will be payable on acceptance of software agreement. 2) 67% of Total will be invoiced upon completion and acceptance of the project. Brought to you by: iMap Multimedia Inc., P.O. Box 669, Lions Bay, BC Canada w: http://www.imapenterprises.com e: info@imapenterprises.com p: (Local) 604-802-IMAP (4627) (Toll Free) 1-800-881-IMAP (4627) Packet Pg. 532 Date: July 2, 2014 Sales Rep: Robyn Rojek Email: rrojek@newmarketinc.com Fax No: +1 603.436.1826 NEWMARKET INTERNATIONAL, INC. ORDER FORM This Order Form for software and services (the “Order Form”) is executed by and between Newmarket International, Inc. a Delaware Corporation, with a principal office located at 75 New Hampshire Avenue, Portsmouth, New Hampshire 03801 USA (“NI”) and d/b/a Emerald Coast Conference Center (“Customer”), with a principal place of business at 1250 Miracle Strip Parkway SE, Fort Walton Beach, FL 32548, US. Acct. No: 17591 No: 3078062 Qty Unit Product Code Product Name Sales Price Total Price Services 1 Each MM-IPLAN-BLDG iPlan Building Plan $950.00 $950.00 1 Each MM-IPLAN-ENH-CM iPlan Enhanced Campus Map $2,695.00 $2,695.00 1 Each MM-IPLAN-FP-AUTOCAD iPlan Floor Plan (AutoCAD) $325.00 $325.00 27 Each MM-IPLAN-MTGROOM iPlan Meeting Room $40.00 $1,080.00 1 Each MM-IPLANENH-SETUP-04 iPlan Enhanced Setup (25k - 50k sqft; 2k - 3k sqm) $3,120.00 $3,120.00 25 Each MM-ENHANCED-SVC-01 Enhanced Room Diagram $40.00 $1,000.00 Total: $9,170.00 Subscription 1 Property MM-IPLAN-ENH-SUB-01 iPlan Enhanced Annual Subscription $5,110.00 $5,110.00 Total: $5,110.00 Pricing Expires in 90 Days General Terms. This Order Form is issued pursuant to the terms and conditions of the Master Software License Agreement (“Master Agreement”) between Newmarket International and . The total price set forth herein does not include related travel and living expenses or applicable taxes which shall be invoiced in accordance with the terms of the Master Agreement. Services Payment Terms. NI shall invoice Customer for all the Services set forth in this Order Form on an as incurred basis. Subscription Payment Terms. NI shall invoice Customer for the initial twelve (12) month subscription period (the “Initial Subscription Period”) in the amount set forth on the Order Form upon the activation of the Subscription Product. Thereafter, the Subscription Fees will automatically renew for successive one (1) year terms (the “Renewal Subscription Period”) as long as Customer (i) pays the applicable Subscription Fees when due and (ii) Customer does not terminate the subscription by providing Newmarket with at least thirty (30) days prior written notice prior to the expiration of the Initial Term or any subsequent Renewal Term, as applicable. Subscription fees for Renewal Subscription Period(s) are due and payable at the beginning of the Renewal Subscription Period, which shall be the anniversary date of activation. Configuration fees for Subscription Product(s) are due and payable thirty (30) days from the Effective Date of this Order Form. Renewal. NI reserves the right to increase Subscription fees, Hosting services fees, and Support fees for successive Renewal Subscription Period(s), Renewal Hosting Term(s), and Renewal Support Period(s) by no more than five percent (5%) per annum. Delivery Terms. FOB Shipping Point. Invoice Terms. All invoices issued hereunder are due within thirty (30) days of receipt. IN WITNESS WHEREOF, the parties hereto have caused this Order Form to be executed by themselves, or their duly authorized representatives, as of the day and year last written below (the “Effective Date”). Newmarket International, Inc. a d/b/a Emerald Coast Conference Center Packet Pg. 533 Delaware Corporation [[SertifiSStamp_2]] [[SertifiSStamp_1]] Signature Signature [[SertifiTitle_2]] [[SertifiTitle_1]] Title Title [[SertifiDate_2]] [[SertifiDate_1]] Date Date VAT/Tax Exempt No.: _________________ Purchase Order No.: __________________ Bill To: ____________________________ Address: ___________________________ ___________________________ Ship To: ____________________________ Email: _____________________________ Packet Pg. 534  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: September 2, 2014 TO: Honorable Chairman and Members of the Board FROM: Sunil Harman SUBJECT: Stipulation for American Airlines for satisfaction of bankruptcy pre- petition claims DEPARTMENT: Airport BCC DISTRICT: All STATEMENT OF ISSUE: The Department of Airports requests that the Okaloosa Board of County Commissioners approve a Stipulation and Settlement of Claims for American Airlines. BACKGROUND: As it relates to American Airlines Bankruptcy matters, the salient facts are as follows: • American Airlines as part of its bankruptcy filing published schedule # 2040598 on 2/27/2012 for $32,730.88 in favor of Okaloosa Regional Airport as claimant. • Northwest Florida Regional Airport formerly known as Okaloosa Regional Airport filed claim # 2090 on 4/11/2012 for $32,314.31. • Invoices that comprise a schedule of payments covered the period and invoices save adjustment for partial payment on the post-petition portion of invoices show that the debt was cured. • However, a name change of the airport from Okaloosa Regional Airport to Northwest Florida Regional Airport during the ensuing period resulted