Okaloosa County BOCC — June 3, 2014 — April 15 2014 Regular Meeting — reading text

Works: Execution of FDOT Local Agency Program (LAP) Agreement for design of Antioch Road Sidewalk Improvements Project and execution of signature resolution. RESOLUTION NO. 14-81 5 yeas. April 15, 2014 -6- Minute Book 71, Page 21 Okaloosa County Board of County Commissioners 20. County Administration: Waiver of park permit fees for all non-profit and not-for-profit organizations Mr. Parisot stated the event permit requests listed as Items #21 and #22 on the agenda are non-profit organizations and if Item #20 is approved he would like for the permit fees to Horizons and Fort Walton Beach High School to be refunded. Mr. Harris stated his concern is there are non-profits which make millions of dollars per year and he would rather make a decision on a case-by-case basis rather than with a broad stroke. Mr. Parisot made motion to approve the waiver of park permit fees for all non-profit and not-for-profit organizations and to refund permit fees to Horizons and Fort Walton Beach High School, Mr. Boyles stated he would prefer individual motions because one of the items is a procedural matter. Mr. Parisot made motion, seconded by Mr. Amunds, to approve the procedure as outlined in Item #20 to waive park permit fees for all non-profit and not-for-profit organizations. 3 yeas, 2nays. (Mr. Boyles and Mr. Harris voted no.) 21. Public Works: Event permit request from Horizons Foundation for use of parking area at The Boardwalk on Okaloosa Island for Burning Up the Beaches Car Show on May 1-4, 2014 Mr. Parisot made motion, seconded by Mr. Boyles, to approve this permit request. 5 yeas. 22. Public Works: Special Event permit request from the Fort Walton Beach High School Leadership Class to use beach area at The Boardwalk on Okaloosa Island on May 10, 2014 Mr. Parisot made motion, seconded by Mr. Boyles, to approve this permit request. 5 yeas. Upon inguiry, Public Works Director John Hofstad stated the procedure approved in Item #20 would apply to both of these organizations. Mr. Windes confirmed that is the consensus. TOURIST DEVELOPMENT - VISITORS GUIDE RFQ AND SELECTION OF REVIEW COMMITTEE Mr. Ed Schroeder, Tourist Development Department (TDD) Director, stated in November 2013 staff directed Peter Mayer Advertising to issue a RFP (Request for Proposals) for the Visitors Guide April 15, 2014 -7- Minute Book 71, Page 22 Okaloosa County Board of County Commissioners for the coming year. He said the process was not in line with county policy and felt if the department went forward with the three bids, it could be challenged. Mr. Schroeder stated the process was negated and the Tourist Development Council (TDC) approved bringing the matter to the Board for it to be conducted properly. He requested authorization to issue a Request for Qualifications (RFQ) for the Visitor Guide for 2014-15. Upon inquiry by Mr. Parisot, Mr. Schroeder stated the selection committee did not convene and review the RFPs. Mr. Parisot made motion, seconded by Mr. Harris, to authorize the Purchasing Department to issue the RFQ for the Visitors Guide for 2014-15 and to appoint the following members to the review committee: TDD Director, Research and Development Manager, Marketing Manager, and a member of the TDC with a member of the Purchasing Department acting as facilitator. 5 yeas, TOURIST DEVELOPMENT - USE OF LAST MINUTE DEALS FUNDING Mr. Schroeder stated the revised ad agency Strategic Marketing Plan (approved March 18, 2014) included a category for Last Minute Deals in the amount of $18,813. He said Task Order #136 with Peter Mayer Advertising is for advertisement placements, specifically Visit Florida Meeting Magazine designed to target meeting planners and for online keyword advertising designed to target leisure travelers nationally. Mr. Schroeder advised these items were approved by the TDC. Mr. Boyles asked if this was approved after the fact. Mr. Schroeder replied the department has