Okaloosa County BOCC — October 4, 2013 — October 1, 2013 Regular Meeting — reading text

Club for a 5K Road Race on October 19, 2013 9. Approval Proclamation designating October 4, 2013 as Manufacturing Day 10. Approve contract renewal with Economic Development Council for specialized area marketing services 11. Approve contract extension with Sprint Solutions for support of Water & Sewer SCADA System 12. Approval to purchase four new ambulances off the Florida State Sheriff & Fire Bid open to all state and local agencies for a total cost of $565,400 13. Constantine Engineering Task Order No. 3 for the FY 2014 Sunshine State One-Call of Florida Service 14. Recommendation to award bid for purchase of asphalt for Road Division to APAC Mid-South, C.W. Roberts Contracting, and Anderson Columbia October 1, 2013 -11- Minute Book 70, Page 78 Okaloosa County Board of County Commissioners 15. Approval for staff to provide labor and equipment assistance to the Division of Forestry for paving segments of Charles Booker and Corduroy Roads 16. Approval to purchase VoIP hardware from Technology Integration Group under State Contract for Sheriff's Office 18. Authorization to advertise for public hearing on October 15 a request by Dawn McArdle to vacate portion of alley in Block 53 of Port Dixie 5 yeas. RECESS - The meeting was recessed at 10:06 a.m. and reconvened at 10:16 a.m. FACILITIES MAINTENANCE — SHALIMAR ANNEX PROJECT, FINANCIAL DATA Mr. Don Turner, Facilities Maintenance Director, stated at the last meeting Board direction was to look more closely at Option 1 and Option 2 provided by Lord & Son Construction for the Shalimar Annex project. Option 1 is a new two-story building of approximately 50,000 square feet. Option 2 is a new three-story building where the third floor is shelled space only and consists of approximately 75,000 square feet. Mr. Turner then made a PowerPoint presentation entitled Capital Construction Projects Analysis of Financial Data, noting many of these slides were prepared by former County Administrator Jim Curry in 2010. He advised that he has updated the information to reflect 2013 realities. Mr. Turner addressed various strategies regarding use of space and resultant savings from termination of leases. County facilities included in the discussions were the Shalimar Annex, Crestview Courthouse, the old Fort Walton Beach Hospital, and the old Agriculture Extension Building which is currently being used for storage. After Mr. Turner closed with his summary, Mr. Parisot said if the loan or bond is cut from a 20-year to a 15-year term, the county will save considerable money. Mr. Boyles told the other commissioners that his focus is on the facility they are sitting in right now, the Crestview Courthouse. He said it is the oldest county-owned building, built in the 1950s, and has not been slated for modification. Mr. Boyles listed the many problem areas of the building which need to be addressed. He recommended an amendment to the contract with Lord & Son and Dag Architects to include analysis of the Crestview Courthouse and requested staff place this item on the next meeting agenda. October 1, 2013 -12- Minute Book 70, Page 79 Okaloosa County Board of County Commissioners Mr. Amunds asked if a great deal of money should be put into the old Fort Walton Beach Hospital. He outlined his ideas which included putting the Sheriff’s Office in a new building and allocating $750,000 to § 1 Million for work on the Crestview Courthouse. Mr. Amunds said he does not want it to look like only a token amount is being considered for North County. Mr. Boyles remarked, “Yet, it does.” He said we tell the North end this is how much we will give you, deal with it. Mr. Boyles stated this is very frustrating. Mr. Amunds asked about cost savings and Mr. Boyles replied cost savings were not part of the discussion when the new Courthouse Annex Extension was built for $23 Million. Mr. Amunds clarified the figure he gave for the Courthouse project was a ballpark figure and for the record he did not support construction of the $23 Million facility in South County. Mr. Harris commented that when he tried to bring up this issue on the Crestview Courthouse before, he was asked to resign. He also acknowledged that the Courthouse is in Mr. Boyles district and not his. Mr. Harris expressed concern that dollars are thrown at one location and pennies at another. He stated that his plan a few years ago was to split the $23 Million between North and South County but all the money was spent in the south location. Mr. Harris said we now have an opportunity to look at funding not only for renovations/new construction in Shalimar but for the Courthouse. He underscored the fact this is the county seat and should be a shining example. Mr. Harris stated he supports Mr. Boyles’ position and would like to see a full or partial reclamation of the Crestview Courthouse. Mr. Boyles said he is looking for options at the Courthouse without a dollar limit being set. Mr. Windes said he stands with Mr. Boyles on this, adding he is not interested in a patch job. He supported an analysis to see what is needed and how much it will cost. Mr. Windes felt Mr. Boyles and Mr. Harris have made good points. Mr. Parisot reviewed the issues associated with renovations of the Shalimar Annex, including the reverter clause litigation. He was of the opinion that renovating the Annex would be cost prohibitive and the option of constructing a new facility on the site is more prudent. Mr. Parisot then stated he believes the Board should terminate the contract with Lord & Son because it was for renovation of the facility and not new construction. He said if the Board decides to go with a new building, he would like for that work to be re-bid with hopes of getting a lower October 1, 2013 -13- Minute Book 70, Page go Okaloosa County Board of County Commissioners price on the project. Mr. Parisot stressed that he does not support renovation of the Annex facility in any