in confusion and the claim being listed as a continued indebtedness. • Scheduled claim # 2040598 was not matched to claim # 2090 due to two different names being used for Northwest Florida Regional Airport. • Claim # 2090 was expunged on or around April 5, 2013 in connection with a lease cures payment paid to the airport which resolved the claim as verified by a payment schedule rum of the time-frame from the Clerk's office. • The stipulation and settlement of claims is necessary for the airline to have the court discharge the bankruptcy obligation. OPTIONS: Approve, Deny or Table the requested recommendation. RECOMMENDATIONS: The Department of Airports recommends that the Okaloosa Board of County Commissioners approve the Airline requested stipulation and settlement. As the pre- petition claim has been cured and the stipulation is necessary for the airline to seek discharge from the bankruptcy court. Furthermore, the airline is current and in good standing with the County. Packet Pg. 535 RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 536 Packet Pg. 537  STIPULATION AND SETTLEMENT OF CLAIMS This Stipulation (the “Stipulation”) is entered into as of August 21, 2014 (the “Effective Date”) by and among AMR Corporation and its related debtors, as debtors and reorganized debtors (collectively, the “Debtors”) and Okaloosa Regional Airport (the “Claimant”). Each of the Debtors and the Claimant are referred to herein as a “Party” and collectively, as the “Parties.” RECITALS: WHEREAS, on November 29, 2011 (the “Commencement Date”), each of the Debtors commenced voluntary cases under chapter 11 of title 11 of the United States Code before the United States Bankruptcy Court for the Southern District of New York, Case No. 11-15463 (SHL); WHEREAS, the Claimant has filed the proofs of claim or the Debtors have scheduled a claim for the Claimant, or both, (collectively the “Claims”) as set forth on Exhibit “A”; WHEREAS, on March 28, 2012, the Court entered the Amended Order Pursuant to Section 105(a) of the Bankruptcy Code and Rule 9019(b) of the Federal Rules of Bankruptcy Procedure Establishing Procedures for Settling Certain Claims (ECF No. 2055) (the “Claims Settlement Order”). WHEREAS, on October 21, 2013, the Bankruptcy Court entered the Findings of Fact, Conclusions of Law, and Order Pursuant to Sections 1129(a) and (b) of the Bankruptcy Code and Rule 3020 of the Federal Rules of Bankruptcy Procedure Confirming Debtors’ Fourth Amended Joint Chapter 11 Plan (ECF Nos. 10361, 10367) (the “Confirmation Order”), and the effective date of the Debtors’ Fourth Amended Joint Chapter 11 Plan (the “Plan”) was December 9, 2013. WHEREAS, the Debtors are authorized to resolve certain claims against the Debtors pursuant to certain requirements set forth in the Claims Settlement Order, the Plan, and the Confirmation Order. WHEREAS, the Parties seek to enter into this Stipulation to resolve the Claims set forth on Exhibit “A”; NOW, THEREFORE, after good-faith, arms-length negotiations, in consideration of the foregoing, it is hereby stipulated and agreed that: 1. The Claims listed on Exhibit “A” will be allowed in the amounts set forth therein. 2. With the exception of the right to receive distributions for allowance of the Claims set forth on Exhibit “A” pursuant to this Stipulation and the Plan, the Claimant fully, finally, and forever releases, relinquishes and discharges the Debtors, their principals, officers, directors, agents, assigns, administrators and representatives, from all rights, claims, demands, damages of any kind, and causes of action of every nature, whether known or unknown, asserted or unasserted in connection with the Claims set forth on Exhibit “A”. 3. The claims agent in the Debtors’ chapter 11 cases is authorized to adjust the claims register in accordance with this Stipulation. 4. This Stipulation contains the entire agreement between the Parties as to its subject matter and supersedes all prior agreements and undertakings between the Parties relating thereto. US_ACTIVE:\44435375\1\14013.0139 Packet Pg. 538  5. This Stipulation may not be modified other than by signed writing executed by the Parties. 6. Each person who executes this Stipulation represents that he or she is duly authorized to do so on behalf of the respective Parties and that each party has full knowledge and has consented to this Stipulation. 7. This Stipulation may be executed in counterparts, each of which will be deemed an original but all of which together constitute one and the same instrument, and it constitutes sufficient proof of this Stipulation to present any copy, copies, or faxes signed by the Parties to be charged. 