Okaloosa County BOCC — January 7, 2014

Agenda Okaloosa County Board of Commissioners Tuesday, January 7, 2014– 6:00 PM Crestview Courthouse I. Public Information Update II. County Administrator's Update III. Commissioner's Minute IV. Public Comments Related to Current Agenda V. Consent Agenda 1. Request approval of Award of Contract for the Construction of the Interior Terminal Modifications for Airport Police Station 2. Request approval of final payment to Kansas State Bank of Manhattan in the amount of $6,248.61. 3. Request approval of Amendment to Contract C06-1346-PW 4. Request approval of Construction Contract for Security Checkpoint Exit Lane Control System and Construction Administration at NWFRA 5. Request approval of annual update of the Local Mitigation Strategy (LMS) to the State of Florida Division of Emergency Management 6. Request approval of proclamation designating the month of January as Military Purple Heart Month in Okaloosa County. 7. Request approval and authorization for the Chairman to execute a Local Agency Program (LAP) Agreement with the Florida Department of Transportation and the associated Resolution of Authorization for design of the Rocky Bayou Drive Sidewalk Improvements Project. 8. Request Board approval of Change Order No. 2 for the Marler Park Boat Parking & Outdoor Exhibit Area project. 9. Public Defender's Office request for reserve funding 10. Request approval of Mr. Frederick Carnes as an AAC replacement at large member. 11. Approval of Budget Resolutions & Transfers Revised: 1/2/2014 1:32 PM Page 1 of 3 Regular Meeting (North) Agenda January 7, 2014 12. Request approval of Purchasing Manager Authority and Signature 13. Request approval of letter to US Environmental Protection Agency supporting West Florida Regional Planning Council's Brownfield Assessment Grant Proposal 14. Request approval of a Resolution submitted by Surety Land Title of Florida, LLC for an Okaloosa Island Leasehold Conversion. 15. Request consideration and approval of minutes for the November 5, November 19 and December 3, 2013 BCC Meetings. 16. Request approval for payment of three outstanding Comdata invoices VI. Department Business A. John Hofstad/Public Works 1. Request approval from the Board to execute the second awarded lease for 4 motor graders to Cowin Equipment (via Kansas State Bank of Manhattan) with a lease price of $15,976.56 per grader $63,906.24 Total. District: 1 and 3 B. Kay Godwin/Human Resources 1. Request approval of changes to the Human Resources Policy Manual - Communications. C. Richard Brannon/Purchasing 1. Removal of Surplus Property from Fixed Asset D. Elliot Kampert/Growth Management 1. Request approval of The Code Enforcement Board's Order to Lien and Clean 2. Resolution and FY14 Section 5311 Application Non Urban Transportation E. Jeff Littrell/Water & Sewer 1. Request approval of and authorize the Chairman to execute a contract with EA Tapping Services LLC for large taps, line stops, and valve insertions. 2. Request approval to authorize the Purchasing Department to solicit quotes in lieu of bids Okaloosa County Board of Commissioners Page 2 Printed 1/2/2014 Regular Meeting (North) Agenda January 7, 2014 3. Request consideration and approval to initiate the bidding process to obtain an Engineering Consultant for the Arbennie Pritchett WRF Expansion Project via a Request for Qualifications (RFQ), and approval of a suggested RFQ review committee. District: All. 4. Request approval of Fort Bend Services Contract Renewal VII. New Business 1. Request consideration and staff direction concerning approval of Fiscal Year 2014 3rd Quarter BCC Meeting calendars. District: All. VIII. Public Comments IX. Old Business 1. Request approval of revisions to the Okaloosa County BCC procedures for distribution of LETF and Traffic Education funds. District: All. Okaloosa County adheres to the Americans with Disabilities Act and will make reasonable accommodations for access to this meeting upon request. Please call the County Administrator’s Office at (850) 651-7515 to make a request. For Hearing Impaired, Dial 1-800-955-8771 (TDD), and 1-800-955-8770 (Voice). Requests must be received at least 48 hours in advance of the meeting in order for Okaloosa County to provide the requested service. Okaloosa County Board of Commissioners Page 3 Printed 1/2/2014  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: January 7, 2014 TO: Honorable Chairman and Members of the Board FROM: Sunil Harman SUBJECT: NWFRA - Interior Terminal Modification for Airport Police Station DEPARTMENT: Airport BCC DISTRICT: All STATEMENT OF ISSUE: The Board of County Commissioners is requested to approve the contract for the construction of the Interior Terminal Modifications for a Police Station at the Northwest Florida Regional Airport, Bid #AP12-14, to Lord & Son Construction Inc. for the amount of $82,850. BACKGROUND: This project contains Sensitive Security Information that is controlled under 49 CFR Parts 15 and 1520. No part of the planning or design may be disclosed to persons without a "need to know". It facility is to located within the ticket lobby area of the existing terminal at the Northwest Florida Regional Airport for the purpose of providing a visible and accessible presence and serve as the location to file police complaints and obtain reports as well as to serve as the "Lost and Found". A Non-Mandatory Pre-Bid Meeting was held on November 6, 2013, at the Northwest Florida Regional Airport and the Bid Opening was December 4, 2013. A total of four bids were received. Lord & Son was deemed responsive and qualified although their bid was not the lowest submitted. A low bid in the amount of $73,500 was disqualified due to the firm's lack of experience, availability of personnel, lack of resources, and absence of contract insurance minimums. The project is funded from Airport reserves to be partially reimbursed by Passenger Facility Charges. OPTIONS: Approve, Reject or Table RECOMMENDATIONS: Approve the contract with Lord & Son Construction, Inc. for the amount of $82,850.00. RECOMMENDED BY: Packet Pg. 4 APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 5 Packet Pg. 6 Packet Pg. 7 Packet Pg. 8 Packet Pg. 9  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: January 7, 2014 TO: Honorable Chairman and Members of the Board FROM: John Hofstad SUBJECT: Final Payment to Kansas State Bank of Manhattan L10-0376-PW DEPARTMENT: Public Works BCC DISTRICT: All STATEMENT OF ISSUE: Final payment to Kansas State Bank of Manhattan is due to be rendered. BACKGROUND: The contract with Kansas State Bank of Manhattan for the lease of 4 graders is expiring on January 15, 2014. Final payment request has been reviewed by the Purchasing Department. Requesting Board review and approval to make the final payment of $6,248.61 OPTIONS: Approve/Deny final payment to Kansas State Bank of Manhattan. RECOMMENDATIONS: Approve final payment of $6,248.61 To Kansas State Bank of Manhattan. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 10 Packet Pg. 11 Packet Pg. 12 Packet Pg. 13 Packet Pg. 14 Packet Pg. 15 Packet Pg. 16 Packet Pg. 17 Packet Pg. 18 Packet Pg. 19 Packet Pg. 20 Packet Pg. 21 Packet Pg. 22 Packet Pg. 23 Packet Pg. 24 Packet Pg. 25 Packet Pg. 26 Packet Pg. 27 Packet Pg. 28 Packet Pg. 29 Packet Pg. 30 Packet Pg. 31 Packet Pg. 32 Packet Pg. 33 Packet Pg. 34 Packet Pg. 35 Packet Pg. 36 Packet Pg. 37 Packet Pg. 38 Packet Pg. 39 Packet Pg. 40 Packet Pg. 41 Packet Pg. 42 Packet Pg. 43 Packet Pg. 44 Packet Pg. 45 Packet Pg. 46 Packet Pg. 47 Packet Pg. 48 Packet Pg. 49 Packet Pg. 50 Packet Pg. 51 Packet Pg. 52 Packet Pg. 53 Packet Pg. 54 Packet Pg. 55  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: January 7, 2014 TO: Honorable Chairman and Members of the Board FROM: John Hofstad SUBJECT: Amendment to Contract C06-1346-PW DEPARTMENT: Public Works BCC DISTRICT: STATEMENT OF ISSUE: On 12/6/13, the Chairman executed an amendment to contract C06- 1346-PW that included a list of task orders with HDR Engineering extending the task order duration beyond the contract expiration date of September 30, 2013. Three HDR task orders (TO49, TO-71 and TO-72) were omitted from the list and have ongoing work and need to be extended to complete the scope of work. BACKGROUND: A number of contracts including C06-1346-PW expired on September 30, 2013 that had task orders assigned to them with ongoing work that could not be completed before the contract expired. Contract C06-1346-PW with HDR Engineering was among those contracts that had multiple ongoing task orders. A list of open task orders with ongoing work for each contract was developed and presented to the Board for approval to amend the affected contract. After approval, amendments to each affected contract were prepared and executed by the Chairman. Three HDR task orders (TO-49 - Niceville LF Well Installation, TO-71 - Wright Landfill Semiannual Water Quality Reporting and TO-72 - Niceville Landfill Semiannual Water Quality Reporting) were omitted from the list and need to be extended to complete the contracted scope of work. OPTIONS: Approve/Disapprove RECOMMENDATIONS: Staff recommends the Board approve the request to extend the term of contract C06-1346-PW for the completion of TO-49, TO-71 and TO-72. The completion dates for these task orders is 6/30/14. RECOMMENDED BY: Packet Pg. 56 APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 57 Amendment to Contract # C06‐1346‐PW With HDR Engineering Inc (Company Name) This amendment has an effective date of October 1, 2013 between the County of Okaloosa, Florida and HDR Engineering Inc. Due to the number of contracts which are expiring September 30, 2013; that have task orders assigned to the respective companies and that work assigned through the task order will be ongoing and not completed before the contracts expire, each affected contract will be amended and extended to reflect that the assigned task order will be completed as written and paid at the rates so established under the original master contract for which the task order was written. No new work will be assigned to your amended contract and the master contract will expire when the assigned task orders are completed. Customers and vendor desire and agree to amend the contract, in consideration of the mutual covenants herein and other good and valuable consideration. Customer and vendor hereby agree as follows: Extend Term of Contract # C06‐1346‐PW until completion of all work assigned to the attached task orders. At completion of all work associated with the task orders, the contract will terminate. Ratification and Entirety. Except as provided in the Amendment, all the terms and conditions of the Agreement are herby ratified and shall remain in full force and effect. This Amendment and the Agreement, together with all supplements, exhibits and schedules thereto, shall embody the final, entire agreement among the parties hereto and supersede any and all prior commitments, agreements, representations and understandings, whether written or oral, relating to the Agreement for this Amendment or the subject matter hereof, and may not be contradicted or varied by evidence of the prior, contemporaneous or subsequent oral agreement between the parties hereto. Unless otherwise defined herein, all capitalized terms shall have the meaning set forth in the Agreement. All terms and conditions of the Agreement and other amendments not modified by this Amendment remain in full force and effect. IN WITNESS WHEREOF, the parties have executed the Amendment as of the Amendment Effective Date by their duty authorized representative. County of Okaloosa, Florida By: _________________________________ By: __________________________________ Name: ______________________________ Name: _______________________________ Title: ________________________________ Title: _________________________________ Date: ________________________________ Date: _________________________________ The following Task Orders are being extended to the following dates: TO‐49 ‐ Niceville LF Well Installation ‐ 6/30/14 TO‐71 ‐ Wright Landfill Semiannual Water Quality Reporting ‐ 6/30/14 TO‐72 ‐ Niceville Landfill Semiannual Water Quality Reporting ‐ 6/30/14 Packet Pg. 58  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: January 7, 2014 TO: Honorable Chairman and Members of the Board FROM: Sunil Harman SUBJECT: Security Checkpoint Exit Lane Control System at NWFRA DEPARTMENT: Airport BCC DISTRICT: STATEMENT OF ISSUE: The Board of County Commissioners is requested to approve a construction contract with Cathey Construction and Development, LLC and consultant task order for RS&H for construction phase services for the Northwest Florida Regional Airport Security Checkpoint Exit Lane Control System project. BACKGROUND: This project contains Sensitive Security Information that is controlled under 49 CFR Parts 15 and 1520. No part of the planning or design may be disclosed to persons without a "need to know". Due to anticipated and eventual changes in Transportation Security Administration (TSA) rules for funding personnel to monitor and deter access to the secured areas of the airport through the exit lane, Northwest Florida Regional Airport has identified a need to develop a more effective technological solution to monitor and control the passenger exit lanes located at the security check point in the terminal facility. Currently, arriving passengers exit the sterile area through a lane just north of the security check point located on the first level of the terminal and the exit lane is manned by TSA officers to prevent unauthorized entry to the sterile area of the concourse facility. The airport in coordination with the TSA and Airlines has designed and bid an exit lane control system that fulfills the TSA security requirements without the need for onsite monitoring personnel. Bids for the exit lane control system improvements were opened December 4, 2013 and the County received two bids. Cathey Construction and Development, LLC was the lowest responsive bidder in the amount of $496,846.00. The RS&H task order will perform construction administration and construction phase services in accordance with the terms and conditions of the Agreement for Professional Architectural, Engineering, and Aviation Planning Services Contract No.: C09-1737-AP, dated July 7, 2009. OPTIONS: Approve, Reject, or Table RECOMMENDATIONS: Approve Cathey Construction and Development, LLC contract in the amount of $496,846.00. Approve RS&H Task Order in the amount of $77,322.00. RECOMMENDED BY: Packet Pg. 59 APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 60 Packet Pg. 61 Packet Pg. 62 Packet Pg. 63 Packet Pg. 64 Packet Pg. 65 Packet Pg. 66 Packet Pg. 67 Packet Pg. 68 Packet Pg. 69  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: January 7, 2014 TO: Honorable Chairman and Members of the Board FROM: Elliot Kampert SUBJECT: LMS annual 27P-22 update DEPARTMENT: Growth Management BCC DISTRICT: All STATEMENT OF ISSUE: Okaloosa County must provide its annual update regarding the Local Mitigation Strategy to the State of Florida. BACKGROUND: Rule 27P-22 of the Florida Administrative Code requires each county to provide an annual update of its local mitigation strategy, and provide a current list of the members, a current list of mitigation measures, and any major changes, if applicable, to the State of Florida Division of Emergency Management. OPTIONS: Approve or Disapprove RECOMMENDATIONS: Growth Management staff recommends that the Board of County Commissioners approve and authorize the chairman to sign the attached Local Mitigation Strategy update letter for transmittal to the Florida Division of Emergency Management. