Okaloosa County BOCC — December 2, 2014 — reading text

those utilizing their vendors the opportunity to take advantage of their competitive pricing due to the volume needs. This vehicle has very specialized specifications. It was to the County’s advantage to utilize bids already competitively procured due to the specialized nature of the vehicle. Staff has obtained quotes from the National Joint Powers Alliance (NJPA) and the Florida Sheriff Association State Contract. The Florida Sheriff Association Contract price exceeded the budgeted amount at $409,063. The NJPA, Sansom Equipment Company, provided the lowest quote for a 2015 Freightliner at a total cost of $374,630 and staff has reviewed the specifications and found they meet or exceed the needs of the department’s request. Staff requests Board approval of utilizing the quotes from the cooperative agreements in lieu of a formal bid process. Staff will process the requisition for a purchase order if/when the Board approves the purchase. OPTIONS: Approve/Deny utilizing the lowest quote from NJPA, Sansom Equipment Company, for the purchase of a 2015 Freightliner Vacuum truck at $374,630 for the Water & Sewer Department. RECOMMENDATION: Staff recommends approval of utilizing the lowest quote from NJPA, Sansom Equipment Company, for the purchase of a 2015 Freightliner Vacuum truck at $374,630 for the Water & Sewer Department. RECOMMENDED BY: Packet Pg. 407 APPROVED BY: John Hofstad, Interim County Administrator Packet Pg. 408 Packet Pg. 409 Packet Pg. 410 Packet Pg. 411 Packet Pg. 412 Packet Pg. 413 Packet Pg. 414 Packet Pg. 415 Packet Pg. 416 Packet Pg. 417  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: December 2, 2014 TO: Honorable Chairman and Members of the Board FROM: Jason Autrey SUBJECT: Baker Landfill - 2015 Semiannual Sampling and Reporting DEPARTMENT: Public Works BCC DISTRICT: STATEMENT OF ISSUE: Professional services are required for compliance with Florida Department of Environmental Protection (FDEP) Permit/Certification #0075982-006-SF which addresses long term care of the Baker Landfill. Professional services are also required to comply with the FDEP Remedial Action Approval Order dated September 2, 2008. BACKGROUND: Baker Landfill has two FDEP regulated environmental interests - Long Term Care (LTC) and Corrective/Remedial Action. LTC is an FDEP permitted activity that requires monitoring of groundwater from a designated network of sampling locations. The County has been performing this compliance monitoring since the landfill was closed to land filling activities in 1998 and was permitted for LTC status in 2003. Since that time, the County has complied with the permit through sampling of the monitoring network. The FDEP directed the County to initiate Corrective Actions in 1989 due to the detection of chemical constituents in the groundwater exceeding FDEP water quality standards. The FDEP approved the County’s Contamination Assessment Report in 1993 and the County began the design of a Remedial Action Plan in (RAP) 1994. Several iterations of the RAP were produced over the next few years and FDEP approved the County’s remediation plans in 2002. The remedial action system became operational in 2004. Based on operational observations, the remediation system has been slightly modified since becoming operational. After two years of operation, the remediation system was shut down in September 2006 to address a compromise of the liner system in one of the treatment ponds. The remediation system was not reactivated until August 2008. Due to lack of maintenance and down-time, the remediation system was not operating fully until May 2009. Current assessments of the operational characteristics of the system indicate that the system is not performing to design specifications for a variety of reasons. The most recent RAP Modification was approved by the FDEP in 2011 paving the way for substantial infrastructure changes completed in 2013 which will ultimately result in substantial reductions in the cost of restoration activities. Both Long Term Care Semi-Annual Compliance and Remedial Action Assessment monitoring are budgeted activities. The activities in this Task Order address services to be performed in FY2015. In order to meet LTC Permit and Remedial Action requirements, the LTC and RAP Mod requires professional services to execute two sampling/reporting events at a proposed price not to exceed $75,600. OPTIONS: Approve/Disapprove the Preble-Rish Task Order proposal (attached) for sampling and reporting associated with Baker Landfill not to exceed $75,600. Preble-Rish is a Board Packet Pg. 418 approved Engineering Services provider to the Public Works Department under contract C14- 2081-PW through September 30, 2016. RECOMMENDATIONS: Approve the Preble-Rish Task Order proposal. RECOMMENDED BY: APPROVED BY: John Hofstad, Interim County Administrator Packet Pg. 419 Packet Pg. 420 Packet Pg. 421 Packet Pg. 422 Packet Pg. 423 Packet Pg. 424 Packet Pg. 425 Packet Pg. 426  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: December 2, 2014 TO: Honorable Chairman and Members of the Board FROM: Jason Autrey SUBJECT: Safety Source, Inc. Payment for Boot Purchases DEPARTMENT: Public Works BCC DISTRICT: All STATEMENT