8. This Stipulation will be exclusively governed by and construed and enforced in accordance with the laws of the state of New York, without regard to its conflicts of law principles, and all claims relating to or arising out of this Stipulation, or the breach thereof, whether sounding in contract, tort, or otherwise, will likewise be governed by the laws of the state of New York, excluding New York’s conflicts of law principles. The Court will retain exclusive jurisdiction over all disputes relating to this Stipulation. Dated: August 21, 2014 Eglin, AFB FL By: ______________________________ By: _______________________________ Charles K. Windes Jr. Stephen Karotkin Okaloosa County Board of County Alfredo R. Pérez Commissioners Stephen A. Youngman Chairman of the Board on behalf of WEIL, GOTSHAL & MANGES LLP Okaloosa Regional Airport 767 Fifth Avenue Also Known as Northwest Florida New York, NY 10153 Regional Airport Telephone: (212) 310-8000 1701 State Road 85 North Facsimile: (212) 310-8007 Eglin, AFB FL 62542 Telephone: 850-651-7160 Attorneys for Debtors and Reorganized Debtors By: _______________________________ Attestation: Gary J. Stanford Deputy Clerk of Circuit Oklaloosa County Florida 2 US_ACTIVE:\44435375\1\14013.0139 Packet Pg. 539  Exhibit "A" In re AMR Corporation, et al. Case No. 11-15463 (SHL), Jointly Administered CLAIM(S) TO BE SETTLED MODIFIED CLAIMED AMOUNT CLAIMED MODIFIED CLAIM NO./ ALLOWED AMOUNT CREDITOR NAME/ADDRESS & CLASSIFICATION DEBTOR DEBTOR SCHEDULE ID & CLASSIFICATION Okaloosa Regional Airport 2040598 $32,730.88 $0.00 American Eagle American Eagle 1701 State Road 85 North Unsecured Unsecured Airlines, Inc. Airlines, Inc. Eglin AFB, FL 32542 Date Filed: 2/27/2012 3 US_ACTIVE:\44435375\1\14013.0139 Packet Pg. 540  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: September 2, 2014 TO: Honorable Chairman and Members of the Board FROM: Don Turner SUBJECT: OC Admin Building C.O. #4 DEPARTMENT: Facility Maintenance BCC DISTRICT: 2 STATEMENT OF ISSUE: (FM) Requests BCC approval of Change Order 14-04 to the D-B Contract for the new Okaloosa County Administration Building in the amount of $4,024,754.21. BACKGROUND: The demolition of the five main buildings of the former Shalimar Courthouse Annex is nearly complete. The debris pile is shrinking as the remnants from the demolition activities are being hauled away. The construction of the new administration building is about to begin in earnest. To keep the construction of the new building on track to be completed sometime around mid- August of 2015, the Design-Build team needs BCC approval to the asbestos abatement contract for the abatement of some additional materials that were discovered during the abatement activities and to enter into several new contracts for the construction of the new building. Those contracts are for the site work package, concrete package, masonry package, and the structural steel package. At previous BCC meetings, the Board has given approval for the D-B contractor to move forward with letting certain portions of the project out for bids. The results of those bids are represented in this change order. This is not a funding request, it's a request for BCC approval for the contractor to enter into the contracts represented by this Change Order. RECOMMENDATIONS: (FM) Requests BCC approval of Change Order 14-04 to the D-B Contract for the new Okaloosa County Administration Building in the amount of $4,024,754.21 and authorize the Chairman to execute all related documents. RECOMMENDED BY: APPROVED BY: Packet Pg. 541 Ernie Padgett, County Administrator Packet Pg. 542 Packet Pg. 543 Packet Pg. 544 Packet Pg. 545 Packet Pg. 546 Packet Pg. 547 Packet Pg. 548 Packet Pg. 549 Packet Pg. 550 Packet Pg. 551 Packet Pg. 552 Packet Pg. 553 Packet Pg. 554 Packet Pg. 555 Packet Pg. 556 Packet Pg. 557 Packet Pg. 558 Packet Pg. 559 Packet Pg. 560 Packet Pg. 561 Packet Pg. 562 Packet Pg. 563 Packet Pg. 564 Packet Pg. 565 Packet Pg. 566 Packet Pg. 567 Packet Pg. 568 Packet Pg. 569 Packet Pg. 570 Packet Pg. 571 Packet Pg. 572 Packet Pg. 573 Packet Pg. 574 Packet Pg. 575 Packet Pg. 576 Packet Pg. 577 Packet Pg. 578  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: September 2, 2014 TO: Honorable Chairman and Members of the Board FROM: Don Turner SUBJECT: SO Reno - BT to SO DEPARTMENT: Facility Maintenance BCC DISTRICT: 4 STATEMENT OF ISSUE: (FM) Requests BCC approval to transfer the remaining Renovation Project Budget of $123,058.48 to the Sheriff's Budget to offset costs associated with the renovation. BACKGROUND: At the February 4, 2014, BCC meeting, the Board approved a budget of $150,000 to renovate portions of the Sheriff's Shalimar administrative building to provide operating space for the three SO units remaining at the former annex. The remaining operations had to be out of the former annex by May 5th to allow the new construction to begin. That goal was accomplished. As the space at the Sheriff's site was renovated, it became clear that some new work stations and other furniture would be needed to optimize the utility of the renovated space. The Sheriff proceeded to purchase the needed furniture believing that those purchases were part of the renovation. However, the Board's action on February 4th didn't specifically address FF&E for the renovation project. As evidenced by the attached spreadsheet, the Sheriff has submitted over $119,000 worth of receipts for expenses incurred for the renovation. Some of these receipts predate the Board's funding of the renovation project. Sheriff's staff have said that they still have over $30,000 worth of receipts that have not yet been submitted for reimbursement. Combined, the receipts exceed the amount of funds remaining in the renovation budget. Staff recommends that the $123,058.48 remaining in the Capital Outlay (301-3160-562248) be transferred to the Sheriff's