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

are long-term in nature. Mr. Parisot made motion, seconded by Mr. Harris, to approve the department head’s recommendation. 5 yeas. PURCHASING -—- CONTRACT NEGOTIATIONS FOR INMATE TELECOMMUNICATIONS SERVICES, MONTH-TO-MONTH EXTENSION OF CURRENT CONTRACT Mr. Brannon stated he has a pocket item for Board consideration. On September 13, 2013, the Board approved the award of the contract for inmate telecommunications services to Securus Technologies. Chief Correctional Officer Paul Lawson has reported although negotiations have continued since that date, the contract has not been finalized. Mr. Brannon requested extension of the current contract on a month-to-month basis until negotiations on the new contract are finalized. Mr. Harris made motion, seconded by Mr. Windes, to approve the department head’s recommendation to extend the current contract on a month-to-month basis. 5 yeas. PUBLIC WORKS ~ APPROVAL TO MODIFY SCOPE OF KERVIN ROAD PROJECT Mr. Jason Autrey, County Engineer, stated the proposed scope of work on Kervin Road was a clay driving surface and the amount October 1, 2013 -16- Minute Book 70, Page 83 Okaloosa County Board of County Commissioners budgeted for the project was $100,000. Based on recent bids received for base materials and asphalt millings, staff believes Significant improvements can be made to the project for a modest increase in funds. Mr, Autrey requested approval to increase the project cost to $117,000 (which includes a 10% contingency) and to incorporate a limestone base with asphalt millings. Mr. Harris made motion, seconded by Mr. Parisot, to approve the project modification and increased cost for Kervin Road as outlined by the County Engineer. 5 yeas. INFORMATION SYSTEMS - EXECUTION OF CONTRACT FOR 74 SPECIAL FORCES FIBER OPTIC PROJECT Mr. Dan Sambenedetto, Information Systems (IS), stated a robust fiber optic utility infrastructure was developed and is maintained, not only for current but for future needs. Sufficient dark fiber is available to provide opportunities for expansion and to generate revenue. Mr. Sambenedetto said staff has been working with the 96°" Communications Squadron at Eglin Air Force Base (EAFB) which has requested the county provide a 36-strand single-mode dark fiber path between Building 4545 at the 7° Special Forces Group Airborne compound to Building 44 on EAFB. He asked approval of the contract with EAFB (Contract #PA2823-13-C-3010) in the amount of $1,343,135.46. Mr. Parisot made motion, seconded by Mr. Harris, to approve this contract and authorize the Chairman to execute same. 5 yeas. TOURIST DEVELOPMENT - BID PROTEST, BEACH CLEANING SERVICES Mr. Daniel O’Byrne, Tourist Development Director, stated three firms responded to. the county’s bid advertisement for beach cleaning services. The bidders and bids amounts are: 1. Sand Raker, LLC with a bid of $1,244,855 2. The Sandman, LLC with a bid of $1,263,358 3. Hemphill Construction Company with a bid of $2,238,031 The Tabulating Committee reviewed the bids and prepared to recommend the bid be awarded to Sand Raker as low bidder. The Sandman filed a challenge asserting Sand Raker failed to disclose the local preference applicable in Manatee County where Sand Raker is located, lacks the proper licensing in Okaloosa County, failed to provide a proper financial statement and failed to provide pictures of equipment more than three years old. Pursuant to policy, the protest was submitted to the (Interim) County Administrator for review. Mr. Hofstad found the October 1, 2013 -17- Minute Book 70, Page g4 Okaloosa County Board of County Commissioners challenge to be legitimate and prepared a recommendation for Board consideration. However, over the weekend Sand Raker filed a challenge against The Sandman. Again, pursuant to county policy, Mr. Hofstad reviewed the challenge. Mr. O’Byrne advised that yesterday afternoon a meeting was held with Mr. Dowd; a representative of .the Nabors, Giblin, Nickerson Law Firm (special counsel); the TDC; and Mr. Hofstad. The complaint by Sand Raker against The Sandman was adjudged to be unfounded. During the discussion yesterday, Mr. Hofstad said an option was presented which seems most reasonable and that is for the Board to reject all bids and to rebid. Upon inquiry by Mr. Amunds, Mr. Hofstad stated the existing contract expired yesterday. Upon further inquiry, Mr. Hofstad answered it will take six weeks to again go through the bid process. He advised the upkeep of the beaches will fall on the Public Works’ staff, particularly the Parks Division. Although the county does not have the equipment for the deep cleaning, staff can remove trash and handle the top of the sand. Upon inquiry by Mr. Harris, Mr. Hofstad said if the contract was extended on a month-to-month basis with the current provider, it could be construed as preferential treatment. Mr. Parisot commented that he does not see it as rewarding one company over the other. Mr. Boyles said he appreciates the legal recommendation but there is something to be said for preserving the overall process. He pointed out a representative from The Sandman is in the audience but no one is present from Sand Raker. Mr. Boyles stated he wants to move forward with the original recommendation from Mr. Hofstad. Upon inquiry by Mr. Windes, Mr. Boyles said he is advocating for The Sandman. Mr. Windes responded he cannot go along with that and prefers the option of rejecting all bids and starting over. An extended discussion ensued regarding preference and bid forms. Mr. Brannon stated if you are in the county there is no preference unless the competing bidder is from outside the county and then 3% is added. Mr. Harris made motion, seconded by Mr. Parisot, to reject all bids for beach cleaning services and rebid based on advice from legal counsel. Mr. Windes noted that is with the Parks Division performing beach cleanup in the interim. 