Okaloosa County BOCC — September 2, 2014 — reading text

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