Okaloosa County BOCC — February 18, 2014 — ARFF Internal Coordination Sheet_Background documents_Funding Spreadsheet — reading text

CONTRACT & LEASE INTERNAL COORDINATION SHEET Contract/Lease Number: Tracking Number: YG 3 Contractor/Lessee Name: Grant Funded: YESx_ NO___ Purpose: ba For Abort Fle STATION a(n e Date/Term: 1. me GREATER THAN $50,000 Amount:___ 18D 2. [] GREATER THAN $25,000 Department: AN@ Pots 3. (1 $25,000 OR LESS Dept. Monitor Name: TUCY STa6e Document has been reviewed and includes any attachments or exhibits. Purchasing Review ; Date: 06-13-17 Purchasing Director or designee Risk Management Review ROL Cnaeadl? pat eege red ia) ope bean ef iWSSFAL © pie: op indoles Sani (oe eee 7 8 | ie [13 Risk Manager or designee thes 1 a hLoh Feo PRUE Oper recess e County Attorney Review Date: 6 [i ali Cunty Attorney Following Okaloosa County approval: Contracts & Granis Document has been received: Date: Contracts & Grants Manager BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: December 17, 2013 TO: Honorable Chairman and Members of the Board FROM: Sunil Harman SUBJECT: Approve Air Force Lease Agreement and Award Construction Contract for ARFF DEPARTMENT: Airport BCC DISTRICT: All STATEMENT OF ISSUE: The Board of County Commissioners is requested to approve a ground lease and Operating Agreement from the Air Force on which the County will construct a new Aircraft Rescue and Fire Fighting Facility; and approve award of the construction contract to do so. BACKGROUND: The Board of County Commissioners accepted an FAA Grant offer on September 12, 2013 to provide $2.7 million Airport Improvement Program funding for construction of a fire station on a leased parcel closer to the runways at Eglin. That grant offer was conditioned on the lease agreement being received at the FAA Orlando Airports District Office by December 31, 2013. The attached Air Force lease is the product of protracted negotiations involving airport staff, Eglin real estate personnel, the Air Force contracting center, FAA and Airport consultants including the County’s Bond Counsel. It has also been coordinated with the County Attorney and Risk Manager as required by County policy. In exchange for the County constructing a $3 million Aircraft Rescue and Fire Fighting (ARFF) facility, the Air Force is leasing approximately four acres to the County, rent free for 25 years. Eglin will equip, occupy, operate from and maintain this building. The location of the facility provides Eglin with the improved capability to respond to both military and civilian aircraft emergencies on the airfield. Importantly it will enable the Air Force to respond within the established FAA criteria for civil aircraft emergencies. Once FAA receives the approved lease, they will allow us to issue a notice to proceed with construction. Bids were received for the ARFF Development project on July 25, 2013. The project generally consists of an approximately 8,600 square foot fire station with three truck bays. This station will include a kitchen, bunk rooms, offices, a fitness room, support rooms and locker rooms. Site improvements include truck access drives into and out of the truck bays, vehicular parking lot with markings, signage, utility improvements and associated grading and sodding. OPTIONS: Approve, Disapprove, Table RECOMMENDATIONS: Recommend approval of the negotiated lease agreement and Operating Agreement with the Air Force; and request approval to award the construction contract to the low responsive bidder, Birkshire Johnstone, LLC in the amount of $2,616,793.60. Sil Maryfy, Airports Director 12/11/2013 RECOMMENDED BY: A ounty Administrator 12/11/2013 APPROVED BY: Ernie Padgett, County Administrator Project Title: Eglin ARFF Development (VPS) | County Airport Project Number |vpsoo1 | Avcon Airport Enterprise TOH:, inv: Date: FAA FDOT LM (PFC) Capital Outlay Total Funding = 7 = 10.00% Contract #:__ C08-1683-AP 90.00% 5.00% 5.00% 100% 10% $3,048,362.00 $2,743,526.00 $150,000.00 $154,836.00 $620,000.00 Start Date 9/12/13 Start Date 11/5/13 Pay if No.: Espiration W/In 4 Years | Espiration 6/30/2016 6/30/2016 Retainage $1.00 Grant # TBD Grant # AR741 BCC 9/3/13 Pending PFC Approval Bid #: Date: 3-12.0081.025-2013 BCC 9/3/13 Pending PFC Approval _ | Eligible Costs will be moved Construction Award Construction Start: County | County Construction Complete: Check Date | Check # Invoice # invoice Amount 741311/562432 741421/562426 T8D 4207/562426 421-2051100 | Check Total TBD Birkshire Johnstone, iL. {T8D) $2,616,793.60 $ Percentage Complete $ 0.00% $ > $ 5 $ $ = $ - $ : $ : $s iB s = Task Order/Avcon, Inc. (TO #22) Design, Bidding, and CPS (TO#22) 9/5/13 [ 1308387 108829 | $ 45,030.50 $ 45,030.50 | $45,030.50 $ (45,030.50) $ 40,527.45 $ 4,503.05 $198,935.00 9/5/13__| 1308387 10sa99_ | $111,339.59 $ 111,339.59 | $111,339.59 $ (111,339.59) $ 100,205.63 $ 11,133.96 9/12/2013 | 1308523 106019 | $ 29,269.41 $ 29,269.41 | $29,269.41 $ ease $ 26,342.47 $ 2,926.94 100.00% 10/10/2013 | 1400117 106126 | $ 12,113.00 $ 12,113.00 | $12,113.00 $ (12,113.00) $ 10,901.70 $ 1,211.30 12/26/2013 | 1401813 106377_—«| $ 1,182.50 $ 1,182.50 $1,182.50 $ (2,182.50) $ 1,064.25 $ 118.25 Task Order/Avcon, Inc. (TO # TBD) Construction Phase Service $230,633.00 0.00% $ | Misc $ = $ _ $ . $ ~ 1s S $ = = Toto! Ft m Cost, $198,935.00 | $ 179,041.50 | $ -_|s -_ Is 19,893.50 $0.00 $ 198,935.00 $3,046,361.60 Grant Amount & Match| $2,743,526.00 $150,000.00) $154,836.00] $620,000.00] ] | Balance Remaining | $2,564,484.50| $150,000.00 $154,836.00 $600,106.50 | TaD} $ : TO #22 Total to Date| $ 198,935.00 TO # TBD Total to Date | $ : Misc Charges} $ : L___Totoi] $198,935.00 31/2014