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 70  Okaloosa County 2011 LMS Appendex E YEAR MITIGATION GOALS MATCH (if AGENCY RESPONSIBLE FOR ESTIMATED PROJECT STATUS IF DEFERRED, TIMEFRAME FOR MiTIGATE NEW OR HMGP PRIORITY NAME OF PROJECT PROJECT DESCRIPTION HAZARDS MITIGATED FUNDING SOURCE JURISDICTION BENEFICIARY SUBMITTED ACHIEVED Applicable) IMPLEMENTATION COST WHY COMPLETION EXISTING? ELIGIBLE NEW COMPLETED DELETED DEFERRED Points insufficient Restore 4.5 miles of Beach Erosion; funding from $.01 critically eroded beaches on All Jurisdictions 1 Beach Renourishment 2005 Hurricane & Tropical yes Okaloosa County Okaloosa County Okaloosa County $20,000,000.00 X Tourist 4 months Existing Y 47 Okaloosa Island and and tourist Storm; and Storm Surge Development tax western Destin & MSBU The shoreline has retreated leaving the sewer line 5-10 feet into the water. The line needs to be relocated to prevent sewage Relocate SS and LS City of Fort Walton City of Fort Walton City of Fort 2 2010 contamination into the bay Storm Surge yes City of Fort Walton Water & Sewer $108,000.00 X No Funding 1 year Existing Y 46 on Alconese Beach Beach Walton Beach and sound. Also, the sewer lift station needs to be relocated out of the roadway and onto an easement nearby. Need master plan to Town of 3 Master Drainage Plan 1999 mitigate stormwater runoff & Flood yes Town of Shalimar Town of Shalimar Town of Shalimar - Public Works $50,000.00 X No Funding 120 days Existing Y 41 Shalimar flooding Need master plan to Development of City of Mary 4 1999 mitigate stormwater runoff & Flood yes City of Mary Esther City of Mary Esther City of Mary Esther- Public Works $75,000.00 X No Funding 240 days Existing Y 40 Master Drainage Plan Esther flooding Beach Drive/Scranton Retrofit drainage 5 Estates Area Drainage 2005 improvements to reduce Flood. Severe Storms yes Okaloosa County Okaloosa County Okaloosa County- Public Works $25,000.00 X No Funding 180 days Existing Okaloosa County Y 39 Improvements flooding potential. Receivers for high population areas (Schools, All Jurisdictions 6 Local Alert Receivers 2010 nursing homes, etc.) to alert All hazards yes Okaloosa County Okaloosa County Okaloosa County - Public Safety $15,000.00 X No Funding 60 days New Y 39 and tourist people to impending weater conditions Relocate unilities underground. The town has already committed to a very Relocate all utilities small portion of Eglin Pkwy Town of Cinco Town of Cinco Bayou and private Town of Cinco 7 2010 Hurricane/Tropical Storm yes Town of Cinco Bayou $1,000,000.00 X No Funding 1 year Existing Y 39 underground (SR 85) but will need new Bayou utilities Bayou grant/funding source to continue to the Cinco Bayou bridge. During emergencies with Unincorporated power outages, such as Generators for lift Okaloosa County hurricanes, generators are Hurricane & Tropical stations, wells, booster OkaloosaCounty - Water & Sewer within the 8 2010 needed to keep lift stations, Storm; and Severe yes Okaloosa County Okaloosa County $1,200,000.00 X No Funding 1 year Existing Y 39 stations and wstewater Dept. Okaloosa County wells, booster stations, and Storms treatment plants Water & Sewer wastewater treatment plants Service Area in working order. An automatic transfer emergency generator is needed at Lift Station #1 to prevent sewage overflow Hurricane and Tropical Emergency into Santa Rosa Sound in City of Fort Walton City of Fort Walton City of Fort Walton Beach - Water & City of Fort 9 1999 Storm; and Severe yes $37,000.00 X No Funding 3 months Existing Y 39 Generators case of power failure. An Beach Beach Sewer Dept. Walton Beach Storm additional portable generator is needed to accommodate other Lift Stations within the City. Storm proof lift stations 4,8,9,10,14,15, & 17. elevate tops of wet wells, Hurricane & Tropical valve boxes, relocation of Flood Proofing Lift Storm; Flood; Land City of Valparaiso - Water & Sewer City of 10 2010 emergency power supplies, yes City of Valparaiso City of Valparaiso $600,000.00 X No Funding 3 months Existing Y 39 Stations Erosion; Severe Storms; Dept. Valparaiso and storm hardening and Beach Erosion controls. To include bulkheads and/or retaining walls E-1 Packet Pg. 71  Okaloosa County 2011 LMS Appendex E YEAR MITIGATION GOALS MATCH (if AGENCY RESPONSIBLE FOR ESTIMATED PROJECT STATUS IF DEFERRED, TIMEFRAME FOR MiTIGATE NEW OR HMGP PRIORITY NAME OF PROJECT PROJECT DESCRIPTION HAZARDS MITIGATED FUNDING SOURCE JURISDICTION BENEFICIARY SUBMITTED ACHIEVED Applicable) IMPLEMENTATION COST WHY COMPLETION EXISTING? ELIGIBLE NEW COMPLETED DELETED DEFERRED Points Restoration of Restoration of wetlands in Hurricane & Tropical wetlands in Glenwood Glenwood Park and Town of Cinco Town of Cinco 11 2010 Storm: Flood; Storm yes Town of Cinco Bayou Town of Cinco Bayou - Public Works $15,000.00 X No Funding 1 year Existing Y 39 Park and upgrade the upgrade the park's drainage Bayou Bayou Surge drainage system system Sewer pump Station Location is unstable and 12 13 protective 2010 susceptible to erosion and Land Erosion yes City of Niceville City of Niceville City of Niceville - Water & Sewer Dept. $ 10,000.00 X No Funding 90 days Existing City of Niceville Y 37 measures washing. The Coleman Lake outfall runs under Main Street in the City of Destin through a structurally deficient earthen Dam Safety; Hurricane & Dunes of Destin Lake dam. Based on increasing 13 2010 Tropical Storm; Flood; yes City of Destin City of Destin City of Destin - Public Works $600,000.00 X 3 months Existing City of Destin Y 36 Drainage Project frequency and depths of and Severe Storms potholes at the outfall location, it is eveident that the structure is leaking and could lead to failure Hurricane and Tropical Culvert is to small to 14 85-A Culvert Crossing 1999 Storm; Flood; and yes City of Laurel Hill City of Laurel Hill City of Laurel Hill - Public Works Dept. $30,000.00 X No Funding 120 days Existing City of Laurel Hill Y 36 accommodate stormwater Severe Storms There are several properties, including concrete masonry unit houses built with slab on grade, which flood during Repetitive Loss Flood; Hurricane & Existing Building storm events. Due to this City of Fort Walton City of Fort Walton City of Fort 15 Relocation and/or 1999 Tropical Storm; Severe Mitigation in Flood- City of Fort Walton Beach $2,000,000.00 + X No Funding 18 months Existing Y 35 type of construction, Beach Beach Walton Beach Acquisition Storms and Storm Surge prone locations elevation is not an alternative. The structures should be relocated or acquired by the City to prevent future losses. Installation of new high efficency .2 million High efficiency .2 gallon/day lift station. Flood; Hurricane & City of 16 million gal/day lift at 2011 Current lift at ation handles Tropical Storm; Severe yes City of Valparaiso City of Valparaiso City of Valparaiso - Public Works Dept $700,000.00 X No Funding 1 year Existing Y 34 Valparaiso ation 50% of all sewage, is Storms and Storm Surge located in the flood zone, and is obsolete Hurricane & Tropical Storm; Flood; Severe Town of 17 Warning Siren 2010 For all emergency warnings Storms; Storm Surge; yes Town of Shalimar Town of Shalimar Town of Shalimar $30,000.00 X No Funding 120 days Existing Y 34 Shalimar Heat Wave and Drought; and Wildfire Required for new developments with a density of 4 dwelling Undergrounding of Hurricane/Tropical Okaloosa $158,000.00 per units per acre and Unincorporated 18 1999 Okaloosa County Okaloosa County and Developers X On going Existing Y 37 Utilities Storms County/Developer mile new road Okaloosa construction. Per Ord 91-1 as amended Section 6.01.052 3 A portion of Arena Road, an unimproved roadway, holds water during wet periods Hurricane & Tropical Arena Road Drainage and floods during high 19 2010 Storm; Flood; and yes City of Crestview City of Crestview City of Crestview - Public Works Dept. $51,000.00 X No Funding 90 days Existing City of Crestview Y 33 Improvements rainfall events. This project Severe Storms would pipe water from the road and direct it to a retention pond. E-2 Packet Pg. 72  Okaloosa County 2011 LMS Appendex E YEAR MITIGATION GOALS MATCH (if AGENCY RESPONSIBLE FOR ESTIMATED PROJECT STATUS IF DEFERRED, TIMEFRAME FOR MiTIGATE NEW OR HMGP PRIORITY NAME OF PROJECT PROJECT DESCRIPTION HAZARDS MITIGATED FUNDING SOURCE JURISDICTION BENEFICIARY SUBMITTED ACHIEVED Applicable) IMPLEMENTATION COST WHY COMPLETION EXISTING? ELIGIBLE NEW COMPLETED DELETED DEFERRED Points Unincorporated Lift Station is old and in the Hurricane & Tropical Okaloosa County floodplain. New lift station Beal Street Lift Station Storm; Flood; severe Okaloosa County - Water & Sewer within the 20 2010 needs to be in the same yes Okaloosa County Okaloosa County $600,000.00 X No Funding 18 months Existing Y 33 Relocation storms; and Storm Dept. Okaloosa County vicinity, at a higher Surge Water & Sewer elevation. Service Area Lift stations 11, 20, and 21 Retaining Walls for Lift are subject to occasional Hurricane and Tropical City of Crestview - Water & Sewer 21 Stations #11, #20, and 2010 flooding but can be Storm; Flood; and yes City of Crestview City of Crestview $18,000.00 X No Funding 60 days Existing City of Crestview Y 32 Dept. #21 protected by the installation Severe Storms of retaining walls. Resurfacing of Resurface the streets Hurricane/Tropical Storm Town of Cinco Town of Cinco Bayou - Public Works Town of Cinco 22 secondary/residential 2010 maintained by the Town of yes Town of Cinco Bayou $500,000.00 X No Funding 1 year Existing Y 31 and Flooding Bayou Dept. Bayou streets Cinco Bayou Unincorporated South Regional stormwater Hurricane & Tropical Okaloosa County Avenue/Thornhill Road 23 2010 management and drainage Storm; Flood; and yes Okaloosa County Okaloosa County Okaloosa County - Public Works Dept. $5,000,000.00 X No Funding 770 days Existing within the Y 31 Area Drainage improvements. Severe Storms Thornhill Road Improvements Area Shady Persistent drainage Hurricane & Tropical 24 Lane/Woodlawn 2010 problems causing flooding Storm; Flood; and yes City of Crestview City of Crestview City of Crestview - Public Works Dept. $412,000.00 X No Funding 150 days Existing City of Crestview Y 31 Drainage Problems and road closures Severe Storms Rehab on 18" gravity sewer Unincorporated line made of vitrified clay. It Okaloosa County Racetrack Road Hurriance/Tropical Storm Okaloosa County - Water & Sewer 25 2010 is crumbling and allowing yes Okaloosa County Okaloosa County $1,800,000.00 X No Funding 6 months Existing within the Y 31 Sanitary Sewer Rehab and Flood Dept. infiltration into the sewer Racetrack Road system. area Increased flows during heavy rains and hurricane Hurricane & Tropical Force main upgrade, conditions overwhelm the City of Crestview - Water & Sewer 26 2010 Storms; Flood; and yes City of Crestview City of Crestview $300,000.00 X No Funding 90 days Existing City of Crestview Y 31 Lift Station #10 force main at Lift Station Dept. Severe Storms #10 that serves the county jail and surrounding area. Several wood frame houses with a crawl space Existing Building Elevation of Repetitive undernearth are in need of Flood, Hurricane/Tropical City of Fort Walton City of Fort Walton City of Fort Walton Beach - Building City of Fort 27 1999 Mitigation in Flood- $540,000.00 X No Funding 1 year Existing Y 31 Loss Structures elevation or acquisition due Storm, Storm Surge Beach Beach Dept. Walton Beach prone locations to frequent flooding during storm events. All traffic signals that are not All Jurisdictions - currently on mast arms Building Construction mast arms are Intersection Mast rated at 140 mph need to be City of Fort Walton City of Fort Walton City of Fort Walton Beach - Public 28 2010 All hazards and Wind; $896,000.00 X No Funding 1 year Existing located on Y 30 Arms updated. There are six Beach Beach Works Dept. Communications Hurricane intersections for a total of evacuation routes 18 mast arms needed. The Kennedy Lakes area in NW Crestview is plagued by low water pressures, While the pressure is adequate to provide water to residences, Elevated Potable it is dangerously low for fire City of Crestview - Water & Sewer 29 Water Storage Tank- 2010 Wildfire yes City of Crestview City of Crestview $1,000,000.00 X No Funding 270 days Existing City of Crestview Y 30 protection. The storage tank Dept. Kennedy Lakes Area is necessary to provide additional storage and head pressure to flight wildfires or multiple structure fires in this area. Stormwater drainage analysis and infrastructure Unincorporated Hurricane & Tropical Port Dixie Stormwater repair/replacement for the Okaloosa County 30 2010 Storm; Flood; and yes Okaloosa County Okaloosa County Okaloosa County - Public Works Dept. $5,000,000.00 X No Funding 770 days Existing Y 30 System Repair Port Dixie drainage area to within the Port Severe Storms resolve regional flooding Dixie Area and stormwater problems. E-3 Packet Pg. 73  Okaloosa County 2011 LMS Appendex E YEAR MITIGATION GOALS MATCH (if AGENCY RESPONSIBLE FOR ESTIMATED PROJECT STATUS IF DEFERRED, TIMEFRAME FOR MiTIGATE NEW OR HMGP PRIORITY NAME OF PROJECT PROJECT DESCRIPTION HAZARDS MITIGATED FUNDING SOURCE JURISDICTION BENEFICIARY SUBMITTED ACHIEVED Applicable) IMPLEMENTATION COST WHY COMPLETION EXISTING? ELIGIBLE NEW COMPLETED DELETED DEFERRED Points Installation of standby generators at each of 8 existing un-interuptable standvy generators at power supply City of 31 8 power supply 2011 locations.Ensures All hazards yes City of Valparaiso City of Valparaiso City of Valparaiso - Public Works Dept $77,000.00 X No Funding 6 months Existing Y 30 Valparaiso locations continuted operation of cable communication system for emergency broadcast capabilities Northern Pines - Unincorporated Regional stormwater Hurricane & Tropical Forest Heights Okaloosa County 32 2010 management and drainage Storm; Flood; and yes Okaloosa County Okaloosa County Okaloosa County - Public Works Dept. $5,000,000.00 X No Funding 770 days Existing Y 30 Drainage within the Forest improvements. Severe Storms Improvements Heights Area Bryn Mawr Subdivision City of Mary 33 2010 Flood yes City of Mary Esther City of Mary Esther City of Mary Esther $700,000.00 X No Funding 120 days Existing Y 30 Drainage Esther Acquisition of dedicated portable generators and Acquisition of quick disconnects for traffic All jurisdictions- Emergency signals, so that vehicles can Hwy 85 is a 34 Generators and Traffic All Hazards yes City of Crestview City of Crestview City of Crestview - Public Works Dept. $3,300.00 X No Funding 60 days Existing Y 29 safely operate during a loss hurricane Signal Quick of electrical power evacuation route Disconnects associated with a hurricane or other disaster Unincorporated Replace electrical and Hurricane & Tropical Okaloosa County Island #2 and #3 Lift control systems at 3 coastal Okaloosa County - Water & Sewer 35 Storm; Flood; and Storm yes Okaloosa County Okaloosa County $225,000.00 X No Funding 1 year Existing within the Y 29 Station Retrofit lift stations that have Dept. Surge Okaloosa Island damaged by wind and