budget to offset the Sheriff's expenses related to the renovation including those expenses for the renovation that predate the Board's approval of the funding on February 4, 2014. RECOMMENDATIONS: (FM) Requests BCC approval to transfer the remaining Renovation Project Budget of $123,058.48 to the Sheriff's Budget to offset costs associated with the renovation. RECOMMENDED BY: Packet Pg. 579 APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 580  SUNGARD PENTAMATION, INC. PAGE NUMBER: 1 DATE: 08/27/2014 OKALOOSA COUNTY BOCC AUDIT21 TIME: 09:55:22 EXPENDITURE AUDIT TRAIL SELECTION CRITERIA: orgn.fund=’301’ and orgn.orgn4=’3160’ ACCOUNTING PERIOD: 12/14 SORTED BY: FUND,DEPARTMENT TOTL,DEPARTMENT,ACCOUNT TOTALED ON: FUND,DEPARTMENT TOTL,DEPARTMENT PAGE BREAKS ON: FUND,DEPARTMENT TOTL FUND − 301 − CAPITAL PROJECTS FUND DEPARTMENT − 3160 − CAP OUTLAY PROJ−JUDICIAL ACCOUNT CUMULATIVE DATE T/C ENCUMBRANC REFERENCE VENDOR BUDGET EXPENDITURES ENCUMBRANCES DESCRIPTION BALANCE 301−510−519−3160−3160 − CAP OUTLAY PROJ−JUDICIAL 534500 CS−PERSONNEL 16,156.00 16,155.24 .00 BEGINNING BALANCE TOTAL CS−PERSONNEL 16,156.00 16,155.24 .00 .76 546101 RM−GAL RENOVATIONS 9,460.00 10,414.90 .00 BEGINNING BALANCE TOTAL RM−GAL RENOVATIONS 9,460.00 10,414.90 .00 −954.90 561100 LAND−GENERAL GOVERNMENT 400,000.00 400,000.00 .00 BEGINNING BALANCE TOTAL LAND−GENERAL GOVERNMENT 400,000.00 400,000.00 .00 .00 562132 SHALIMAR ANNEX−PHASE II 938,080.00 866,033.79 .00 BEGINNING BALANCE TOTAL SHALIMAR ANNEX−PHASE II 938,080.00 866,033.79 .00 72,046.21 562170 COURTHOUSE ANNEX EXTENSN 27,697.00 27,697.00 .00 BEGINNING BALANCE TOTAL COURTHOUSE ANNEX EXTENSN 27,697.00 27,697.00 .00 .00 562224 SHERIFF−SHALIMAR BUILDING 175,000.00 74,976.02 228,583.00 BEGINNING BALANCE TOTAL SHERIFF−SHALIMAR BUILDING 175,000.00 74,976.02 228,583.00 −128,559.02 562248 SHERIFF−CAMPUS RENOVATION 150,000.00 26,941.52 .00 BEGINNING BALANCE TOTAL SHERIFF−CAMPUS RENOVATION 150,000.00 26,941.52 .00 123,058.48 562249 CLERK−RECORDING OFFICE 50,000.00 40,630.54 .00 BEGINNING BALANCE Packet Pg. 581 TOTAL CLERK−RECORDING OFFICE 50,000.00 40,630.54 .00 9,369.46 562281 CRV−REMODEL/EXPANSION PRJ 175,000.00 .00 5,800.00 BEGINNING BALANCE TOTAL CRV−REMODEL/EXPANSION PRJ 175,000.00 .00 5,800.00 169,200.00 599300 RESERVE−FUTURE CAP OUTLAY 27,301.00 .00 .00 BEGINNING BALANCE * THERE IS A NOTE ASSOCIATED WITH THIS TRANSACTION  SUNGARD PENTAMATION, INC. PAGE NUMBER: 2 DATE: 08/27/2014 OKALOOSA COUNTY BOCC AUDIT21 TIME: 09:55:22 EXPENDITURE AUDIT TRAIL SELECTION CRITERIA: orgn.fund=’301’ and orgn.orgn4=’3160’ ACCOUNTING PERIOD: 12/14 SORTED BY: FUND,DEPARTMENT TOTL,DEPARTMENT,ACCOUNT TOTALED ON: FUND,DEPARTMENT TOTL,DEPARTMENT PAGE BREAKS ON: FUND,DEPARTMENT TOTL FUND − 301 − CAPITAL PROJECTS FUND DEPARTMENT − 3160 − CAP OUTLAY PROJ−JUDICIAL ACCOUNT CUMULATIVE DATE T/C ENCUMBRANC REFERENCE VENDOR BUDGET EXPENDITURES ENCUMBRANCES DESCRIPTION BALANCE 599300 RESERVE−FUTURE CAP OUTLAY (cont’d) TOTAL RESERVE−FUTURE CAP OUTLAY 27,301.00 .00 .00 27,301.00 TOTAL DEPARTMENT − CAP OUTLAY PROJ−JUDICIAL 1,968,694.00 1,462,849.01 234,383.00 271,461.99 TOTAL DEPARTMENT TOTL − CAPITAL OUTLAY−JUDI 1,968,694.00 1,462,849.01 234,383.00 271,461.99 TOTAL FUND − CAPITAL PROJECTS FUND 1,968,694.00 1,462,849.01 234,383.00 271,461.99 TOTAL REPORT 1,968,694.00 1,462,849.01 234,383.00 271,461.99 Packet Pg. 582 * THERE IS A NOTE ASSOCIATED WITH THIS TRANSACTION SHERIFF'S RENO PROJECT - SHALIMAR COMPOUND RECEIPTS SUBMITTED FOR REIMBURSEMENT 18-Jul-14 DATE DESCRIPTION MATERIALS & OVERTIME OTHER EXPENSES 30-Sep-13 Materials $24.54 1-Oct-13 Materials $23.04 9-Oct-13 Materials - (includes 18v batteries) $376.66 11-Oct-13 Materials - Cooling & Heating Inc. $391.00 15-Oct-13 Materials - Ace Hardware $7.99 16-Oct-13 Insulation - Quality Assurance $1,325.00 16-Oct-13 Materials - Warren Hollow Metal Door $346.00 16-Oct-13 Materials - Warren Hollow Metal Door $476.80 21-Oct-13 Materials - Warren Hollow Metal Door $180.80 22-Oct-13 Materials $46.53 30-Oct-13 Materials $89.19 30-Oct-13 Materials $19.90 31-Oct-13 Materials $88.99 4-Nov-13 Materials - Sherwin-Williams $9.96 5-Nov-13 Materials - City electric $116.00 5-Nov-13 Materials - Sherwin-Williams $136.50 5-Nov-13 Materials $129.19 12-Nov-13 Materials - CEMEX $137.28 12-Nov-13 Furniture - Center Line Associates $649.08 12-Nov-13 Furniture - Center Line Associates $3,389.16 12-Nov-13 Furniture - Center Line Associates $4,335.72 15-Nov-13 Materials - CEMEX $27.50 15-Nov-13 Materials - CEMEX $224.40 21-Nov-13 Materials - Warren Hollow Metal Door $220.00 2-Dec-13 Materials - Hodges Bros Lumber $448.32 2-Dec-13 Materials - Hodges Bros Lumber $57.55 3-Dec-13 Materials - City electric $288.11 16-Dec-13 Accent Signs - outside signs $50.00 SUBTOTAL $0.00 $13,615.21 Packet Pg. 583  DATE DESCRIPTION MATERIALS & OVERTIME OTHER EXPENSES 26-Dec-13 Materials - CEMEX $163.84 26-Dec-13 Materials - Sherwin-Williams $425.50 26-Dec-13 Materials - FWB Winsupply Co $96.13 30-Dec-13 Materials - City electric $92.23 31-Dec-13 Materials $14.15 JANUARY 7 Materials - Warren Hollow Metal Door $303.96 7 Materials $274.28 9 Materials - CEMEX $138.00 9 Materials - Southeastern Door $478.80 13 Materials - City electric $42.52 16 Cubicles $6,379.30 24 Materials - Sherwin-Williams $186.21 31 