Okaloosa County BOCC — October 4, 2013 — Oxctober 15, 2013 Regular Meeting — reading text

Recommendation to award bid for concrete products to Fort Walton Concrete/Crestview Ready Mix as the sole bidder meeting specifications; estimated annual cost is $48,000 to Public Works Purchasing: Recommendation to award bid for bridge materials for Old River Road project to Conecuh Bridge October 15, 2013 -11- Minute Book 70, Page 101 Okaloosa County Board of County Commissioners Engineering as sole bidder meeting specifications with a bid of $126,041.94 24. Public Works: Authorization to schedule public hearing on November 19, 2013 to consider request of Mark Siner on behalf of Fortune 900 LLC to vacate portion of north-south alley in Block 7 of Bay View Subdivision, Shalimar 25. Public Works: After-the-fact approval of Special Public Event Permit for Multisport Triathlon at Marler Park on October 12, 2013 26. Water & Sewer: Final contract payment to Burton & Associates (Invoice #00486) in the amount of $4,696 for FY 2013 Water & Sewer Revenue Sufficiency Analysis Update 27. Water & Sewer: Final contract payment to Harcros Chemicals (Invoice #340075057) in the amount of $1,456 5 yeas. GROWTH MANAGEMENT - CRESTVIEW CITY COUNCIL, FUNDING OF ROUTES 11 AND 12 Mr. Elliot Kampert, Growth Management Director, reported last night the Crestview City Council discussed contributions to Routes 11 and 12 of the public transit program. The City Council voted to support the routes with a contribution of $48,125. Mr. Kampert said a like contribution will be needed from the county. He also advised the City wants representation on the Okaloosa County Transit (OCT) governing board. Mr. Kampert pointed out OCT is a private organization and we cannot tell them to do that. Mr. Boyles responded, “Sure we can. We have the purse.” Mr. Harris congratulated Mr. Eric Davis, Crestview Planning Official, for championing this issue. Mr. Davis stated the City wants to keep the fixed routes (11 and 12), citing the importance of keeping those routes for those who are disadvantaged. He stated the funding issues may affect the Cities of Destin, Fort Walton Beach, and Mary Esther in the future. Mr. Davis was hopeful the cities will work with the county to keep the transportation system running. Upon inquiry by Mr. Amunds, Mr. Kampert replied he believes it will be appropriate to formalize the arrangement with a Memorandum of Understanding (MOU). He advised staff will try to have that document ready for the next meeting. Upon inquiry by Mr. Boyles, Mr. Kampert stated the Board directed the transit system to be funded at the same level as last year ($290,000) October 15, 2013 -12- Minute Book 70, Page 102 Okaloosa County Board of County Commissioners and if the Board goes forward with a 50/50 participation for routes 11 and 12, the county must find an additional $48,125. Discussion ensued regarding the funding source for these additional costs. Mr. Boyles expressed his concern about decreasing the level of reserves and said if that source is used for the matching funds, perhaps the reserves can be replenished when revenues from the additional gas taxes are received. Upon inquiry by Mr. Amunds, Mr. Kampert said gas tax revenues can be used to support public transportation; however, he said Mr. Hofstad should be consulted about the gas tax allocations. Mr. Hofstad confirmed the gas tax revenues can be used for that specific costs but told the Board the revenues from. the additional three-cent gas tax has already been allocated. Those allocations were previously approved when the FY 2014 Budget was adopted. Diverting any of the gas tax revenues would require staff to come back to the Board with changes in planned expenditures. Mr. Boyles remarked staff must be given direction. He said the commissioners must decide to use reserves to pay its portion to support Routes 11 and 12 or direct Mr. Hofstad to find $48,000. Upon inquiry by Mr. Amunds regarding a review of funding, Mr. Hofstad replied he can review the funds but underscored the fact the collection of additional gas taxes will not begin until January 1. He said at the end of each year, staff reports which projects have been completed and which ones, if any, were under budget. Mr. Hofstad stated they will see if there are any unencumbered funds. Mr. Boyles said Mr. Hofstad can review possible funding options and report back, at which time the Board can make a decision on which funding option to choose. Mr. Amunds commented he is not in favor of a motion at this time and would prefer to hear Mr. Hofstad’s recommendations first. Mr. Harris stated this takes effect immediately and the Board must come up with funding. Mr. Kampert advised the drop dead date is November 3. Mr. Parisot said he reviewed the video tape of the September 3 meeting and the motion made during the public hearing was to give a 60-day notice that if the city did not come up with funding, then the routes would be terminated. He said there was no 50/50 discussion. Mr. Parisot reiterated the Board did not agree it was going to fund 50% of these Crestview routes. Continuing, he stated he reviewed the figures from Growth October 15, 2013 -13- Minute Book 70, Page 103 Okaloosa County Board of County Commissioners Management on the public transportation system and 80% of the funding goes to the four Fort Walton Beach routes. Mr. Parisot elaborated on this analysis of the costs. He said he would like to support this but not above the $290,000 allocated in the budget. Mr. Parisot added he doesn’t support taking the money out of reserves and believes Crestview should look at alternate routes. Mr. Harris responded the decision on routes belongs to OCT and not the City of Crestview. He said Crestview is coming with skin in the game. Mr. Harris recalled some talk about coming up with half of the costs. He said the City can work with OCT on evaluation of the routes. Mr. Amunds referred to the drop dead date and pointed out the Board’s next