salt. area and tourist Provide hardward to interface post-storm power 8 Traffic Signals-Quick All jurisdictions - sources to aid in efficient 36 Disconnect for All hazards yes City of Destin City of Destin City of Destin - Public Works Dept. $40,000.00 X No Funding 6 months Existing Hwy 98 is an Y 28 traffic control and to free up Highway 98 evacuation route emergency personnel for other efforts Unincorporated Sylvania Heights Retrofit drainage Okaloosa County Drainage Hurricane & Tropical 37 improvements to reduce yes Okaloosa County Okaloosa County Okaloosa County - Public Works Dept. $5,000,000.00 X No Funding 770 days Existing within the Y 28 Improvements Phase Storm; and Flood flooding potential. Sylvania Heights 2 area replace old piping in existing Unincorporated Okaloosa on golf course lake (Shoal Okaloosa County 38 Shoal River Dr. dam 2010 Dam Safety yes Okaloosa County County/NWFLWM Okaloosa County/NWFLWMD $300,000.00 X No Funding 90 days Existing Y 28 River Drive is located on top within the Shoal D of this dam) River area Provide a post-storm power source for traffic signals to All Jurisdictions - Portable Generators 39 2010 move traffic and free up All hazards yes City of Destin City of Destin City of Destin - Public Works Dept. $35,000.00 X No Funding 6 months Existing Hwy 98 is an Y 26 for Traffic Signals emergency personnel for evacuation route other efforts Only a few traffic signals in Crestview have been upgraded to mast arms. City of Crestview Because the major and All Okaloosa Traffic Signal Upgrade 40 2010 highways in Crestview are All hazards yes City of Crestview City of Crestview City of Crestview - Public Works Dept. $3,000,000.00 X No Funding 6 months Existing County- Hwy 85 Y 26 to Mast Arm hurricane evacuation routes is a hurricane the mast arms are needed evacuation route to resist damage by high winds E-4 Packet Pg. 74  Okaloosa County 2011 LMS Appendex E YEAR MITIGATION GOALS MATCH (if AGENCY RESPONSIBLE FOR ESTIMATED PROJECT STATUS IF DEFERRED, TIMEFRAME FOR MiTIGATE NEW OR HMGP PRIORITY NAME OF PROJECT PROJECT DESCRIPTION HAZARDS MITIGATED FUNDING SOURCE JURISDICTION BENEFICIARY SUBMITTED ACHIEVED Applicable) IMPLEMENTATION COST WHY COMPLETION EXISTING? ELIGIBLE NEW COMPLETED DELETED DEFERRED Points Fred Hedrick and Chester Structural Soundness Pruitt Recreation Centers Hurricane & Tropical of Existing Local Armoring Critical are utilized as storm City of Fort Walton City of Fort Walton City of Fort Walton Beach - Public City of Fort 41 1999 Storm; and Severe Government Centers; $138,000.00 X No Funding 6 months Existing Y 26 Facilities shelters and should be Beach Beach Works Dept. Walton Beach Storms Availability of Public retrofitted for 140 mph wind Sheltering resistance. Norriego Point is the tip of Holiday Isle and provides protection to Destin harbor. Project anticipates Permanent stabilizing or hardening the Beach Erosion; and City of Destin 42 Stabilization of 1999 point for improved storm yes City of Destin City of Destin City of Destin - Public Works Dept. $7,000,000.00 X No Funding 2 years Existing Y 25 Storm Surge and tourist Norriego Point protection, minimizing harbor channel shoaling and to preserve habitat and recreational areas provided by the point Installation of water distribution isolation valves Hurricane & Tropical Water distribution to preserve water quality Storms; Flood; Severe City of 43 2011 yes City of Valparaiso City of Valparaiso City of Valparaiso - Public Works Dept $150,000.00 X No Funding 1 year Existing Y 24 isolation valves and losses in the event of Storms: Erosion and Valparaiso system depresurization for storm Surge any reason Construct new public works Hurricane & Tropical New Public Works maintenance garage in City of 44 2010 Storms; Flood; and yes City of Valparaiso City of Valparaiso City of Valparaiso - Public Works Dept $750,000.00 X No Funding 18 months New Y 23 Maintenance Yard accordance with Florida Valparaiso Severe Storms Building Codes Wind Retrofit of Golf The Golf Course Clubhouse Course Clubhouse & Hurricane & Tropical Structural Soundness does not currently meet the Fity of Fort Walton City of Fort Walton City of Fort Walton Beach - Public City of Fort 45 Develop Backup 1999 Storm; Flood; and of Existing Local $100,000.00 X No Funding 6 months Existing Y 23 140 mph wind code for Beach Beach Works Dept. Walton Beach Emergency Operation Severe Storms Government Centers building construction. Center Brewer Circle Redesign and replace Flood, Hurricane/Tropical City of Mary 46 2013 no City of Mary Esther City of Mary Esther City of Mary Esther $350,000.00 X No Funding 120 days Existing 22 Concrete Culvert stormwater culvert Storm Esther Hardening of conventional single famile detached County Wide Wind 47 2011 homesteaded dwellings to All Hazards yes ALL Jurisdictions 25% Private All Jurisdictions All Jurisdictions $3,000,000.00 X No Funding 1 year Existing All Jurisdictions Y 17 Retrofit meet current FBC wind requirements /REMOVED PROJECTS Main Okaloosa Island Replacement of existing lift Hurricane/Tropical Storm Okaloosa County - Water & Sewer Okaloosa County 5 Lift Station 2010 yes Okaloosa County Okaloosa County $3,400,000.00 Completed by other funds- per e-mail from Mark Wise - Wat 2 years Existing Y station, to include elevation and Flooding Dept. and tourist replacement E-5 Packet Pg. 75 JURISDICTION DEPARTMENT MEMBER STREET ADDRESS CITY STATE ZIP CODE E-MAIL ADDRESS Okaloosa County Growth Management - Director Elliot Kampert 402 Brookmeade Drive Crestview FL 32539 ekampert@co.okaloosa.fl.us Okaloosa County Growth Management - Planning Coordinator Sherry Reed 402 Brookmeade Drive Crestview FL 32539 sreed@co.okaloosa.fl.us Okaloosa County Growth Management - Transit Coordinator & Grants Manager Lani Birchett 600 Transit Way Fort Walton Beach FL 32547 lbirchett@co.okaloosa.fl.us Okaloosa County Growth Management - Grants Specialist Abra McGill 600 Transit Way Fort Walton Beach FL 32547 amcgill@co.okaloosa.fl.us Okaloosa County Public Works - County Engineer Jason Autrey 1759 S Ferdon Blvd Crestview FL 32536 jautrey@co.okaloosa.fl.us Okaloosa County Public Safety - Emergency Management Division Chief Randy McDaniel 6 11th Ave Suite G-1 Shalimar FL 32579 rmcdaniel@co.okaloosa.fl.us Okaloosa County Public Safety - Emergency Management Coordinator Ken Wolfe 6 11th Ave Suite G-1 Shalimar FL 32579 kwolfe@co.okaloosa.fl.us Okaloosa County Water & Sewer - Engineering Manager Mark Wise 1804 Lewis Turner Blvd. Fort Walton Beach FL 32547 mwise@co.okaloosa.fl.us Okaloosa County School Board Facilities Planning Director Dr. Bill Smith 202A Hwy 85 Niceville FL 32578 smithb@mail.okaloosa.k12.fl.us City of Crestview Planning Official Eric Davis P.O. Drawer 1209 Crestview FL 32536 ericdavis@cityofcrestview.org City of Destin Public Services Director Steve Schmidt 4200 Indian Bayou Trail Destin FL 32541 sschmidt@cityofdestin.com City of Fort Walton Beach Planner II Stella Jones 107 Miracle Strip Pkwy SW Fort Walton Beach FL 32548 ejones@fwb.org City of Laurel Hill City Clerk Anita Miller P.O. Box 158 Laurel Hill FL 32567 clhclerk@fairpoint.net City of Mary Esther Code Enforcement Bobby H 195 Christobal Rd. N Mary Esther FL 32569 City of Mary Esther City Manager Lynn Oler 195 Christobal Rd. N Mary Esther FL 32569 cmgr@cityofmaryesther.com City of Niceville City Planner Bruce Price 208 N. Partin Drive Niceville FL 32578 bprice@niceville.org City of Valparaiso City Administrator Carl Scott 465 Valparaiso Pkwy. Valparaiso FL 32580 cityadministrator@valp.org Town of Cinco Bayou Town Manager/Clerk Nell Dykes 10 Yacht Club Dr. Cinco Bayou FL 32548 nelldykes@cincobayou.com Town of Shalimar Town Manager Tom Burns 2 Cherokee Rd. Shalimar FL 32579 shalimartom@yahoo.com Hurlburt Field Glen Lattanze FL glenn.lattanze@hurlburt.af.mil Eglin Air Force Base Jeff Fanto FL marion.cook@eglin.af.mil Northwest Florida State College 100 College Blvd. E Niceville FL 32578 Florida Division of Forestry Senior Forester Maria Wilson 7050 Hwy 189 N Baker FL 32531 wilsonm@doacs.state.fl.us Citizen Morton Peterson petersonmhjr@cox.net Citizen City of Laurel Hill Mayor Joan Smith P.O. Box 158 Laurel Hill FL 32567 clhmayor@fairpoint.net Amy Daopoulos amy@flmgccoxmail.com David Underwood DavidUnderwood@okaloosagas.com bwell1@me.com Red Cross Amy Eden amy.eden@redcross.org Packet Pg. 76 PHONE NUMBER 850-689-5080 850-689-7917 850-833-9173 850-833-9173 850-689-5772 850-651-7150 850-651-7150 850-651-7171 850-301-3024 850-689-1618 850-837-6869 850-833-9697 850-652-4441 850-243-3566 850-729-4008 850-729-5402 850-833-3405 850-651-5723 850-822-8054 850-689-7838 850-652-4441 850-432-7601 Packet Pg. 77 Packet Pg. 78  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: January 7, 2014 TO: Honorable Chairman and Members of the Board FROM: Military Order of the Purple Heart SUBJECT: Purple Heart Month Proclamation Request approval of a proclamation designating the month of January as Military Purple Heart Month in Okaloosa County. Packet Pg. 79  PROCLAMATION WHEREAS, the Purple Heart is the oldest military decoration in present use and was initially created as the Badge of Military Merit by General George Washington in 1782; and WHEREAS, the Purple Heart is the first American service award or decoration made available to the common soldier and is specifically awarded to any member of the United States Armed Services wounded or killed in combat with a declared enemy of the United States; and WHEREAS, the mission of the Military Order of the Purple Heart, chartered by an Act of Con- gress, is to foster an environment of goodwill among the combat wounded veteran members and their families; promote patriotism, support legislative initiatives and most importantly—make sure that we never forget; and WHEREAS, Okaloosa County is the First Purple Heart County in the State of Florida; and WHERAS, Okaloosa County is the home of the US Air Force Air Armament Museum which houses the Memorial Wall honoring all deceased Florida resident Purple Heart recipients since September 11, 2001; and WHEREAS, Okaloosa County is the home to two Medal of Honor and Purple Heart Recipients Retired, Deceased: Colonel George E. “Bud” Day, USAF and Chief Warrant Officer 4 Mi- chael J. Novosel, US Army, and is home to over 900 active and retired military members living in its communities who have been awarded the Purple Heart; and WHEREAS, Okaloosa County recognizes the commitment and increasing sacrifices military families, especially our Gold Star and Blue Star families, are making and has pledged through its Military Community Covenant to support those who serve and through which we build strong communi- ties. NOW, THEREFORE, BE IT RESOLVED by the Board of Commissioners of Okaloosa County, Florida, that we do hereby proclaim January 2014 as MILITARY PURPLE HEART MONTH In Honor of Florida’s Fallen Heroes DULY PASSED AND ADOPTED this 7th day of January, 2014. BOARD OF COMMISSIONERS OKALOOSA COUNTY, FLORIDA ATTEST: _________________________________ CHARLES K. WINDES, JR. CHAIRMAN ___________________________ DON W. HOWARD CLERK OF CIRCUIT COURT Packet Pg. 80  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: January 7, 2014 TO: Honorable Chairman and Members of the Board FROM: John Hofstad SUBJECT: Rocky Bayou Drive Sidewalk Improvements (Design LAP) DEPARTMENT: Public Works BCC DISTRICT: 5 STATEMENT OF ISSUE: The Florida Department of Transportation (FDOT) has issued a LAP Agreement to Okaloosa County in the amount of $26,213.00 for Design of the Rocky Bayou Drive Sidewalk Improvements Project. Design must be completed by December 31, 2014. There is no funding match required by Okaloosa County within this Agreement. BACKGROUND AND ANALYSIS: The Rocky Bayou Drive Sidewalk Improvements Project was first submitted to the West Florida Regional Planning Council’s Transportation Enhancement Program for consideration in 2000. The project was found to be eligible for funding and has been supported by annual resubmittals since that time. The project will consist of adding 5' pedestrian sidewalk along the south side of Rocky Bayou Drive from Forest Road to Huntington Circle in Niceville, FL. OPTIONS: Approve/Disapprove execution of the LAP Agreement and authorization for staff to administer all future related documents during the term of the grant including, but not limited to, the Resolution of Authorization and subsequent permission to advertise the Request for Qualifications (RFQ). RECOMMENDATION: Staff requests the Board of County Commissioners approve execution of the LAP Agreement and authorization for staff to administer all future related documents during the term of the grant including, but not limited to, the Resolution of Authorization and subsequent permission to advertise the Request for Qualifications (RFQ). . RECOMMENDED BY: Packet Pg. 81 APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 82  RESOLUTION No. _________ BE IT RESOLVED by the BOARD OF COUNTY COMMISSIONERS, OKALOOSA COUNTY, FLORIDA, that Charles K. Windes, Jr., Chairman of the Board of County Commissioners, Okaloosa County, Florida be authorized to execute the following LOCAL AGENCY PROGRAM AGREEMENT on behalf of Okaloosa County to provide for the following project: Design of the Rocky Bayou Drive Sidewalk Project FPID: 433572-1-38-01 DULY PASSED AND ADOPTED THIS DAY OF , 2014. BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA ___________________________________ Charles K. Windes, Jr. CHAIRMAN ATTESTS: CLERK OF CIRCUIT COURT OKALOOSA COUNTY, FLORIDA GARY J. STANFORD DEPUTY CLERK Packet Pg. 83  STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION 525-010-40 PRODUCTION SUPPORT LOCAL AGENCY PROGRAM AGREEMENT OGC– 09/13 Page 1 FPN: 433572-1-38-01 Fund: SE, STP FLAIR Approp: Federal No: 8886-341-A Org Code: FLAIR Obj: FPN: Fund: FLAIR Approp: Federal No: Org Code: FLAIR Obj: FPN: Fund: FLAIR Approp: Federal No: Org Code: FLAIR Obj: FPN: Fund: FLAIR Approp: Federal No: Org Code: FLAIR Obj: County No:(57) Okaloosa Contract No: Vendor No: VF596000765015 Data Universal Number System (DUNS) No: 80-939-7102 Local Agency DUNS No: 61-327-7649 Catalog of Federal Domestic Assistance (CFDA): 20.205 Highway Planning and Construction THIS AGREEMENT, made and entered into this day of , by and between the STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION, an agency of the State of Florida, hereinafter called the Department, and Okaloosa County B.O.C.C. hereinafter called the Agency. W I T N E S S E T H: WHEREAS, the Agency has the authority to enter into this Agreement and to undertake the project hereinafter described, and the Department has been granted the authority to function adequately in all areas of appropriate jurisdiction including the implementation of an integrated and balanced transportation system and is authorized under Section 339.12, Florida Statutes, to enter into this Agreement; NOW, THEREFORE, in consideration of the mutual covenants, promises and representations herein, the parties agree as follows: 1.00 Purpose of Agreement: The purpose of this Agreement is to provide for the Department’s participation in the design of the Rocky Bayou Drive Sidewalk Project and as further described in Exhibit "A" attached hereto and by this reference made a part hereof, hereinafter called the “project,” and to provide Department financial assistance to the Agency and state the terms and conditions upon which such assistance will be provided and the understandings as to the manner in which the project will be undertaken and completed. 