OVERTIME $2,972.05 FEBRUARY 3 Equipment Rental $55.00 3 Materials $6.47 4 Disposal Costs $90.20 5 Disposal Costs $46.83 5 Materials $99.38 5 Materials $127.00 5 Materials - CEMEX $1,496.20 6 Materials $82.78 6 Materials $41.78 11 Materials $201.67 12 Materials $111.47 12 Materials $68.37 12 Materials - HVAC $213.08 13 Materials $130.58 13 Materials $27.09 SUBTOTAL $2,736.43 $11,628.44 Packet Pg. 584  DATE DESCRIPTION MATERIALS & OVERTIME OTHER EXPENSES 17 Materials - CEMEX $3,789.70 17 Materials - CEMEX $554.00 18 Materials - CEMEX & durastilts (tool) $504.00 $280.00 18 Materials $85.48 18 Materials $143.64 18 Insulation - Panhandle $765.95 19 Materials - CEMEX $990.00 19 Materials - Hodges Bros Lumber $110.10 19 Materials - Sherwin-Williams $291.58 20 Materials - CEMEX $400.50 20 Materials $105.05 20 UNKNOWN - Republic Services $500.00 21 Materials $31.29 22 Materials - Sherwin-Williams $177.00 22 Fuel $71.26 24 Materials $152.57 24 Materials - CEMEX $565.30 24 Flooring - The Flooring Authority $424.08 24 Materials - FWB Winsupply Co $760.76 27 Materials - CEMEX $207.76 27 Disposal Costs $2.89 27 Materials $41.88 28 Materials $18.72 28 Materials $9.36 MARCH 1 Materials $26.30 3 Materials - Sherwin-Williams $82.29 3 Fuel $19.66 3 Materials $100.45 4 Materials $182.14 5 Materials - Sherwin-Williams $27.29 6 Materials $27.96 SUBTOTAL $10,668.96 $780.00 Packet Pg. 585 DATE DESCRIPTION MATERIALS & OVERTIME OTHER EXPENSES 6 Materials $28.46 7 Materials - Hollywood Paint $25.25 7 Materials - Hollywood Paint $1,117.19 7 Materials $16.53 10 Materials - Hollywood Paint $332.28 10 Materials - CEMEX $910.60 10 Materials - CEMEX $1,421.28 10 Materials - Southeastern Door $1,833.96 11 Materials - FASTENAL $90.93 11 Materials $16.95 11 Materials $135.80 12 Materials - wire $93.40 13 Materials - CEMEX $455.48 13 Materials $289.21 14 Materials - Electric $534.20 14 Materials - wire $676.99 14 Insulation - Panhandle $1,918.00 17 Materials - CEMEX $410.00 17 Materials $19.32 18 Materials $78.58 19 Materials $31.50 20 Materials - Hollywood Paint $584.65 20 Materials $96.40 21 Materials - CEMEX $83.52 21 Materials - Electric $382.77 21 Materials - Southeastern Door $447.36 25 Materials $55.67 26 Carpeting $4,155.00 26 Materials - Electric $131.65 26 Materials $25.18 28 Materials - Shoreline Flooring $32.23 28 Materials - Warren Hollow Metal Door $1,723.46 SUBTOTAL $18,153.80 $0.00 Packet Pg. 586  DATE DESCRIPTION MATERIALS & OVERTIME OTHER EXPENSES 29 OVERTIME $434.79 31 Materials - Shoreline Flooring $6.08 31 Materials - CEMEX $3.99 31 Materials - CEMEX $116.56 $450.00 APRIL 1 Materials - Warren Hollow Metal Door $196.00 1 Materials $20.80 2 Materials - Racetrace Ace Hdwe $31.94 3 Materials - Warren Hollow Metal Door $2,954.10 3 Materials $43.57 3 Materials $1,286.43 $27.69 4 Systems Specialists $725.00 8 Materials - Electric $178.49 8 Materials $255.44 10 Materials - CEMEX $1,044.50 10 Materials - Hollywood Paint $386.12 10 Materials - Smith Ironworks $390.00 10 Materials - Hollywood Paint $702.49 10 Materials - Southeastern Door $892.00 15 Materials $218.18 16 Materials - CEMEX $2,356.80 17 Materials $69.69 18 Materials - CEMEX $321.60 $38.30 19 Materials $65.49 24 Materials $126.82 29 Materials - inc. tools $82.25 $147.88 29 Furniture - Innerspace $26,801.87 22 Materials - Warren Hollow Metal Door $88.00 24 Materials - Warren Hollow Metal Door $88.00 25 Move 4 Desks $945.00 26 OVERTIME $392.05 28 Disposal Costs $90.20 SUBTOTAL $14,122.38 $27,855.74 Packet Pg. 587  DATE DESCRIPTION MATERIALS & OVERTIME OTHER EXPENSES 30 Disposal Costs $408.80 MAY 2 Materials - FASTENAL $56.13 5 Materials - Granite Gallery $4,632.00 8 Furniture - Office Savers $2,273.36 8 Materials - CEMEX $270.40 14 Materials - Hollywood Paint $372.04 14 Materials - Hollywood Paint $25.95 14 Tool - City Electric - voltage detector 2 ea $70.00 20 Materials $29.29 20 Materials $145.66 22 Materials $57.58 23 HVAC - Wittichen Supply $8,142.36 27 Materials - Electric $162.91 28 OVERTIME $392.05 29 B&B Fire Safety $441.00 29 Materials - Flooring Authority $116.00 29 Materials - Flooring Authority $73.22 30 Materials - Warren Hollow Metal Door $460.00 31 Disposal Costs $1,521.37 JUNE 2 Materials - Gatlin Lumber $91.10 SUBTOTAL $17,397.86 $2,343.36 MATERIALS & OVERTIME $63,079.43 OTHER EXPENSES $56,222.75 TOTAL RECEIPTS $119,302.18 Packet Pg. 588  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: September 2, 2014 TO: Honorable Chairman and Members of the Board FROM: Don Turner SUBJECT: Approval of Site Survey Expense for SO Building DEPARTMENT: Facility Maintenance BCC DISTRICT: 4 STATEMENT OF ISSUE: (FM) Requests BCC approval of the Site Survey Expense for the new SO Building that predates the letting of the Design Services and CM contracts. BACKGROUND: In 2013, the Board made a major shift in the future use of the former Shalimar Courthouse Annex. The current buildings were going to be demolished and a new building meeting the current and future need was to be constructed. Originally, the Sheriff's operation that were currently located at the old annex were to be incorporated into the new space. Lord & Son had the construction contract for the work at the annex. After a few discussions with the work group, it became clear that a better option might