meeting will be November 5. He said an option is to call a special meeting or find a way to extend the deadline by two days. Mr. Kampert responded it comes down to dollars and identifying a funding source. Mr. Parisot said he would like to see the City of Fort Walton Beach come up with $48,000 and use that as support for the Crestview routes. Mr. Boyles stated he understands Mr. Parisot wants Fort Walton Beach to put skin in the game but that would be changing the rules after the deal has been made. However, he commented it may be a consideration for next year. Discussion continued regarding a funding source. Mr. Hofstad stated cash carried forward and projected gas tax revenues were used to balance the FY 2014 budget. Mr. Harris said there is no guarantee there will be cash carried forward from projects at the end of this year. Mr. Harris made motion to approve the 50/50 cost split with the City of Crestview to continue Routes 11 and 12, taking the county’s portion from reserves. Mr. Windes said if the City has taken the initiative, the county must find a way to work with them. He stressed the importance of holding up the county’s end and said the alternative is to use the gas tax revenue to replace reserve funding. Mr. Harris said right now the City does not have the money and will have to wait until the end of the year when it has received its gas tax revenues. Mr. Harris withdrew his motion. Mr. Boyles made motion to allocate an additional 90 days of funding for Routes 11 and 12 from reserves with the following provisions: October 15, 2013 -14- Minute Book 70, Page 104 Okaloosa County Board of County Commissioners e That within 90 days OCT makes provision for representation by the City of Crestview on its board e That the process of reviewing routes, stops and overall operations of Crestview routes continue so as to identify Savings opportunities e That staff develop the 90-day costs and return to the Board with information on whether or not those funds can be taken from next year’s budget to replace funds taken from reserves Mr. Harris seconded the motion. Mr. Boyles stated the City will have to do the same maneuvering as the county but that purview lies with the City and the City Clerk. He clarified the motion is to fund half of the 90-day period. 5 yeas. Mr. Kampert noted that if there is a change in routes, a 60-day notice of that change must be given. AIRPORTS - ADVERTISE FOR RFO AND EXTEND AMRI CONTRACT Mr. Sunil Harman, Airports Director, requested authorization to advertise for Requests for Qualifications (RFQ) for financial and business consultant services and to extend the incumbent consultant contract until May 1, 2014. Mr. Parisot stated there was no desire to extend the Aramark or Sandman contracts but now the request is to extend a contract for someone else. He commented this item should have been before the Board for consideration in the June/July timeframe. Mr. Windes responded these are three different colors of horses. Mr. Harris pointed out Mr. Harman was not on staff in June. Mr. Boyles said this is an opportunity to correct the issue. Mr. Windes made motion, seconded by Mr. Harris, to approve the department head’s request. 4 yeas, 1 nay. (Mr. Parisot voted no.) PURCHASING — ADD STATE OF FLORIDA TO DIRECT PAYMENTS LIST Mr. Richard Brannon, Purchasing Director, requested approval to add the State of Florida and its subdivisions to the county’s direct payment list. He cited a problem the Human Resources Department has encountered when making payment for background checks, saying the Florida Department of Law Enforcement will not accept purchase orders. Mr. Parisot made motion, seconded by Mr. Boyles, to add the State of Florida and its subdivisions to the Direct Payments List. 5 yeas. October 15, 2013 -15- Minute Book 70, Page 105 Okaloosa County Board of County Commissioners PURCHASING — CONTRACT REVIEWS Mr. Brannon stated last October the Purchasing Department was directed to follow up on contracts and to notify the departments in July when the contracts are expiring. He advised they began in March sending notices to every department with a list of the contracts they are responsible for monitoring. Mr. Brannon stated it must be the departments which recommend an action. He said Jack Allen provided the information on the contracts to the departments in plenty of time to have them re-bid or extended. Mr. Amunds stated this information should also be provided to the County Administrator. FACILITIES MAINTENANCE - DIRECTION ON SHALIMAR ANNEX PROJECT Mr. Don Turner, Facilities Maintenance Director, stated he has invited the design-build team to make a presentation. Mr. Steve Christopher with Lord & Son Construction gave a brief history of the project beginning with Phase I pre-construction services. He said the request today is simple--approval to move forward with Phase II of the contract. Mr. Parisot made reference to the Purchasing Manual and said the Crestview Courthouse and the Shalimar Annex are separate, distinct properties and projects. He stated in April the Crestview Task Force presented a recommendation to advertise for a RFQ specifically for the Crestview Courthouse. Mr. Parisot said the Chairman and former County Administrator Jim Curry asked if there was funding available and the answer was “no” so no action was taken. He stated the $6 Million in the contract is for renovation of the Shalimar Annex and does not address tearing it down and rebuilding. Continuing, Mr. Parisot said a provision in the Purchasing Manual requires bid advertisements are required for all services which exceed $50,000. He noted the county may approve services in excess of $50,000 where it is advantageous to the county. Mr. Parisot felt this should be competitively bid. Mr. Turner stated Mr. Parisot appears to be addressing the next item on the agenda. He advised the current agenda item concerns Phase II of the design-build project for the Shalimar Annex. Mr. Parisot posed questions on the terms