1.01 Attachments: Exhibit(s) A, B, C & 1 are attached and made a part hereof. 2.01 General Requirements: The Agency shall complete the project as described in Exhibit "A" with all practical dispatch, in a sound, economical, and efficient manner, and in accordance with the provisions herein, and all applicable laws. The project will be performed in accordance with all applicable Department procedures, guidelines, manuals, standards, and directives as described in the Department's Local Agency Program Manual, which by this reference is made a part hereof as if fully set forth herein. Time is of the essence as to each and every obligation under this Agreement. A full time employee of the Agency, qualified to ensure that the work being pursued is complete, accurate, and consistent with the terms, conditions, and specifications of this Agreement shall be in charge of each project. Inactivity and Removal of Any Unbilled Funds Once the Department issues a Notice to Proceed (NTP) for the Project, the Agency shall be obligated to submit an invoice or other request for reimbursement to the Department for all work completed for the Project no less frequently than on a quarterly basis, beginning from the day the NTP is issued. If the Agency fails to submit quarterly (or more frequently than quarterly) invoices to the Department as required herein and in the event said failure to timely submit invoices to the Department results in FHWA removing any unbilled funding or in the loss of State appropriation authority (which may include the loss of state and Federal funds, if there are state funds programmed to the Project), then the Agency will be solely responsible to provide all funds necessary to complete the Project and the Department will not be obligated to provide any additional funding for the Project. The Agency waives the right to contest such removal of funds by the Department, if the removal is related to FHWA’s withdrawal of funds or if the removal is related to the loss of State Packet Pg. 84  STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION 525-010-40 PRODUCTION SUPPORT LOCAL AGENCY PROGRAM AGREEMENT OGC– 09/13 Page 2 appropriation authority. In addition to the loss of funding for the Project, the Department will also consider the de- certification of the Agency for future LAP projects. Removal of All Funds If all funds are removed from the project, including amounts previously billed to the Department and reimbursed to the Agency, and the project is off the state highway system, then the department will have to request repayment for the previously billed amounts from the Local Agency. No state funds can be used on off-system projects. 2.02 Expiration of Agreement: The Agency agrees to complete the project on or before December 31, 2014. If the Agency does not complete the project within this time period, this Agreement will expire on the last day of the scheduled completion as provided in this paragraph unless an extension of the time period is requested by the Agency and granted in writing by the Department prior to the expiration of this Agreement. Expiration of this Agreement will be considered termination of the project. The cost of any work performed after the expiration date of this Agreement will not be reimbursed by the Department. 2.03 Pursuant to Federal, State, and Local Laws: In the event that any election, referendum, approval, permit, notice or other proceeding or authorization is requisite under applicable law to enable the Agency to enter into this Agreement or to undertake the project hereunder or to observe, assume or carry out any of the provisions of the Agreement, the Agency will initiate and consummate, as provided by law, all actions necessary with respect to any such matters so requisite. 2.04 Agency Funds: The Agency shall initiate and prosecute to completion all proceedings necessary, including federal-aid requirements, to enable the Agency to provide the necessary funds for completion of the project. 2.05 Submission of Proceedings, Contracts, and Other Documents: The Agency shall submit to the Department such data, reports, records, contracts, and other documents relating to the project as the Department and the Federal Highway Administration (FHWA) may require. The Agency shall use the Department’s Local Agency Program Information Tool and applicable information systems as required. 3.00 Project Cost: 3.01 Total Cost: The total cost of the project is $ 26,213. This amount is based upon the schedule of funding in Exhibit "B." The Agency agrees to bear all expenses in excess of the total cost of the project and any deficits involved. The schedule of funding may be modified by mutual agreement as provided for in paragraph 4.00. 3.02 Department Participation: The Department agrees to participate in the project cost to the extent provided in Exhibit "B." This amount includes federal-aid funds which are limited to the actual amount of federal-aid participation. 3.03 Limits on Department Funds: Project costs eligible for Department participation will be allowed only from the date of this Agreement. It is understood that Department participation in eligible project costs is subject to: a) Legislative approval of the Department's appropriation request in the work program year that the project is scheduled to be committed; b) Availability of funds as stated in paragraphs 3.04 and 3.05 of this Agreement; c) Approval of all plans, specifications, contracts or other obligating documents and all other terms of this Agreement; and d) Department approval of the project scope and budget at the time appropriation authority becomes available. 3.04 Appropriation of Funds: The Department’s performance and obligation to pay under this Agreement is contingent upon an annual appropriation by the Legislature. If the Department's funding for this project is in multiple fiscal years, funds approval from the Department's Comptroller must be received each fiscal year prior to costs being incurred. See Exhibit “B” for funding levels by fiscal year. Project costs utilizing these fiscal year funds are not eligible for reimbursement if incurred prior to funds approval being received. The Department will notify the Agency, in writing, when funds are available. Packet Pg. 85  STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION 525-010-40 PRODUCTION SUPPORT LOCAL AGENCY PROGRAM AGREEMENT OGC– 09/13 Page 3 3.05 Multi-Year Commitment: In the event this Agreement is in excess of $25,000 and has a term for a period of more than one year, the provisions of Section 339.135(6)(a), Florida Statutes, are hereby incorporated: "(a) The Department, during any fiscal year, shall not expend money, incur any liability, or enter into any contract which, by its terms, involves the expenditure of money in excess of the amounts budgeted as available for expenditure during such fiscal year. Any contract, verbal or written, made in violation of this subsection is null and void, and no money may be paid on such contract. The Department shall require a statement from the comptroller of the Department that funds are available prior to entering into any such contract or other binding commitment of funds. Nothing herein contained shall prevent the making of contracts for periods exceeding 1 year, but any contract so made shall be executory only for the value of the services to be rendered or agreed to be paid for in succeeding fiscal years, and this paragraph shall be incorporated verbatim in all contracts of the Department which are for an amount in excess of $25,000 and which have a term for a period of more than 1 year." 3.06 Notice-to-Proceed: No cost may be incurred under this Agreement until the Agency has received a written Notice- to-Proceed (NTP) from the Department. The Agency agrees to advertise or put the project out to bid thirty (30) days from the date the Department issues the NTP to advertise the project. If the Agency is not able to meet the scheduled advertisement, the District LAP Administrator should be notified as soon as possible. 3.07 Limits on Federal Participation: Federal-aid funds shall not participate in any cost which is not incurred in conformity with applicable Federal and State laws, the regulations in 23 Code of Federal Regulations (C.F.R.) and 49 C.F.R., and policies and procedures prescribed by the Division Administrator of FHWA. Federal funds shall not be paid on account of any cost incurred prior to authorization by the FHWA to the Department to proceed with the project or part thereof involving such cost (23 C.F.R. 1.9 (a)). If FHWA or the Department determines that any amount claimed is not eligible, federal participation may be approved in the amount determined to be adequately supported and the Department shall notify the Agency in writing citing the reasons why items and amounts are not eligible for federal participation. Where correctable non-compliance with provisions of law or FHWA requirements exists, Federal funds may be withheld until compliance is obtained. Where non-compliance is not correctable, FHWA or the Department may deny participation in parcel or project costs in part or in total. For any amounts determined to be ineligible for federal reimbursement for which the Department has advanced payment, the Agency shall promptly reimburse the Department for all such amounts within 90 days of written notice. 4.00 Project Estimate and Disbursement Schedule: Prior to the execution of this Agreement, a project schedule of funding shall be prepared by the Agency and approved by the Department. The Agency shall maintain said schedule of funding, carry out the project, and shall incur obligations against and make disbursements of project funds only in conformity with the latest approved schedule of funding for the project. The schedule of funding may be revised by mutual written agreement between the Department and the Agency. If revised, a copy of the revision should be forwarded to the Department's Comptroller and to the Department's Federal-aid Program Office. No increase or decrease shall be effective unless it complies with fund participation requirements of this Agreement and is approved by the Department’s Comptroller. 5.00 Records: 5.01 Establishment and Maintenance of Accounting Records: Records of costs incurred under the terms of this Agreement shall be maintained and made available upon request to the Department at all times during the period of this Agreement and for 5 years after the final payment is made. Copies of these documents and records shall be furnished to the Department upon request. Records of costs incurred include the Agency's general accounting records and the project records, together with supporting documents and records of the Agency and all subcontractors performing work on the project and all other records of the Agency and subcontractors considered necessary by the Department for a proper audit of costs. If any litigation, claim or audit is started before the expiration of the 5-year period, the records shall be retained until all litigation, claims or audit findings involving the records have been resolved. 5.02 Costs Incurred for Project: The Agency shall charge to the project account all eligible costs of the project except costs agreed to be borne by the Agency or its contractors and subcontractors. Costs in excess of the programmed funding or attributable to actions which have not received the required approval of the Department shall not be considered eligible costs. Packet Pg. 86  STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION 525-010-40 PRODUCTION SUPPORT LOCAL AGENCY PROGRAM AGREEMENT OGC– 09/13 Page 4 5.03 Documentation of Project Costs: All costs charged to the project, including any approved services contributed by the Agency or others, shall be supported by properly executed payrolls, time records, invoices, contracts or vouchers evidencing in proper detail the nature and propriety of the charges. 5.04 Audit Reports: Recipients of federal and state funds are to have audits done annually using the following criteria: The administration of resources awarded by the Department to the Agency may be subject to audits and/or monitoring by the Department, as described in this section. Monitoring: In addition to reviews of audits conducted in accordance with OMB Circular A-133 and Section 215.97, Florida Statutes, as revised (see “Audits” below), monitoring procedures may include, but not be limited to, on-site visits by Department staff, limited scope audits as defined by OMB Circular A-133, as revised, and/or other procedures. By entering into this Agreement, the recipient agrees to comply and cooperate fully with any monitoring procedures/processes deemed appropriate by the Department. In the event the Department determines that a limited scope audit of the recipient is appropriate, the recipient agrees to comply with any additional instructions provided by the Department staff to the Agency regarding such audit. The Agency further agrees to comply and cooperate with any inspections, reviews, investigations or audits deemed necessary by the Department’s Office of Inspector General (OIG), and the Chief Financial Officer (CFO) or Auditor General. Audits Part I - Federally Funded: Recipients of federal funds (i.e., state, local government or non-profit organizations as defined in OMB Circular A-133, as revised) are to have audits done annually using the following criteria: 1. In the event that the recipient expends $500,000 or more in federal awards in its fiscal year, the recipient must have a single or program-specific audit conducted in accordance with the provisions of OMB Circular A-133, as revised. Exhibit “1” of this Agreement indicates federal resources awarded through the Department by this Agreement. In determining the federal awards expended in its fiscal year, the recipient shall consider all sources of federal awards, including federal resources received from the Department. The determination of amounts of federal awards expended should be in accordance with the guidelines established by OMB Circular A-133, as revised. An audit of the recipient conducted by the Auditor General in accordance with the provisions OMB Circular A-133, as revised, will meet the requirements of this part. 2. In connection with the audit requirements addressed in Part I, paragraph 1 the recipient shall fulfill the requirements relative to auditee responsibilities as provided in Subpart C of OMB Circular A-133, as revised. 3. If the recipient expends less than $500,000 in federal awards in its fiscal year, an audit conducted in accordance with the provisions of OMB Circular A-133, as revised, is not required. However, if the recipient elects to have an audit conducted in accordance with the provisions of OMB Circular A-133, as revised, the cost of the audit must be paid from non-federal resources (i.e., the cost of such an audit must be paid from recipient resources obtained from other than federal entities). 