be to renovate a portion of the current space at the Sheriff's Shalimar campus and to build a new 10,000 + s.f. building to provide space for all the Sheriff's operations at the annex and in rented space. The BCC agreed with that recommendation. Lord & Son proceeded to begin work on the Sheriff's new building, believing that their contract at the old annex that included providing space for Sheriff's operations in the new building carried over to providing that space at the Sheriff's campus. They hurried into action on the Sheriff's new building before it was determined that the new building at the SO campus was a separate project and had to be bid out. During the time leading up to this determination, Lord & Son had ordered a site survey from Choctaw Engineering in November 2013. Lord & Son was successful in being awarded the CM contract for the Sheriff's building through the competitive bidding process. At the time Lord & Son ordered the site survey, they believed that they were authorized to do so. Choctaw performed the work believing that Lord & Son was authorized to act on the county's behalf in the matter. All actions taken were done in good faith and without any intent to hide any action or to deceive the BCC or any person in the doing of it. The quote for the site survey services from Choctaw was for $1950. The county would have had to order the work done as a normal part of the new building project, if it had not already been done under an unauthorized request. Therefore, staff recommends the BCC approve payment of $1950 to Choctaw Engineering for the site survey performed at the Sheriff's Shalimar campus that is already completed (quote attached). RECOMMENDATIONS: (FM) Requests BCC approval of the Site Survey Expense in the amount of $1950 for the new SO Building that predates the letting of the Design Services and Packet Pg. 589 CM contracts and authorize paying Choctaw Engineering for the work already done from Capital Outlay Fund - Capital Projects Reserves or other such funding as the Board my choose. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 590 Packet Pg. 591  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: September 2, 2014 TO: Honorable Chairman and Members of the Board FROM: Kay Godwin SUBJECT: Human Resources Policy Manual Updates DEPARTMENT: Human Resources BCC DISTRICT: ALL STATEMENT OF ISSUE: Request BCC approval of the Human Resources Policy Manual changes identified on the attached pages and outlined below. Changes are clearly identified with strikeout for deleted language and underline for new language. BACKGROUND: The Human Resources Policy Manual requires periodic updates to remain current and relevant. Below is a brief synopsis of the changes in the order they appear on the attachment. Code of Conduct and Outside Employment & Contractual Relationships - In the December 2013 Auditor General Report, it was recommended that Okaloosa County "enhance its policies and procedures, as needed, to identify and prevent potential conflicts of interest." This policy is intended to define what constitutes a conflict of interest, the steps employees must take to disclose an actual or perceived conflict of interest and reiterates the requirements as outlined in 112.313 Florida Statutes. These revisions have been reviewed and approved through management staff and the County Attorney. Fluid Positions - During the FY15 budget process, Fleet Operations requested the creation of a Certified Equipment Technician. This policy change allows for the addition of the Certified Equipment Technician to fall within the already existing Equipment Technician/Master Equipment Technician fluid position structure. Traffic Operations has also requested during the FY15 budget process the reclassification of the Traffic Signal Technician and Senior Traffic Signal Technician positions to Traffic Signal Technician I and Traffic Signal Technician II positions, respectively. This policy change would allow for these positions to be considered fluid and the employee's classification would be based on the level of certification they hold. Drug-Free Workplace Policy - Request modification of the drug testing policy to be consistent with provisions of a drug free workplace program as prescribed by Florida Statutes Chapter 440; specifically, the definition of job applicant for a public employer. Applicants for safety sensitive positions will successfully complete a pre-employment drug test prior to beginning employment. OPTIONS: Approve/Provide other direction as needed. RECOMMENDATIONS: Approve the Code of Conduct and Outside Employment & Contractual Relationship policy changes effective September 2, 2014. Approve the following policy changes to be effective September 29, 2014: Fluid Positions Policy, provided the FY15 budget is approved to implement the affected positions; and Drug-Free Workplace Policy. Packet Pg. 592 RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 593 CHAPTER XIII – CODE OF CONDUCT 1) Any attempt by an employee or officer to realize personal gain through conduct which is inconsistent with the proper discharge of the employee’s duties shall have committed a breach of public trust which constitutes a conflict of interest. Employees who believe they may have a potential conflict of interest in regard to their County employment, regardless if it is actual or perceived, are required to disclose the details of such conflict on the Conflict of Interest Disclosure Form at least annually or more frequently if their situation changes. Any employee who violates these standards of conduct is guilty of misconduct and may be subject to discipline up to and including dismissal. 