OF ISSUE: Request Approval to pay outstanding charges incurred prior to encumbering funds for the purchase of safety boots from Safety Source, Inc. In the amount of $9,240.00. BACKGROUND: Safety Source, Inc is a traveling shoe vendor and is used by Public Works Department. Historically, invoices for boots have been paid by after-the-fact purchase order until as recently as last year. After-the-fact meaning the department did not submit a requisition to Purchasing for approval prior to allowing the boot truck vendor to come on premise and fit employees for boots. Staff has worked with Purchasing to ensure future requests/purchases will be processed so Finance can approve the payment with this vendor. Approval to pay the outstanding charges is requested so we can continue to purchase boots from this vendor. OPTIONS: Approve/Disapprove RECOMMENDATIONS: Recommend approval of a direct payment for the outstanding charges to Safety Source, Inc. In the amount of $9,240.00. RECOMMENDED BY: APPROVED BY: John Hofstad, Interim County Administrator Packet Pg. 427  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: December 2, 2014 TO: Honorable Chairman and Members of the Board FROM: Jason Autrey SUBJECT: Public Event Permit - Jingle Bell Jog DEPARTMENT: Public Works BCC DISTRICT: Two STATEMENT OF ISSUE: Special Forces Association, Chapter 7 is requesting a Public Event Permit to raise funds for the families of the 7th Special Forces Group (Airborne). BACKGROUND: The Special Forces Association holds an annual Jingle Bell Jog 10k / 5 k running race to raise funds for the families of the 7th Special Forces Group (Airborne). Nine hundred participants are expected. This year they have requested to hold the run along U.S. Highway 98 from the entrance of The Boardwalk on Okaloosa Island to a turn around point approximately one mile west of the Eglin AFB Beach facility. This request is being coordinated with the Florida Highway Patrol (FHP), the Florida Department of Transportation (FDOT), the Okaloosa County Sheriff's Office and the leaseholder at The Boardwalk. The leaseholder approves the use of a portion of the parking lot at The Boardwalk for this event. The Okaloosa County Sheriff's Office will not be able to perform traffic control due to a scheduling conflict. A meeting is scheduled with the Florida Highway Patrol November 24 for their approval. The FDOT intends to issue their permit upon acknowledgement of law enforcement approval, receipt of an approved signed and sealed traffic control plan, receipt of a signed copy of the FDOT permit form and approval by the Board of County Commissioners (BCC). OPTIONS: Approve / Disapprove RECOMMENDATIONS: Request Board approval for a Public Event Permit for the Jingle Bell Jog as submitted by Special Force Association, Chapter 7 pending final approval by the Florida Highway Patrol and Emergency Services and meeting the traffic control plan requirements of the FDOT. RECOMMENDED BY: Packet Pg. 428 APPROVED BY: John Hofstad, Interim County Administrator Packet Pg. 429 Packet Pg. 430 Packet Pg. 431 Packet Pg. 432  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: December 2, 2014 TO: Honorable Chairman and Members of the Board FROM: Jason Autrey SUBJECT: Request to advertise Oak Hill Road and Sexton Road Repairs DEPARTMENT: Public Works BCC DISTRICT: 1&3 STATEMENT OF ISSUE: Design plans for the construction and repair of both Oak Hill Road (Crestview) and Sexton Road (Baker) are being finalized. As soon as final plans and quantities are received, Public Works will develop the RFB package and submit to Purchasing for review. Approval is being requested from the Board of County Commissioners to advertise both projects for construction once the RFB package has been approved internally. BACKGROUND AND ANALYSIS: In April 2014, a major overnight storm event caused significant damage to much of Okaloosa County’s roadway and drainage infrastructure. Two of the roadways most heavily damaged were Oak Hill Road in Crestview and Sexton Road in Baker. The County tasked Preble-Rish, Inc. to perform the survey and to design the repairs for each roadway. The cost of these repairs will be 75% funded by direct reimbursement through FEMA’s declared “State of Emergency” for this storm event. Other funding will include a 12.5% direct reimbursement from the State of Florida leaving the County responsible for the remaining 12.5% of the total construction cost. The total construction estimate submitted by Preble-Rish, Inc. for each project is $713,938.25 (Oak Hill Road) and $622,236.03 (Sexton Road). OPTIONS: Approve/Disapprove authorization to advertise the RFB for both the Oak Hill Road and Sexton Road Repairs. RECOMMENDATION: Approve authorization to advertise the RFB for both the Oak Hill Road and Sexton Road Repairs. RECOMMENDED BY: Packet Pg. 433 APPROVED BY: John Hofstad, Interim County Administrator Packet Pg. 434  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: December 2, 2014 TO: Honorable Chairman and Members of the Board FROM: Ed Schroeder SUBJECT: Monthly Reconciliation of Promotional Reserves DEPARTMENT: Tourist Development Department BCC DISTRICT: STATEMENT OF ISSUE: Per the adopted FY15 Strategic Marketing Plan: “Promotional Reserve funds may