4. Federal awards are to be identified using the Catalog of Federal Domestic Assistance (CFDA) title and number, award number and year, and name of the awarding federal agency. Part II - State Funded: Recipients of state funds (i.e., a non-state entity as defined by Section 215.97(2) (l), Florida Statutes) are to have audits done annually using the following criteria: 1. In the event that the recipient expends a total amount of state financial assistance equal to or in excess of $500,000 in any fiscal year of such recipient, the recipient must have a state single or project-specific audit for such fiscal year in accordance with Section 215.97, Florida Statutes, applicable rules of the Executive Office of the Governor and the CFO, and Chapters 10.550 (local governmental entities) or 10.650 (nonprofit and for-profit organizations), Rules of the Auditor General. Exhibit “1” to this Agreement indicates state financial assistance awarded through the Department by this Agreement. In determining the state financial assistance expended in its fiscal year, the recipient shall consider all sources of state financial assistance, including state financial assistance received from the Department, other state agencies, and other non-state entities. State financial assistance does not include federal direct or pass-through awards and resources received by a non-state entity for federal program matching requirements. Packet Pg. 87  STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION 525-010-40 PRODUCTION SUPPORT LOCAL AGENCY PROGRAM AGREEMENT OGC– 09/13 Page 5 2. In connection with the audit requirements addressed in Part II, paragraph 1, the recipient shall ensure that the audit complies with the requirements of Section 215.97(7), Florida Statutes. This includes submission of a financial reporting package as defined by Section 215.97(2) (d), Florida Statutes, and Chapters 10.550 (local governmental entities) or 10.650 (nonprofit and for-profit organizations), Rules of the Auditor General. 3. If the recipient expends less than $500,000 in state financial assistance in its fiscal year, an audit conducted in accordance with the provisions of Section 215.97, Florida Statutes, is not required. However, if the recipient elects to have audit conducted in accordance with the provisions of Section 215.97, Florida Statutes, the cost of the audit must be paid from the non-state entity’s resources (i.e., the cost of such an audit must be paid from the recipient’s resources obtained from other than State entities). 4. State awards are to be identified using the Catalog of State Financial Assistance (CSFA) title and number, award number and year, and name of the state agency awarding it. Part III - Other Audit Requirements: The recipient shall follow up and take corrective action on audit findings. Preparation of a Summary Schedule of Prior Year Audit Findings, including corrective action and current status of the audit findings is required. Current year audit findings require corrective action and status of findings. Records related to unresolved audit findings, appeals or litigation shall be retained until the action is completed or the dispute is resolved. Access to project records and audit work papers shall be given to the Department, the Department of Financial Services, and the Auditor General. This section does not limit the authority of the Department to conduct or arrange for the conduct of additional audits or evaluations of state financial assistance or limit the authority of any other state official. Part IV - Report Submission: 1. Copies of financial reporting packages for audits conducted in accordance with OMB Circular A-133, as revised, and required by Part I of this Agreement shall be submitted, when required by Section .320 (d), OMB Circular A- 133, as revised, by or on behalf of the recipient directly to each of the following: a) The Department at each of the following address(es): Dustin Castells District 3 LAP Administrator 1074 Highway 90 • Post Office Box 607 Chipley, Florida 32428-0607 b) The Federal Audit Clearinghouse designated in OMB Circular A-133, as revised (the number of copies required by Sections .320 (d)(1) and (2), OMB Circular A-133, as revised), at the following address: Federal Audit Clearinghouse Bureau of the Census th 1201 East 10 Street Jeffersonville, IN 47132 c) Other federal agencies and pass-through entities in accordance with Sections .320 (e) and (f), OMB Circular A-133, as revised. 2. In the event that a copy of the financial reporting package required by Part I of this Agreement and conducted in accordance with OMB Circular A-133, as revised, is not required to be submitted to the Department for reasons pursuant to Section .320 (e)(2), OMB Circular A-133, as revised, the recipient shall submit the required written notification pursuant to Section .320 (e)(2) and a copy of the recipient’s audited Schedule of Expenditures of Federal Awards directly to each of the following: Dustin Castells District 3 LAP Administrator 1074 Highway 90 • Post Office Box 607 Packet Pg. 88  STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION 525-010-40 PRODUCTION SUPPORT LOCAL AGENCY PROGRAM AGREEMENT OGC– 09/13 Page 6 Chipley, Florida 32428-0607 In addition, pursuant to Section .320 (f), OMB Circular A-133, as revised, the recipient shall submit a copy of the financial reporting package described in Section .320 (c), OMB Circular A-133, as revised, and any Management Letters issued by the auditor, to the Department at each of the following addresses: Dustin Castells District 3 LAP Administrator 1074 Highway 90 • Post Office Box 607 Chipley, Florida 32428-0607 3. Copies of the financial reporting package required by Part II of this Agreement shall be submitted by or on behalf of the recipient directly to each of the following: a) The Department at each of the following address(es): Dustin Castells District 3 LAP Administrator 1074 Highway 90 • Post Office Box 607 Chipley, Florida 32428-0607 b) The Auditor General’s Office at the following address: Auditor General’s Office Room 401, Pepper Building 111 West Madison Street Tallahassee, Florida 32399-1450 4. Copies of reports or the Management Letter required by Part III of this Agreement shall be submitted by or on behalf of the recipient directly to: a) The Department at each of the following address(es): Dustin Castells District 3 LAP Administrator 1074 Highway 90 • Post Office Box 607 Chipley, Florida 32428-0607 5. Any reports, Management Letters, or other information required to be submitted to the Department pursuant to this Agreement shall be submitted in a timely manner in accordance with OMB Circular A-133, as revised, Florida Statutes, and Chapters 10.550 (local governmental entities) or 10.650 (nonprofit and for-profit organizations), Rules of the Auditor General, as applicable. 6. Recipients, when submitting financial reporting packages to the Department for audits done in accordance with OMB Circular A-133, as revised, or Chapters 10.550 (local governmental entities) or 10.650 (nonprofit and for- profit organizations), Rules of the Auditor General, should indicate the date that the financial reporting package was delivered to the recipient in correspondence accompanying the financial reporting package. Part V - Record Retention: The recipient shall retain sufficient records demonstrating its compliance with the terms of this Agreement for a period of at least 5 years from the date the audit report is issued and shall allow the Department or its designee, the state CFO or Auditor General access to such records upon request. The recipient shall ensure that the independent audit documentation is made available to the Department, or its designee, the state CFO or Auditor General upon request for a period of at least 5 years from the date the audit report is issued, unless extended in writing by the Department. Packet Pg. 89  STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION 525-010-40 PRODUCTION SUPPORT LOCAL AGENCY PROGRAM AGREEMENT OGC– 09/13 Page 7 5.05 Inspection: The Agency shall permit, and shall require its contractors to permit, the Department's authorized representatives and authorized agents of FHWA to inspect all work, workmanship, materials, payrolls, and records and to audit the books, records, and accounts pertaining to the financing and development of the project. The Department reserves the right to unilaterally cancel this Agreement for refusal by the Agency or any contractor, sub- contractor or materials vendor to allow public access to all documents, papers, letters or other material subject to the provisions of Chapter 119, Florida Statutes, and made or received in conjunction with this Agreement (Section 287.058(1) (c), Florida Statutes). 5.06 Uniform Relocation Assistance and Real Property Statistical Report: For any project requiring additional right- of-way, the Agency must submit to the Department an annual report of its real property acquisition and relocation assistance activities on the project. Activities shall be reported on a federal fiscal year basis, from October 1 through September 30. The report must be prepared using the format prescribed in 49 C.F.R. Part 24, Appendix B, and be submitted to the Department no later than October 15 of each year. 6.00 Requisitions and Payments: Requests for reimbursement for fees or other compensation for services or expenses incurred shall be submitted in detail sufficient for a proper pre-audit and post-audit thereof (Section 287.058(1)(a), Florida Statutes). All recipients of funds from this Agreement, including those contracted by the Agency, must submit bills for any travel expenses, when authorized by the terms of this Agreement, in accordance with Section 112.061, Florida Statutes, and Chapter 3-“Travel“ of the Department’s Disbursement Operations Manual, Topic 350-030-400 (Section 287.058(1)(b), Florida Statutes). If, after project completion, any claim is made by the Department resulting from an audit or for work or services performed pursuant to this Agreement, the Department may offset such amount from payments due for work or services done under any agreement which it has with the Agency owing such amount if, upon demand, payment of the amount is not made within 60 days to the Department. Offsetting any amount pursuant to this paragraph shall not be considered a breach of contract by the Department. 7.00 Department Obligations: Subject to other provisions hereof, the Department will honor requests for reimbursement to the Agency in amounts and at times deemed by the Department to be proper to ensure the carrying out of the project and payment of the eligible costs. However, notwithstanding any other provision of this Agreement, the Department may elect by notice in writing not to make a payment if: 7.01 Misrepresentation: The Agency shall have made misrepresentation of a material nature in its application, or any supplement thereto or amendment thereof or in or with respect to any document of data furnished therewith or pursuant hereto; 7.02 Litigation: There is then pending litigation with respect to the performance by the Agency of any of its duties or obligations which may jeopardize or adversely affect the project, the Agreement or payments to the project; 7.03 Approval by Department: The Agency shall have taken any action pertaining to the project which, under this Agreement, requires the approval of the Department or has made related expenditure or incurred related obligations without having been advised by the Department that same are approved; 7.04 Conflict of Interests: There has been any violation of the conflict of interest provisions contained here in paragraph 12.07. 7.05 Default: The Agency has been determined by the Department to be in default under any of the provisions of the Agreement. 7.06 Federal Participation: The Department may suspend or terminate payment for that portion of the project which the FHWA, or the Department acting in lieu of FHWA, may designate as ineligible for federal-aid. 7.07 Disallowed Costs: In determining the amount of the payment, the Department will exclude all projects costs incurred by the Agency prior to the effective date of this Agreement or the date of authorization, costs incurred after the expiration of the Agreement, costs which are not provided for in the latest approved schedule of funding in Exhibit “B” for Packet Pg. 90  STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION 525-010-40 PRODUCTION SUPPORT LOCAL AGENCY PROGRAM AGREEMENT OGC– 09/13 Page 8 the project, costs agreed to be borne by the Agency or its contractors and subcontractors for not meeting the project commencement and final invoice time lines, and costs attributable to goods or services received under a contract or other arrangements which have not been approved in writing by the Department. 7.08 Final Invoices: The Agency must submit the final invoice on the project to the Department within 120 days after the completion of the project. Invoices submitted after the 120-day time period may not be paid. 8.00 Termination or Suspension of Project: 8.01 Termination or Suspension Generally: The Department may, by written notice to the Agency, suspend any or all of its obligations under this Agreement until such time as the event or condition resulting in such suspension has ceased or been corrected or the Department may terminate this Agreement in whole or in part at any time the interest of the Department requires such termination. (a) If the Department determines that the performance of the Agency is not satisfactory, the Department shall notify the Agency of the deficiency in writing with a requirement that the deficiency be corrected within thirty (30) days of such notice. Such notice shall provide reasonable specificity to the Agency of the deficiency that requires correction. If the deficiency is not corrected within such time period, the Department may either (1) immediately terminate the Agreement as set forth in paragraph 8.(b) below, or (2) take whatever action is deemed appropriate by the Department to correct the deficiency. In the event the Department chooses to take action and not terminate the Agreement, the Agency shall, upon demand, promptly reimburse the Department for any and all costs and expenses incurred by the Department in correcting the deficiency. (b) If the Department terminates the Agreement, the Department shall notify the Agency of such termination in writing, with instructions to the effective date of termination or specify the stage of work at which the Agreement is to be terminated. (c) If the Agreement is terminated before the project is completed, the Agency shall be paid only for the percentage of the project satisfactorily performed for which costs can be substantiated. Such payment, however, shall not exceed the equivalent percentage of the contract price. All work in progress will become the property of the Department and will be turned over promptly by the Agency. 8.02 Action Subsequent to Notice-of-Termination or Suspension: Upon receipt of any final termination or suspension notice under this paragraph, the Agency shall proceed promptly to carry out the actions required therein which may include any or all of the following: (a) necessary action to terminate or suspend, as the case may be, project activities and contracts and such other action as may be required or desirable to keep to a minimum the costs upon the basis of which the financing is to be computed; (b) furnish a statement of the project activities and contracts and other undertakings the cost of which are otherwise includable as project costs. The termination or suspension shall be carried out in conformity with the latest schedule, plan, and cost as approved by the Department or upon the basis of terms and conditions imposed by the Department upon the failure of the Agency to furnish the schedule, plan, and estimate within a reasonable time. The closing out of federal financial participation in the project shall not constitute a waiver of any claim which the Department may otherwise have arising out of this Agreement. 