2) No employee shall accept gifts, gratuities, or loans from organizations, business concerns, or individuals with whom the employee has official relationships or business of the Okaloosa County government. These limitations are not intended to prohibit the acceptance of articles of negligible value which are distributed generally, not to prohibit employees from accepting social courtesies which promote good public relations, nor to prohibit employees from obtaining loans from regular lending institutions. All employees must guard against relationships that might be construed as evidence of favoritism, coercion, unfair advantage or collusion. 3) No employee or, officer or agentof Okaloosa County shall participate in the selection, award, or administration of a contract funded by public financial assistance which includes contracts, grants, cooperative agreements, appropriations, etc. if a real or apparent conflict of interest would be involved. Such a conflict would arise when the employee, officer or agent, any member of his/her immediate family, his/her partner, or an organization which employs or is about to employ any of the parties indicated, has a financial or other interest in the firm selected for an award. Employees, officers or agents shall neither solicit nor accept gratuities, favors, or anything of monetary value from contractors or parties to subcontracts. Any employee who violates this policy is guilty of misconduct and is subject to discipline up to and including dismissal. 4) No employee acting in his/her official capacity as a purchasing agent or officer of Okaloosa County (as defined by F.S. 112.313) shall either directly or indirectly purchase, rent, or lease any realty, goods, or services in excess of $500.00 per calendar year for Okaloosa County from any business entity of which the employee, the employee’s spouse or employee’s child has a material interest or is an officer, partner, director, or proprietor. 5) No employee or officer of Okaloosa County acting in his/her private capacity shall rent, lease, or sell any realty, goods, or services in excess of $500.00 per calendar year to Okaloosa County. 6) No employee or officer of Okaloosa County shall participate directly or indirectly in any procurement when they know that: a) The employee or officer, or any member of their immediate family, is negotiating or has an arrangement concerning prospective employment with any person, business, or organization that will be participating in such procurement; or b) The employee or officer or any member of their immediate family has a financial interest pertaining to the procurement. However, any employee or any member of an employee’s immediate family who holds a financial interest in a disclosed blind trust shall not be Packet Pg. 594 deemed to have a conflict of interest with regard to matters pertaining to that financial interest. Packet Pg. 595 CHAPTER XIV – OUTSIDE WORKEMPLOYMENT & CONTRACTUAL RELATIONSHIPS 1) No employee shall have or hold any employment or contractual relationship with any business entity or any agency which: a) is subject to the regulation of, or is doing business with Okaloosa County; or b) in any way creates a continuing or frequently recurring conflict between his/her private interests and the performance of his/her public duties; or c) would impede the full and faithful discharge of his/her public duties. 1) No employee shall take employment outside his/her regular duties with the county that will in any way conflict with or impair the performance of his/her work with the County. 2) Prior approval to engage in private outside employment must be obtained in writing from your department director on the Outside Employment & Contractual Relationship Form. 3) If the specific conditions of the outside employment or contractual relationship change, a new request for approval must be submitted. 4) Failure to secure required approval may cause you to be suspended or dismissed. 5) Approval will at all times be subject to review and cancellation. Packet Pg. 596 Section G – Fluid Positions 7) The positions of Equipment Technician, Certified Equipment Technician and Master Equipment Technician have been designated as fluid positions. The designation of a position as an Equipment Technician, Certified Equipment Technician or Master Equipment Technician may be determined by the certification held by the incumbent or designated candidate for hire. When employees who are Equipment Technicians receive at least one ASE Certification, their titles and grades will be changed to that of a Certified Equipment Technician subject to the approval of their Department Director. Certified Equipment Technicians who fail to maintain at least one ASE Certification will have their title, grade and pay changed to that of Equipment Technician. When employees who are Equipment Technicians or Certified Equipment Technicians receive either ASE Master Automobile Technician Certification or ASE Master Medium/Heavy Truck Technician Certification, their titles and grades will be changed to that of Master Equipment Technician subject to the approval of their Department Director. Master Equipment Technicians who fail to maintain their ASE Master Automobile Technician Certification or ASE Master Medium/Heavy Truck Technician Certification will have their title, grade and pay changed to that of Certified Equipment Technician if the employee continues to hold at least one ASE Certification or Equipment Technician if the employee does not hold any ASE Certifications. 