shape, form or fashion. He expressed a desire for the County Attorney and Purchasing Director to review the current contract with Lord & son. Mr. Amunds asked if the direction is to continue to work on the concept of a new building at the Shalimar Annex site and to support Mr. Boyles and the Crestview Courthouse task force with no strings attached with regard to a dollar amount. He asked if the preliminary drawings for the Shalimar facility should be reviewed. Mr. Amunds also mentioned that he had spoken with Colonel Bud Day’s family and the possibility of the new building being called the Veterans Building in honor of Colonel Day and all veterans. He felt if this happens, the Veterans Service Office should be moved from the old hospital to the new building. Mr. Amunds again questioned the feasibility of pouring more money into the old Fort Walton Beach Hospital. Mr. Boyles commented there is much ground being covered here today. He said he believes it is fair to say the majority of the Board is looking at a new building in Shalimar. Mr. Boyles said that brings us to a point to ask who will be in the building and how large it should be. He asked if there is a proposal to move everyone out of the old hospital, to which Mr. Amunds replied only the Veterans Service Office. Mr. Harris said, “I think that is premature.” Mr. Boyles said Mr. Turner needs to know what the Board expects of him and it is unfair not to give him clear instruction. Discussion ensued ‘regarding Option 1 for a new two-story building or Option 2 for a new three-story building with the third floor as shelled space. Mr. Parisot stated there is only a $400,000 difference between Option 1 and Option 2 and he supports Option 2. Mr. Windes and Mr. Harris agreed. Mr. Windes said next time he would prefer to have all the options on one sheet for easier comparison. Mr. Harris said the emphasis should be on a three-story building in Shalimar and any work at the old hospital can wait until the Crestview Courthouse is renovated. Mr. Boyles said the consensus does seem to have a new Shalimar building from the ground up with three stories. We will work through the process of shelling and build out on the third floor. Another topic was scrapping the existing contract. He stated direction needs to be provided on that subject. Mr. October 1, 2013 -14- Minute Book 70, Page 81 Okaloosa County Board of County Commissioners Boyles said an option to re-bidding for a contractor is to have another party analyze the numbers and give their opinion on the costs. Mr. Windes stated he disagrees with Mr. Parisot’s position and has reservations about starting over on a new contract. He pointed out that he spoke with Lord & Son representatives several times and it is understood Lord & Son is the contractor of record. Mr. Windes saying the idea of terminating the contract and rebidding is a “big curve ball.” Mr. Harris stated he agrees with Mr. Windes and he also likes Mr. Boyles’ perspective of getting a second opinion on projected costs. Mr. Turner pointed out this is a design-build contract. he said the original direction was renovation but the Board can direct the contractor what to do. Mr. Parisot read from the contract document. Mr. Amunds stated we cannot go further without deciding the size of the building. He reiterated his earlier understanding is the Support is for a new three-story building in Shalimar and support for Mr. Boyles to work on proposed renovations to the Crestview Courthouse. Upon inquiry by Mr. Turner, Mr. Amunds said his recommendation is to the leave the old hospital as it is. Discussion ensued regarding the ability to keep the roof from leaking and closing off unused areas. Mr. Hofstad said staff needs an opportunity to evaluate the issues which have been brought up today. The direction is to look at a new three-story building in Shalimar with the third floor shelled out to provide additional office space. He again stated staff will need time to evaluate the space needs and said a report will be provided at the October 15 meeting. WATER & SEWER - TASK ORDER NO. 2 WITH CONSTANTINE ENGINEERING Mr. Jeff Littrell, Water & Sewer System Director, requested approval of Task Order No. 2 with Constantine Engineering for FY 2014 general professional engineering services at a not-to- exceed cost of $75,000. Mr. Harris made motion, seconded by Mr. Boyles, to approve this task order. 5 yeas. PURCHASING - TASK ORDER ASSIGNMENTS Mr. Richard Brannon, Purchasing Director, stated a number of contracts expired at the end of September but have outstanding October 1, 2013 -15- Minute Book 70, Page 82 Okaloosa County Board of County Commissioners task orders which will continue past today’s date (ten firms with 44 task orders). He said this is a unique situation and staff has tried to come up with language to allow payment of the final bills. Mr. Brannon recommended that each affected contract be amended and extended to reflect the assigned task orders will be completed as written and paid at the rates established under the original master contract for which the task orders were written. No new work will be assigned to the amended contract and the master contract will expire when the assigned task orders are completed. This verbiage has been reviewed by the Finance Department, Contracts and Grants, and the affected departments. Mr. Brannon pointed out there may be task orders on long-term projects which will extend beyond Fiscal Year 2014. Mr. Dowd stated he has reviewed the language and said “It is fine with me.” Mr. Parisot commented this year has brought new issues and felt they could be attributed to the Auditor General’s report and new procedures implemented in the Finance Department. Mr. Stanford concurred. Mr. Parisot asked if language could be inserted in new contracts to avoid this problem. Mr. Hofstad said he believes the language and action proposed by the Purchasing Department will accomplish this. He underscored the fact that many of the projects