4 yeas, 1 nay. (Mr. Boyles voted no.) October 1, 2013 -18- Minute Book 70, Page 85 Okaloosa County Board of County Commissioners TOURIST DEVELOPMENT -— RECOMMENDATION TO AWARD BID FOR _ BEACH CLEANING SERVICES Mr. O’Bryne stated in light of the action just taken by the Board, this agenda item is moot and asked for it to be removed from consideration. TOURIST DEVELOPMENT - TASK ORDER NO. 75 WITH PETER MEYER ADVERTISING, EMERALD CHRISTMAS CAMPAIGN Mr. O’Byrne requested approval of Task Order No. 75 with the Peter Mayer group. Ms. Ellen Kempner and Ms. Michelle Clark, Peter Mayer Advertising, came forward to detail the Emerald Christmas campaign. Ms. Kempner advised the original task order was for $525,000 and was approved by the Tourist Development Council (TDC) . She noted there was a great deal of discussion from members of the lodging industry on this level of spending. Ms. Kempner said there were challenges to getting the task order approved for a television campaign which put them behind. She stated they are off the mark and because of the setback with the delay, they re-evaluated the campaign. Ms. Kempner provided a brief slide presentation for this campaign which would run from October 2 through December 15, saying the new budget for this task order is $203,725. Mr. Harris stated he is confident all commissioners have received emails both for and against this campaign. He noted that he sat on the selection committee for a new advertising firm and Peter Mayer was the only agency which discussed building the shoulder seasons. Mr. Harris said over the past year this firm has been working under strenuous conditions and they are behind the power curve on the Christmas campaign. He suggested they be allowed to show what they can do for this period of time. Mr. Windes stated this is important for the South County area. He said he respects the opinions of our lodging partners. Mr. Windes said this proposal has come through the process and we need to look at the big picture. Mr. Parisot said he has a stack of emails from the lodging industry. He stated he even reviewed the tape from the September 9, 2013 meeting of the TDC and every lodging member who spoke was concerned about the timing and about the $500,000 October 1, 2013 -19- Minute Book 70, Page 86 Okaloosa County Board of County Commissioners expenditure. Mr. Parisot said there should be more lead time on a campaign for this season and expressed concern about the lack of events which have been fleshed out. He suggested the money for the Emerald Christmas campaign be used to market the spring season. Mr. Boyles commented this is not his area of expertise. He said the lodging partners think this campaign is late but Mr. Windes understands the industry and supports it. Mr. Boyles allowed that he does not know how to vote. Upon inquiry by Mr. Boyles, Ms. Kempner said they believe there is a good future in this initiative. She acknowledged they are beginning slow but expect to build on the trend. With regard to “fleshed out” events, Ms. Kempner said there are a number of events but they have never been bundled. Ms. Clark named many of the ongoing area events for the holiday season. Mr. Amunds posed a question about different religions and did not want to isolate any faiths during this campaign. Upon inguiry by Mr. Harris, Ms. Kempner stated the predominant faith of their organization is Jewish. She added they have never been faced with a problem regarding differing faiths. Mr. Windes made motion, seconded by Mr. Harris, to approve Task Order No. 75 with Peter Mayer Advertising for the Emerald Christmas campaign at a not-to-exceed cost of $203,725. 4 yeas, 1lnay. (Mr. Parisot voted no.) OLD BUSINESS - REPORT BY COMMISSIONER PARISOT ON RECENT GULF CONSORTIUM MEETING Mr. Parisot quickly reviewed his notes for the Gulf Consortium meeting held on September 18 in West Palm Beach. He said many questions were posed on the draft Treasury rules. Mr. Parisot Stated he will be meeting with Clerk of Court Don Howard, Finance Director Gary Stanford, and the grants staff to discuss procedures for the RESTORE grant funds. With regard to payments to FAC, it was decided that of the 15 affected counties, the eight smaller counties will pay $2,000 and the larger seven counties will pay $8,284. He pointed out that pursuant to Senate Bill 50, public comments were moved to the beginning of the meeting rather than at the end of the Consortium meeting. October 1, 2013 -20- Minute Book 70, Page 87 Okaloosa County Board of County Commissioners NEW BUSINESS — CALENDAR FOR JANUARY THROUGH MARCH, 2014 Mr. Parisot recommended the January 21 meeting currently scheduled for 8:30 a.m. be moved to 6:00 p.m. He pointed out this meeting follows the Martin Luther King Jr. holiday on January 20. Mr. Parisot made motion, seconded by Mr. Boyles, to amend the meeting/workshop calendar by setting the January 21 meeting for 6:00 p.m. in Fort Walton Beach and to approve the remainder of the calendar. 5 yeas. ADJOURNMENT There being no further business to come before the Board, the meeting was adjourned at 12:26 p.m. DON W. HOWARD DON R. AMUNDS, CHAIRMAN CLERK OF CIRCUIT COURT BOARD OF COUNTY COMMISSIONERS (These minutes were transcribed by Teresa Ward.) October 1, 2013 -21- Minute Book 70, Page gg Okaloosa County Board of County Commissioners