9.00 Contracts of Agency: 9.01 Third Party Agreements: Except as otherwise authorized in writing by the Department, the Agency shall not execute any contract or obligate itself in any manner requiring the disbursement of Department funds, including consultant or construction contracts or amendments thereto, with any third party with respect to the project without the written approval of the Department. Failure to obtain such approval shall be sufficient cause for nonpayment by the Department. The Department specifically reserves unto itself the right to review the qualifications of any consultant or contractor and to approve or disapprove the employment of the same. 9.02 Compliance with Consultants' Competitive Negotiation Act: It is understood and agreed by the parties hereto that participation by the Department in a project with the Agency, where said project involves a consultant contract for engineering, architecture or surveying services, is contingent on the Agency’s complying in full with provisions of Section 287.055, Florida Statutes, Consultants’ Competitive Negotiation Act. At the discretion of the Department, the Agency will involve the Department in the consultant selection process for all projects. In all cases, the Agency's attorney shall certify to the Department that selection has been accomplished in compliance with the Consultants’ Competitive Negotiation Act. Packet Pg. 91  STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION 525-010-40 PRODUCTION SUPPORT LOCAL AGENCY PROGRAM AGREEMENT OGC– 09/13 Page 9 10.00 Disadvantaged Business Enterprise (DBE) Policy and Obligation: It is the policy of the Department that DBE’s, as defined in 49 C.F.R. Part 26, as amended, shall have the opportunity to participate in the performance of contracts financed in whole or in part with Department funds under this Agreement. The DBE requirements of applicable federal and state laws and regulations apply to this Agreement. The Agency and its contractors agree to ensure that DBE’s have the opportunity to participate in the performance of this Agreement. In this regard, all recipients and contractors shall take all necessary and reasonable steps in accordance with applicable federal and state laws and regulations to ensure that the DBE’s have the opportunity to compete for and perform contracts. The Agency and its contractors and subcontractors shall not discriminate on the basis of race, color, national origin or sex in the award and performance of contracts, entered pursuant to this Agreement. Furthermore, the Agency agrees that: (a) Each financial assistance agreement signed with a US-DOT operating administration (or a primary recipient) must include the following assurance: “The recipient shall not discriminate on the basis of race, color, national origin, or sex in the award and performance of any DOT-assisted contract or in the administration of its DBE program or the requirements of 49 C.F.R. Part 26. The recipient shall take all necessary and reasonable steps under 49 C.F.R. Part 26 to ensure nondiscrimination in the award and administration of DOT-assisted contracts. The recipient's DBE program, as required by 49 C.F.R. Part 26 and as approved by Department, is incorporated by reference in this Agreement. Implementation of this program is a legal obligation and failure to carry out its terms shall be treated as a violation of this Agreement. Upon notification to the recipient of its failure to carry out its approved program, the Department may impose sanctions as provided for under 49 C.F.R. Part 26 and may, in appropriate cases, refer the matter for enforcement under 18 U.S.C. 1001 and/or the Program Fraud Civil Remedies Act of 1986 (31 U.S.C. 3801 et seq.).” (b) Each contract signed with a contractor (and each subcontract the prime contractor signs with a subcontractor) must include the following assurance: “The contractor, subrecipient or subcontractor shall not discriminate on the basis of race, color, national origin, or sex in the performance of this contract. The contractor shall carry out applicable requirements of 49 C.F.R. Part 26 in the award and administration of DOT-assisted contracts. Failure by the contractor to carry out these requirements is a material breach of this contract, which may result in the termination of this contract or such other remedy as the recipient deems appropriate.” 11.00 Compliance with Conditions and Laws: The Agency shall comply and require its contractors and subcontractors to comply with all terms and conditions of this Agreement and all federal, state, and local laws and regulations applicable to this project. Execution of this Agreement constitutes a certification that the Agency is in compliance with, and will require its contractors and subcontractors to comply with, all requirements imposed by applicable federal, state, and local laws and regulations, including the “Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion – Lower Tier Covered Transactions,” in 49 C.F.R. Part 29, when applicable. 11.01 Performance Evaluation: Agencies are evaluated on a project-by-project basis. The evaluations provide information about oversight needs and provide input for the recertification process. Evaluations are submitted to the Agency’s Responsible Charge or designee as part of the project closeout process. The Department provides the evaluation to the Agency no more than 30 days after final acceptance. 11.02 Performance Evaluation Ratings: Each evaluation will result in one of three ratings. A rating of Unsatisfactory Performance means the Agency failed to develop the project in accordance with applicable federal and state regulations, standards and procedures, required excessive District involvement/oversight, or the project was brought in-house by the Department. A rating of Satisfactory Performance means the Agency developed the project in accordance with applicable federal and state regulations, standards and procedures, with minimal District involvement/oversight. A rating of Above Satisfactory Performance means the Agency developed the project in accordance with applicable federal and state regulations, standards and procedures, without District involvement/oversight. 11.03 Delegation of Authority: The District will determine which functions can be further delegated to Agencies that continuously earn Satisfactory and Above Satisfactory evaluations. Packet Pg. 92  STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION 525-010-40 PRODUCTION SUPPORT LOCAL AGENCY PROGRAM AGREEMENT OGC– 09/13 Page 10 12.00 Restrictions, Prohibitions, Controls, and Labor Provisions: 12.01 Equal Employment Opportunity: In connection with the carrying out of any project, the Agency shall not discriminate against any employee or applicant for employment because of race, age, religion, color, sex, national origin, disability or marital status. The Agency will take affirmative action to ensure that applicants are employed and that employees are treated during employment without regard to their race, age, religion, color, gender, national origin, disability or marital status. Such action shall include, but not be limited to, the following: employment upgrading, demotion or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The Agency shall insert the foregoing provision modified only to show the particular contractual relationship in all its contracts in connection with the development of operation of the project, except contracts for the standard commercial supplies or raw materials, and shall require all such contractors to insert a similar provision in all subcontracts, except subcontracts for standard commercial supplies or raw materials. When the project involves installation, construction, demolition, removal, site improvement or similar work, the Agency shall post, in conspicuous places available to employees and applicants for employment for project work, notices to be provided by the Department setting forth the provisions of the nondiscrimination clause. 12.02 Title VI – Civil Rights Act of 1964: The Agency will comply with all the requirements imposed by Title VI of the Civil Rights Act of 1964, the regulations of the U.S. Department of Transportation issued thereunder, and the assurance by the Agency pursuant thereto. The Agency shall include provisions in all contracts with third parties that ensure compliance with Title VI of the Civil Rights Act of 1964, 49 C.F.R. Part 21, and related statutes and regulations. 12.03 Americans with Disabilities Act of 1990 (ADA): The Agency will comply with all the requirements as imposed by the ADA, the regulations of the Federal government issued thereunder, and assurance by the Agency pursuant thereto. 12.04 Public Entity Crime: A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid on a contract to provide any goods or services to a public entity; may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work; may not submit bids on leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor or consultant under a contract with any public entity; and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, Florida Statutes, for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list. 12.05 Discrimination: In accordance with Section 287.134, Florida Statutes, an entity or affiliate who has been placed on the Discriminatory Vendor List, kept by the Florida Department of Management Services, may not submit a bid on a contract to provide goods or services to a public entity; may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work; may not submit bids on leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor or consultant under a contract with any public entity; and may not transact business with any public entity. 12.06 Suspension, Revocation, Denial of Qualification or Determination of Contractor Non-Responsibility: An entity or affiliate who has had its Certificate of Qualification suspended, revoked, denied or have further been determined by the Department to be a non-responsible contractor may not submit a bid or perform work for the construction or repair of a public building or public work on a contract with the Agency. 12.07 Prohibited Interests: Neither the Agency nor any of its contractors or their subcontractors shall enter into any contract, subcontract or arrangement in connection with the project or any property included or planned to be included in the project in which any member, officer or employee of the Agency or the locality during tenure or for 2 years thereafter has any interest, direct or indirect. If any such present or former member, officer or employee involuntarily acquires or had acquired prior to the beginning of tenure any such interest, and if such interest is immediately disclosed to the Agency, the Agency, with prior approval of the Department, may waive the prohibition contained in this paragraph provided that any such present member, officer or employee shall not participate in any action by the Agency or the locality relating to such contract, subcontract or arrangement. The Agency shall insert in all contracts entered into in connection with the project or any property included or planned to be included in any project, and shall require its contractors to insert in each of their subcontracts, the following provision: Packet Pg. 93  STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION 525-010-40 PRODUCTION SUPPORT LOCAL AGENCY PROGRAM AGREEMENT OGC– 09/13 Page 11 "No member, officer or employee of the Agency or of the locality during his tenure or for 2 years thereafter shall have any interest, direct or indirect, in this contract or the proceeds thereof." The provisions of this paragraph shall not be applicable to any agreement between the Agency and its fiscal depositories or to any agreement for utility services the rates for which are fixed or controlled by a governmental agency. 12.08 Interest of Members of, or Delegates to, Congress: No member or delegate to the Congress of the United States shall be admitted to any share or part of this Agreement or any benefit arising therefrom. 13.00 Miscellaneous Provisions: 13.01 Environmental Regulations: The Agency will be solely responsible for compliance with all the applicable environmental regulations, for any liability arising from non-compliance with these regulations, and will reimburse the Department for any loss incurred in connection therewith. The Agency will be responsible for securing any applicable permits. 13.02 Department Not Obligated to Third Parties: The Department shall not be obligated or liable hereunder to any individual or entity not a party to this Agreement. 13.03 When Rights and Remedies Not Waived: In no event shall the making by the Department of any payment to the Agency constitute or be construed as a waiver by the Department of any breach of covenant or any default which may then exist on the part of the Agency and the making of such payment by the Department, while any such breach or default shall exist, shall in no way impair or prejudice any right or remedy available to the Department with respect to such breach or default. 13.04 How Agreement Is Affected by Provisions Being Held Invalid: If any provision of this Agreement is held invalid, the remainder of this Agreement shall not be affected. In such an instance, the remainder would then continue to conform to the terms and requirements of applicable law. 13.05 Bonus or Commission: By execution of the Agreement, the Agency represents that it has not paid and, also agrees not to pay, any bonus or commission for the purpose of obtaining an approval of its application for the financing hereunder. 13.06 State Law: Nothing in the Agreement shall require the Agency to observe or enforce compliance with any provision or perform any act or do any other thing in contravention of any applicable state law. If any of the provisions of the Agreement violate any applicable state law, the Agency will at once notify the Department in writing in order that appropriate changes and modifications may be made by the Department and the Agency to the end that the Agency may proceed as soon as possible with the project. 13.07 Plans and Specifications: In the event that this Agreement involves constructing and equipping of facilities, the Agency shall submit to the Department for approval all appropriate plans and specifications covering the project. The Department will review all plans and specifications and will issue to the Agency a written approval with any approved portions of the project and comments or recommendations covering any remainder of the project deemed appropriate. After resolution of these comments and recommendations to the Department's satisfaction, the Department will issue to the Agency a written approval with said remainder of the project. Failure to obtain this written approval shall be sufficient cause of nonpayment by the Department. The Agency will physically include Form FHWA-1273 in all its contracts and subcontracts. 