concurrence from the TDC Chairman to bring it to the BCC and then it will be returned to the Tourist Development Council. Upon further inquiry by Mr. Boyles, Mr. Schroeder acknowledged the money has already been spent. TOURIST DEVELOPMENT - NAMING OF OUTDOOR EXHIBITION AREA AT EMERALD COAST CONVENTION CENTER Mr. Shroeder said after an extensive process to select a name for the 150-foot by 200-foot outdoor exhibition area constructed on the north side of the Emerald Coast Convention Center (ECCC), staff is recommending the Board approve naming the area “Bayview Plaza.” Mr. Boyles asked for details of this extensive process. Mr. Bill Leaman, ECCC Manager, stated staff began with 15 April 15, 2014 -8- Minute Book 71, Page 23 Okaloosa County Board of County Commissioners prospective names for the exhibition area. This list was narrowed to ten names by staff and then the most popular name with staff was recommended to the Board. Mr. Parisot made motion, seconded by Mr. Harris, to approve naming the outdoor exhibit area “Bayview Plaza.” 5 yeas. WATER & SEWER SYSTEM - REPI PHASE 4 AGREEMENT WITH U.S. AIR FORCE Mr. Jeff Littrell, Water & Sewer System Director, requested approval of the Readiness and Environmental Protection Initiative (REPI) Phase 4 agreement with the U.S. Air Force. This is a $200,000 grant to go toward land acquisition of a Shoal River buffer which will benefit both the Air Force (Duke Field flight path) and Okaloosa County (watershed protection for future water supply). Mr. Littrell explained this grant will be combined with three previous grants, bringing the total grant monies to $1.1 Million. He said it will also consolidate all four grants into one agreement. Upon inquiry by Mr. Parisot, Mr, Littrell replied no land has yet been purchased. He added that recently staff obtained approval to get appraisals and to negotiate with property owners. Mr. Harris made motion, seconded by Mr. Boyles, to authorize the Chairman to execute the Cooperative Agreement with the U.S. Air Force and to authorize the Chairman to execute subsequent related documents and any future modifications to this Cooperative Agreement. Mr. Parisot remarked that he has a problem with blanket authorizations. Mr. Harris said this allows a cutback in bureaucracy and does not prevent the department head from providing updates. 5 yeas. WATER & SEWER SYSTEM - REQUEST TO ADVERTISE FOR PUBLIC HEARING TO CONSIDER CONSTRUCTION OF EAST COUNTY FORCE MAIN AND REPUMP STATION IMPROVEMENTS BY OCWS Mr. Littrell requested authorization to advertise for a hearing during a public meeting to consider a request by Okaloosa County Water & Sewer (OCWS) to self-perform the construction related to East County Force Main and Repump Station Improvements. Mr. Boyles made motion, seconded by Mr. Amunds, to approve the department head’s request. 5 yeas. April 15, 2014 ~Q9- Minute Book 71, Page 24 Okaloosa County Board of County Commissioners (NOTE: This public hearing is scheduled to be heard at 9 a.m. on May 20, 2014 at the BCC’s regular meeting in Fort Walton Beach. } WATER & SEWER SYSTEM - EMERGENCY SOLE SOURCE PURCHASE OF TRAILER-MOUNTED BYPASS PUMP Mr. Littrell requested authorization for an emergency sole source purchase of a 12-inch diesel powered trailer-mounted bypass pump to be used at the Post Office Lift Station and other lift stations in the future. In December 2012 the Board approved a bid award for a large trailer-mounted bypass pump to Thompson Pump of Pensacola as the low bidder meeting specifications with a bid of $97,750. He advised this dealer is willing to provide the same pump in the 2014 model for the same price. Mr. Littrell pointed out the Post Office Lift Station (located on 37°" Street in Niceville) is one of the oldest in the service area and has only one pump working. The second pump exploded on March 27, 2014. Mr. Harris said the trailer-mounted unit would be used in case the pump goes down. Mr. Windes stated this is basically an insurance policy and the