9) The positions of Traffic Signal Technician I and Traffic Signal Technician II have been designated as fluid positions. The designation of a position as a Traffic Signal Technician I and Traffic Signal Technician II may be determined by the certifications held by the incumbent or designated candidate for hire. When employees who are Traffic Signal Technician I’s receive an IMSA Traffic Signal Bench Technician Level II or IMSA Traffic Signal Field Technician Level II Certification, their titles and grades will be changed to that of Traffic Signal Technician II. Packet Pg. 597 CHAPTER XXIII – DRUG-FREE WORKPLACE POLICY Section A – Drug-Free Workplace Policy (Effective September 9, 1997) 3) Policy and Work Rules d) Pre-Employment Drug Screening Consistent with the county policy opposing drug abuse and our commitment to a safe working environment, we have implemented a pre-employment drug testing policy. AllSafety-sensitive job applicants shall undergo screening for the presence of illegal drugs as a condition of employment. Safety-sensitive Jobjob applicants will be required to voluntarily submit to a urinalysis test at a laboratory chosen by the County after signing a consent and release form. Safety-sensitive Jobjob applicants must successfully pass the drug screen urinalysis prior to beginning work. The County will not discriminate against applicants for employment because of past drug abuse. This Drug-Free Workplace Policy concerns current abuse of drugs that may prevent employees from properly and safely performing their job duties. All testing will be done by certified laboratories. All test results will be checked by a MRO to assure accuracy. All testing, sample collection, storage, handling and chain of custody will be done in accordance with the Florida Agency on Health Care Administration rules and regulations. f) Testing iii) Extended Absence Drug Testing Safety-sensitive Employeesemployees who return to work after an extended absence of six (6) months will be required to take a drug test comparable to the pre- employment screening. Section C – Substance and Alcohol Misuse Policy DOT FTA – For Employees Performing Maintenance on Revenue Service Vehicles or Equipment (Revised: August 7, 2007) 7) Circumstances Requiring Testing a) Pre-Employment Testing Drug tests will be performed for all selected applicants. In order to be hired, an individual must pass a drug test with a negative test result. All applicants for safety-sensitive positions shall undergo urine drug testing prior to hire or transfer into a safety-sensitive position. All offers of employment for safety-sensitive positions shall be extended conditional upon the applicant passing a drug test. An applicant shall not be hired into a safety-sensitive position unless the applicant takes a drug test with verified negative results. A non-safety-sensitive employee shall not be placed, transferred or promoted into a Packet Pg. 598 covered position unless the employee takes a drug test with verified negative results. If an applicant for a safety-sensitive position fails a pre-employment drug test, the conditional offer of employment shall be rescinded. If an employee being placed, transferred, or promoted from a non-safety-sensitive position to a safety-sensitive position fails to pass a drug test, they shall be subject to disciplinary action up to and including discharge. If a test is cancelled, the applicant/employee will be required to re-test with a negative test result. A negative dilute test result on a pre-employment test will not require a re- test. When a covered employee or applicant has previously failed or refused a pre- employment drug test administered under this part, the employee must provide the employer proof of having successfully completed a referral, evaluation and treatment plan. Applicants are required to report the name and contact information for all DOT covered employers for the previous two (2) years. The applicant is required to provide a consent statement permitting the previous DOT covered employers to release drug and alcohol test results to the County. If more than 90 days have elapsed between the time of successfully completing pre- employment tests and the assignment of safety-sensitive duties, another pre- employment test will be required prior to the individual being assigned safety-sensitive duties. Safety-sensitive employees who have been off duty for 90 days or more for any reason, and have been out of the random pool, must successfully pass a pre-employment drug test prior to the performance of a safety-sensitive function. Packet Pg. 599