13.08 Right-of-Way Certification: Upon completion of right-of-way activities on the project, the Agency must certify compliance with all applicable federal and state requirements. Certification is required prior to advertisement for or solicitation of bids for construction of the project, including those projects for which no right-of-way is required. 13.09 Agency Certification: The Agency will certify in writing, prior to project closeout that the project was completed in accordance with applicable plans and specifications, is in place on the Agency’s facility, adequate title is in the Agency’s name, and the project is accepted by the Agency as suitable for the intended purpose. Packet Pg. 94  STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION 525-010-40 PRODUCTION SUPPORT LOCAL AGENCY PROGRAM AGREEMENT OGC– 09/13 Page 12 13.10 Agreement Format: All words used herein in the singular form shall extend to and include the plural. All words used in the plural form shall extend to and include the singular. All words used in any gender shall extend to and include all genders. 13.11 Execution of Agreement: This Agreement may be simultaneously executed in a minimum of two counterparts, each of which so executed shall be deemed to be an original and such counterparts together shall constitute one and the same instrument. 13.12 Restrictions on Lobbying: Federal: The Agency agrees that no federally-appropriated funds have been paid, or will be paid by or on behalf of the Agency, to any person for influencing or attempting to influence any officer or employee of any federal agency, a Member of Congress, an officer or employee of Congress or an employee of a Member of Congress in connection with the awarding of any federal contract, the making of any federal grant, the making of any federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment or modification of any federal contract, grant, loan or cooperative agreement. If any funds other than federally-appropriated funds have been paid by the Agency to any person for influencing or attempting to influence an officer or employee of any federal agency, a Member of Congress, an officer or employee of Congress or an employee of a Member of Congress in connection with this Agreement, the undersigned shall complete and submit Standard Form-LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions. The Agency shall require that the language of this paragraph be included in the award documents for all subawards at all tiers (including subcontracts, subgrants, and contracts under grants, loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly. State: No funds received pursuant to this contract may be expended for lobbying the Legislature, the judicial branch or a state agency. 13.13 Maintenance: The Agency agrees to maintain any project not on the State Highway System constructed under this Agreement. If the Agency constructs any improvement on Department right-of-way, the Agency will will not maintain the improvements made for their useful life. 13.14 Vendors Rights: Vendors (in this document identified as the Agency) providing goods and services to the Department should be aware of the following time frames. Upon receipt, the Department has 30 working days to inspect and approve the goods and services unless the bid specifications, purchase order or contract specifies otherwise. The Department has 20 days to deliver a request for payment (voucher) to the Department of Financial Services. The 20 days are measured from the latter of the date the invoice is received or the goods or services are received, inspected, and approved. If a payment is not available within 40 days after receipt of the invoice and the receipt, inspection, and approval of goods and services, a separate interest penalty in accordance with Section 215.422(3) (b), Florida Statutes, will be due and payable in addition to the invoice amount to the Agency. Interest penalties of less than one $1 will not be enforced unless the Agency requests payment. Invoices which have to be returned to the Agency because of Agency preparation errors will result in a delay in the payment. The invoice payment requirements do not start until a properly completed invoice is provided to the Department. A Vendor Ombudsman has been established within the Department of Financial Services. The duties of this individual include acting as an advocate for Agencies who may be experiencing problems in obtaining timely payment(s) from the Department. The Vendor Ombudsman may be contacted at 850-413-5516. 13.15 Reimbursement of Federal Funds: The Agency shall comply with all applicable federal guidelines, procedures, and regulations. If at any time a review conducted by Department and or FHWA reveals that the applicable federal guidelines, procedures, and regulations were not followed by the Agency and FHWA requires reimbursement of the funds, the Agency will be responsible for repayment to the Department of all funds awarded under the terms of this Agreement. Packet Pg. 95  STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION 525-010-40 PRODUCTION SUPPORT LOCAL AGENCY PROGRAM AGREEMENT OGC– 09/13 Page 13 13.16 E- VERIFY The Agency: 1. shall utilize the U.S. Department of Homeland Security’s E-Verify system to verify the employment eligibility of all new employees hired by Agency during the term of the contract; and 2. shall expressly require any subcontractors performing work or providing services pursuant to the state contract to likewise utilize the U.S. Department of Homeland Security’s E-Verify system to verify the employment eligibility of all new employees hired by the subcontractor during the contract term. Packet Pg. 96  STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION 525-010-40 PRODUCTION SUPPORT LOCAL AGENCY PROGRAM AGREEMENT OGC– 09/13 Page 14 IN WITNESS WHEREOF, the parties have caused these presents to be executed the day and year first above written. AGENCY Okaloosa County B.O.C.C STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION By: By: Name: Charles K. Windes, Jr. Name: Jason D. Peters, P.E. Title: Chairman Title: Director of Transportation Development Attest: Attest: Title: Title: Legal Review: See attached Encumbrance Form for date of funding approval by Comptroller. Packet Pg. 97  STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION 525-010-40 PROJECT MANAGEMENT OFFICE LOCAL AGENCY PROGRAM AGREEMENT 08/06 Page14 EXHIBIT “A” PROJECT DESCRIPTION AND RESPONSIBILITIES FPN: 433572-1-38-01 This exhibit forms an integral part of the Agreement between the State of Florida, Department of Transportation and the Okaloosa County B.O.C.C.. PROJECT LOCATION: The project is X is not on the National Highway System. The project is X is not on the State Highway System. PROJECT DESCRIPTION: This is a Transportation Alternative project to design a 5’ sidewalk on Rocky Bayou Drive from Forest Road to Huntington Circle. SPECIAL CONSIDERATIONS BY AGENCY: The audit report(s) required in the Agreement shall include a Schedule of Project Assistance that will reflect the Department’s contract number, the Financial Project Number (FPN), the Federal Authorization Number (FAN), where applicable, the amount of state funding action (receipt and disbursement of funds), any federal or local funding action, and the funding action from any other source with respect to the project. The Agency shall commence the project’s activities subsequent to the execution of this Agreement and shall perform in accordance with the following schedule: a) Design to be completed by December 31, 2014. If this schedule cannot be met, the Agency will notify the Department in writing with a revised schedule or the project is subject to the withdrawal of federal funding. The Agency shall be responsible for verifying that the NEPA document is adhered to for the life of the project. This project will be designed within existing right of way. No work shall begin until a Notice to Proceed is issued by the Department. SPECIAL CONSIDERATIONS BY DEPARTMENT: The Cultural Resource Assessment Survey (including coordination with the State Historic Preservation Officer) and all documentation necessary to support the environmental Class of Action Determination will be the responsibility of the Department. The Department will reimburse the Agency for the eligible costs directly related to the design not to exceed $26,213. Packet Pg. 98  STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION 525-010-40 PRODUCTION SUPPORT LOCAL AGENCY PROGRAM AGREEMENT 09/11 Page 15 EXHIBIT “B” SCHEDULE OF FUNDING AGENCY NAME & BILLING ADDRESS FPN: 433572-1-38-01 Okaloosa County B.O.C.C. 302 N Wilson Street, Ste 203 Crestview, Fl 32536 PROJECT DESCRIPTION Name: Rocky Bayou Drive Sidewalk Length: 1.271 miles Termini: Forest Road to Huntington Circle FUNDING (1) (2) (3) TOTAL AGENCY STATE & TYPE OF WORK By Fiscal Year PROJECT FUNDS FUNDS FEDERAL FUNDS Planning FY: 2010-2011 FY: 2011-2012 FY: 2012-2013 Total Planning Cost Project Development & Environment (PD&E) FY: 2010-2011 FY: 2011-2012 FY: 2012-2013 Total PD&E Cost Design FY: 2011-2012 FY: 2012-2013 FY: 2013-2014 $26,213 $0 $26,213 Total Design Cost Right-of-Way FY: 2011-2012 FY: 2012-2013 FY: 2013-2014 Total Right-of-Way Cost Construction FY: 2011-2012 FY: 2012-2013 FY: 2013-2014 FY: 2014-2015 Total Construction Cost Construction Engineering and Inspection (CEI) FY: 2012-2013 FY: 2013-2014 FY: 2014-2015 Total CEI Cost Total Construction and CEI Costs TOTAL COST OF THE PROJECT $26,213 $0 $26,213 The Department's fiscal year begins on July 1. For this project, funds are not projected to be available until after the 1st of July of each fiscal year. The Department will notify the Agency, in writing, when funds are available. Packet Pg. 99  STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION 525-010-40 PROJECT MANAGEMENT OFFICE LOCAL AGENCY PROGRAM AGREEMENT 07/09 Page16 EXHIBIT “C” RESTRICTION ON CONSULTANT’S ELIGIBILITY TO COMPETE FOR DEPARTMENT ASSISTED CONTRACTS FPN: 433572-1-38-01 This exhibit forms an integral part of the Agreement between the State of Florida, Department of Transportation and Okaloosa County B.O.C,C.. EXISTING CONSULTANT CONTRACTS: Existing consultant or professional services contracts shall not be used in the development and delivery of this project, doing so will federalize the existing contract. All consultant and professional services contracts associated with this project shall be advertised and selected in accordance with the Consultants Competitive Negotiations Act (CCNA). Consult the District LAP Administrator for the appropriate federal language that must appear in each consultant contract. CONSULTANT CEI CONTRACTS: A consultant firm or its affiliate that was the engineer of record (EOR) on a project shall not be considered for construction engineering and inspection (CEI) services, as a prime, on the same project. A consultant firm or its affiliate who was the EOR on a project may only be considered for CEI services as a sub consultant to the prime CEI firm with the approval of the Department prior to submittal of letters of response. A consultant firm or its affiliate who was the sub to the EOR on a project may only be considered for CEI services, as prime, on the same project, with the approval of the Department prior to submittal of letters of response. The Department’s approval shall be based on the extent of the firm’s involvement in the design of the project or CEI services, as the case may be, and the potential of hindrance I of any objective decision making. A consultant or its affiliate who performed geotechnical services for the EOR shall not be considered as a sub to the firm providing CEI services on the same project, in any capacity. DESIGN-BUILD CONTRACTS: The contractor or design professional cannot team, as a prime, with other firms to submit more than one bid per project. The secondary member (i.e., designer or contractor) of the design-build team cannot change, after award, without the written approval of the Department. A professional firm shall not be considered for CEI services, either as a prime or a sub, for a Design-Build contract for which the same firm or its affiliate is the EOR or is sub to the EOR. A consultant firm, its affiliate, or sub consultant that is under contract with the Local Agency to develop the RFP for a Design-Build contract cannot be part of a Design-Build Team proposing on that contract as a prime or a sub consultant. A consultant firm, its affiliate, or sub consultant that is under contract with the Local Agency to provide CEI services on the Design-Build contract cannot be part of a Design-Build Team proposing on that contract as a prime or sub consultant. A consultant or its affiliate, who was the prime EOR on a Design-Bid-Build project, where the project is switched to Design-Build, may participate on a Design-Build contract with the approval of the Department. The Department shall consider level of design (% completed) by the EOR, the number of component design plans by different EOR’s, etc. Packet Pg. 100  STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION 525-010-40 PROJECT MANAGEMENT OFFICE LOCAL AGENCY PROGRAM AGREEMENT 08/06 Page17 EXHIBIT “1” SINGLE AUDIT ACT Federal Resources Awarded to the Recipient Pursuant to This Agreement Consist of the Following: Federal Agency: Federal Highway Administration CFDA #: 20.205 Highway Planning and Construction Amount: FPID 433572-1-38-01 ………..