department believes it is a time sensitive item. Mr. Littrell replied in the affirmative to both commissioners’ remarks. Mr. Parisot made motion, seconded by Mr. Harris, to approve this emergency sole source purchase as recommended by the department head. 5 yeas. WATER & SEWER SYSTEM - LAYNE CHRISTENSEN COMPANY CHANGE ORDER #3 FOR DEL CERRO II WELL Mr. Littrell stated the proposed change order will add $99,530 to the scope of work. It will also add 153 days to the substantial completion date and 122 days for final completion. The Del Cerro II Public Supply Well in North County has been delayed because of low yield and sand intrusion. To remedy the high sand concentration and to improve water yield, a gravel pack filter and screen is required. Mr. Harris made motion, seconded by Mr. Boyles, to approve Change Order #3 with Layne Christensen for the Del Cerro II Well project. 5 yeas. WATER & SEWER SYSTEM - POLYENGINEERING TASK ORDER #115 REVISION #2 Mr. Littrell stated Polyengineering is the consulting engineer on the Del Cerro II Well Project. He requested approval of Task April 15, 2014 -10- Minute Book 71, Page 25 Okaloosa County Board of County Commissioners Order #115 Revision #2 with Polyengineering which will add $27,592 to the scope of work. Approval of this revision will put the new total for Task Order #115 at $166,432. Mr. Harris made motion, seconded by Mr. Boyles, to approve Task Order #115 Revision #2 with Polyengineering. 5 yeas. WATER & SEWER - INSITUFORM TECHNOLOGIES CONTRACT RENEWAL AND CHANGE ORDER #2 Mr. Littrell requested renewal of the contract with Insituform Technologies (#C12-1955-WS) for two additional years, including the adjustment of bid prices by appropriate CPI increases as indicated in the contract. He also requested approval of Change Order #2 to add scope of work for rehabilitation of gravity sewer lines in the Garniers Service Area. Approval of Change Order #2 will add $636,408.73 to the contract amount. Approval of this change order will increase the contract sum _ to $1,118,611.73. Mr. Boyles made motion, seconded by Mr. Parisot, to approve the contract renewal and Change Order #2 with Insituform Technologies. 5 yeas. AIRPORTS - FOY SHAW INDUSTRIAL PARKWAY, BOB SIKES AIRPORT Mr. Sunil Harman, Airports Director, stated in September 2013 the Board approved a cooperative agreement between the Airports and Public Works Departments to advance the design and construction of a new direct access connector roadway between U.S. Highway 90 and Bob Sikes Airport (Foy Shaw Industrial Parkway) . Based on evaluation of the roadway alignment alternatives, as well as preferred environmental and cost feasibility alternatives, the FDOT Joint Participation Agreement was revised to include acquisition of right-of-way to fund the purchase of 3.07 acres. Mr. Harman requested action by the Board on the following items: ® Accept and approve the FDOT Supplemental Joint Participation Agreement (SUPA) ; adopt the associated authorizing resolution and authorize the Chairman to execute same e Approve the preferred environmentally and financially feasible roadway alignment for the Foy Shaw Industrial Parkway ® Approve the purchase of and payment for 3.07 acres of right-of-way described as Parcel B under Parent Tract April 15, 2014 -11- Minute Book 71, Page 26 Okaloosa County Board of County Commissioners identified as 14-3N-23-0000-0039-0010 at a fair market value appraised and certified amount of $58,000 e Authorize the solicitation of Requests for Qualifications (RFQ) for an environmental assessment, roadway design, permitting and construction phase services to be procured by the Purchasing Department and managed by the Public Works Department e Approve the composition of a review committee, consisting of Commissioner Harris, Public Works Director John Hofstad or his designee, Tracy Stage (Airports), and Mike Stenson (Airports) Mr. Harman stated they are looking at two and a half years for completion of the project; however, if