………………………………………………$26,213 Compliance Requirement: Allowable Activities: To be eligible, most projects must be located on public roads that are not functionally classified as local. The major exceptions are the Highway Bridge Replacement and Rehabilitation Program, which provides assistance for bridges on and off the federal-aid highways, highway safety activities, bicycle and pedestrian projects, transportation enhancement activities, the recreational trails program, and planning, research, development, and technology transfer. Proposed projects meeting these and other planning, design, environmental, safety, etc., requirements can be approved on the basis of state and local priorities within the limit of the funds apportioned or allocated to each state. Allowable Costs: Eligible activities and allowable costs will be determined in accordance with Title 23 and Title 49 C.F.R. and the OMB cost principles applicable to the recipient/sub-recipient. Eligibility: By law, the federal-aid highway program is a federally assisted state program that requires each state to have a suitably equipped and organized transportation department. Therefore, most projects are administered by or through State Departments of Transportation (State DOTs). Projects to be funded under the federal-aid highway program are generally selected by state DOTs or Metropolitan Planning Organizations (MPOs), in cooperation with appropriate local officials, as specified in 23 U.S.C. and implementing regulations. Territorial highway projects are funded in the same manner as other federal-aid highway projects, with the territorial transportation agency functioning in a manner similar to a state DOT. Most Florida Land Highway Program (FLHP) projects are administered by the Federal Highway Administration (FHWA) Office of Federal Lands Highway and its Divisions or by the various Florida Land Management Agencies (FLMAs). Under the FLHP, projects in the Indian Reservation Road (IRR) Program are selected by Tribal Governments and are approved by the Bureau of Indian Affairs (BIA) and the FHWA. Due to recent legislation, Tribal Governments meeting certain requirements may now administer various IRR projects on behalf of the BIA and FHWA. The Fish and Wildlife Service (FWS) and the National Park Service (NPS) select projects in the Refuge Road and Park Roads and Parkways Programs, respectively. For the Forest Highway Program, the Forest Service, the States and the FHWA jointly select projects. Compliance Requirements Applicable to the Federal Resources Awarded Pursuant to This Agreement Are As Follows: The recipient of Local Agency Program (LAP) funding must comply with the statutory requirements in Sections 112.061, 215.422, 339.12, and 339.135, Florida Statutes, and Title 23 and Title 49, C.F.R. Packet Pg. 101  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: January 7, 2014 TO: Honorable Chairman and Members of the Board FROM: John Hofstad SUBJECT: Marler Park Boat Parking & Outdoor Exhibit Area: Change Order #2 DEPARTMENT: Public Works BCC DISTRICT: 2 STATEMENT OF ISSUE: On July 23, 2013, Okaloosa County entered into a contract with Gulf Atlantic Constructors, Inc. to perform the work associated with the Marler Park Boat Parking & Outdoor Exhibit Area project. Due to constructability issues with the original trench drain system, all parties have agreed to the revised system shown on Change Order No. 2. BACKGROUND: Gulf Atlantic Constructors, Inc. (GAC) was awarded the construction contract for the Marler Park Boat Parking & Outdoor Exhibit Area project. Improvements include the construction of additional boat trailer parking to be located on the southeast side of Marler Park along a new entrance road. An outdoor exhibit area will also be constructed to be used by the Emerald Coast Conference Center for outdoor attractions and events. This exhibit area consists of a 150' x 200' concrete slab with trench drain system. Through construction activities, several issues were discovered with the proposed trench drain system. To resolve all issues a revised trench drain system (ACO K200) has been agreed on by all parties as the best solution. Per Purchasing policy, Change Order 2 (in the amount of $53,085.19) requires Board approval. OPTIONS: Approve/disapprove Change Order No. 2 for the Marler Park Boat Parking & Outdoor Exhibit Area Project in the amount of $53,085.19. RECOMMENDATIONS: Approve/disapprove Change Order No. 2 for the Marler Park Boat Parking & Outdoor Exhibit Area Project in the amount of $53,085.19. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 102 Packet Pg. 103 Packet Pg. 104  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: January 7, 2014 TO: Honorable Chairman and Members of the Board FROM: Cindy Pederson, Administrative Director, Public Defender SUBJECT: Public Defenders Office - Request for Reserve Funding A request submitted by the Public Defender's Office for reserve funding in the amount of $3,960 is attached for review. Packet Pg. 105 Packet Pg. 106 Packet Pg. 107  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: January 7, 2014 TO: Honorable Chairman and Members of the Board FROM: Sunil Harman SUBJECT: Aviation Advisory Committee Replacement DEPARTMENT: Airport BCC DISTRICT: All STATEMENT OF ISSUE: The Aviation Advisory Committee (AAC) has submitted a nominee for a vacant at large position on the Committee, due to the death of one member, and this nomination is being presented to the Board of County Commissioners for approval. BACKGROUND: The Aviation Advisory Committee is comprised of eleven members. The Committee has a vacant position due to the death of the former Chairman, Mr. Stanley Bloyer who perished in an airplane accident in March 2013. Mr. Frederick Carnes has notified the Airport that he is interested in becoming a member and has provided his resume. The Aviation Advisory Committee met on May 30, 2013 and the discussion of a new member was on the agenda. Mr. Carnes' resume was reviewed and the Committee voted unanimously to add him to the Committee with the Board of County Commissioners' approval. Mr. Carnes' nomination was previously submitted to the Board on July 16, 2013 and was withdrawn due to the Board's requested rewriting of the AAC policy. The next meeting is scheduled for February 27, 2014 and although no tall structures projects have been submitted for review currently, we plan on holding the meeting to introduce new members and to review the new AAC policy that was approved by the Board on November 19, 2013. Also, this meeting will include a briefing of the Sunshine Laws by the County Attorney. Attached you will find the new AAC Policy, AAC Member Roster, and Mr. Carnes' resume. OPTIONS: Approve, Reject or Table. RECOMMENDATIONS: It is Staff's recommendation that the Board approve Mr. Carnes for the vacant position on the Aviation Advisory Committee as described above. RECOMMENDED BY: Packet Pg. 108 APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 109 Packet Pg. 110 Packet Pg. 111 Packet Pg. 112 Packet Pg. 113 Packet Pg. 114 Packet Pg. 115 Packet Pg. 116 Packet Pg. 117 Packet Pg. 118 Packet Pg. 119  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: January 7, 2014 TO: Honorable Chairman and Members of the Board FROM: David Skarzynski, Budget Manager SUBJECT: Budget Resolutions & Transfers Resolution amending the Fiscal Year 2014 Budget, General Fund, which did not reflect adequate appropriations from Enterprise Florida Inc. (EFI) for carryforward grant in the amount of $6,523. Resolution amending the Fiscal Year 2014 Budget, General Fund, which did not reflect adequate appropriations from Florida Coalition Against Domestic Violence (FCADV) for carryforward grant in the amount of $49,863. Resolution amending the Fiscal Year 2014 Budget, General Fund, which reflected too much appropriations from Florida Department of Children and Families (FDCF) for carryforward grant in the amount of ($1.308). Resolution amending the Fiscal Year 2014 Budget, General Fund, which did not reflect adequate appropriations from Florida Department of Emergency Management (FDEM) for carryforward grants in the amount of $537,509. Resolution amending the Fiscal Year 2014 Budget, General Fund, which did not reflect adequate appropriations from Florida Division of Library and Information Services (FDLIS) for carryforward grant in the amount of $32,193. Resolution amending the Fiscal Year 2014 Budget, General Fund, which did not reflect adequate appropriations from Florida Department of Revenue (FDOR) for carryforward grant in the amount of $19,000. Resolution amending the Fiscal Year 2014 Budget, General Fund, which did not reflect adequate appropriations from Florida Department of Transportation (FDOT) for carryforward grants in the amount of $574,639. Resolution amending the Fiscal Year 2014 Budget, Supervisor of Elections-General Fund, which did not reflect adequate appropriations from Florida Department of State (FDOS) for carryforward grant in the amount of $32,242. Resolution amending the Fiscal Year 2014 Budget, County Transportation Trust Special Revenue Fund, which did not reflect adequate appropriations from Florida Department of Transportation (FDOT) for carryforward grant in the amount of $150,097. Packet Pg. 120 Resolution amending the Fiscal Year 2014 Budget, Tourist Development Fund, which did not reflect adequate appropriations from Florida Department of Environmental Protection (FDEP) for carryforward grant in the amount of $413,567. Resolution amending the Fiscal Year 2014 Budget, Tourist Development Fund, which did not reflect adequate appropriations from Florida Department of Transportation (FDOT) for carryforward grant in the amount of $113,564. Resolution amending the Fiscal Year 2014 Budget, Local Housing Assistance Trust Special Revenue Fund, which did not reflect adequate appropriations for deferred revenue from Florida Housing Finance Corporation (FHFC) grants in the amount of $530,538. Resolution amending the Fiscal Year 2014 Budget, Road & Bridge Construction Capital Projects Fund, which did not reflect adequate appropriations from Enterprise Florida Inc. (EFI) for carryforward grant in the amount of $181,245. Resolution amending the Fiscal Year 2014 Budget, Road & Bridge Construction Capital Projects Fund, which did not reflect adequate appropriations from Florida Department of Transportation (FDOT)) for carryforward grants in the amount of $270,620. Resolution amending the Fiscal Year 2014 Budget, Water & Sewer Enterprise Fund, which did not reflect adequate appropriations from Enterprise Florida Inc. (EFI) for carryforward grants in the amount of $900,000. Resolution amending the Fiscal Year 2014 Budget, Water & Sewer Enterprise Fund, which did not reflect adequate appropriations Florida Department of Transportation (FDOT) carryforward grant in the amount of $7,221. Resolution amending the Fiscal Year 2014 Budget, Airport Enterprise Fund, which did not reflect adequate appropriations from Federal Aviation Administration (FAA) for carryforward grants in the amount of $355,307. Resolution amending the Fiscal Year 2014 Budget, Airport Enterprise Fund, which did not reflect adequate appropriations from Florida Department of Transportation (FDOT) for carryforward grants in the amount of $655,156. Resolution amending the Fiscal Year 2014 Budget, Solid Waste Fund, which did not reflect adequate appropriations from Florida Department of Environmental Protection (FDEP) for Host carryforward grants in the amount of $68,127. Resolution amending the Fiscal Year 2014 Budget, Solid Waste Fund, which did not reflect adequate appropriations from Florida Department of Environmental Protection (FDEP) for carryforward grants in the amount of $123,500. Packet Pg. 121 Resolution amending the Fiscal Year 2014 Budget, Emergency Medical Services Fund, which did not reflect adequate appropriations deferred revenue of Florida Department of Health (FDOH) for emergency medical services County grant in the amount of $27. BT-14-09 Tourist Development Fund in the amount of $413,566. Local cash match for Florida Department of Environmental Protection (FDEP) carryforward grant for Fort Walton Beach beach restoration. BT-14-10 Supervisor of Elections-General Fund in the amount of $4,834. Local cash match for Florida Department of State FDOS) carryforward grant for Federal election activities 2012-2013. BT-14-11 Water and Sewer Enterprise Fund in the amount of $105,000. Local cash match for United States Army (USA) carryforward grant for work plan II. BT-14-12 Airport Enterprise Fund in the amount of $163,788. Local cash match for Florida Department of Transportation (FDOT) carryforward grants. BT-14-13 County Transportation Trust Fund in the amount of $3,142. Local cash match for Florida Department of Transportation (FDOT) carryforward grant. BT-14-14 Water and Sewer Enterprise Fund in the amount of $7,221. Local cash match for Florida Department of Transportation (FDOT) carryforward grant. BT-14-15 Airport Enterprise Fund in the amount of $38,000. Site preparation funding for the new terminal building at Bob Sikes Airport. BT-14-16 Airport Enterprise Fund in the amount of $100,000. Funding of appraisal and land purchase for Bob Sikes (Foy Shaw) entrance road project. BT-14-17 Capital Outlay Construction Fund in the amount of $30,830. Reallocate funding from jail cell door retrofit to repair and maintenance of interior doors project. Packet Pg. 122  RESOLUTION NO. A RESOLUTION AMENDING THE FISCAL YEAR 2014 BUDGET GENERAL FUND WHEREAS, the Board of County Commissioners in the original budget did not reflect adequate appropriations from Enterprise Florida Inc. (EFI) for carryforward grant, and WHEREAS, said additional revenue is evident, and WHEREAS, Section 129.06(2)(d), Florida Statutes provides that a County may, by resolution of the Board of County Commissioners at any time during the fiscal year, appropriate and expend funds received for a particular purpose from a source not anticipated in the original budget, and NOW, THEREFORE, BE IT RESOLVED, by the Board of County Commissioners of Okaloosa County, Florida that the budget for the General Fund be increased, additional receipts appropriated as follows: RECEIPTS DEPT-ACCOUNT AMOUNT EFI JULES 701313R-331210 $6,523 EXPENDITURES DEPT-ACCOUNT AMOUNT Postage & Freight Charges 701313-542001 $600 Rent/Lease Building 701313-544620 $2,733 Printing & Binding 701313-547002 $2,700 Legal Advertising 701313-549901 $490 Adopted this regular session the 7th day of January 2014. BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA ____________________________________ CHARLES K. WINDES, JR., CHAIRMAN ATTEST: DON W. HOWARD CLERK OF CIRCUIT COURT BY: ____________________________ Deputy Clerk Budget Amendment No. __________ Packet Pg. 123  RESOLUTION NO. A RESOLUTION AMENDING THE FISCAL YEAR 2014 BUDGET GENERAL FUND WHEREAS, the Board of County Commissioners in the original budget did not reflect adequate appropriations from Florida Coalition Against Domestic Violence (FCADV) for carryforward grant, and WHEREAS, said additional revenue is evident, and WHEREAS, Section 129.06(2)(d), Florida Statutes provides that a County may, by resolution of the Board of County Commissioners at any time during the fiscal year, appropriate and expend funds received for a particular purpose from a source not anticipated in the original budget, and NOW, THEREFORE, BE IT RESOLVED, by the Board of County Commissioners of Okaloosa County, Florida that the budget for the General Fund be increased, additional receipts appropriated as follows: RECEIPTS DEPT-ACCOUNT AMOUNT FCADV Domestic Violence Service Unit 701380R-331210 $49,863 EXPENDITURES DEPT-ACCOUNT AMOUNT Budget Transfer-Sheriff-Law Enforcement 701380-591086 $49,863 Adopted this regular session the 7th day of January 2014. BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA ____________________________________ CHARLES K. WINDES, JR., CHAIRMAN ATTEST: DON W. HOWARD CLERK OF CIRCUIT COURT BY: ____________________________ Deputy Clerk Budget Amendment No. __________ Packet Pg. 124  RESOLUTION NO. A RESOLUTION AMENDING THE FISCAL YEAR 2014 BUDGET GENERAL FUND WHEREAS, the Board of County Commissioners in the original budget reflected too much appropriations from Florida Department of Children and Families (FDCF) for carryforward grant, and WHEREAS, said additional revenue is not evident, and WHEREAS, Section 129.06(2)(d), Florida Statutes provides that a County may, by resolution of the Board of County Commissioners at any time during the fiscal year, appropriate and expend funds received for a particular purpose from a source not anticipated in the original budget, and NOW, THEREFORE, BE IT RESOLVED, by the Board of County Commissioners of Okaloosa County, Florida that the budget for the General Fund be decreased, as follows: RECEIPTS DEPT-ACCOUNT AMOUNT FDCF Mental Health & Drug Court 701291R-331890 $25,673 FDCF Mental Health & Drug Court 701291R-334890 ($26,981) EXPENDITURES DEPT-ACCOUNT AMOUNT Salary & Wages – Full-time 701291-512010 ($1,308) Adopted this regular session the 7th day of January 2014. BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA ____________________________________ CHARLES K. WINDES, JR., CHAIRMAN ATTEST: DON W. HOWARD CLERK OF CIRCUIT COURT BY: ____________________________ Deputy Clerk Budget Amendment No. __________ Packet Pg. 125  RESOLUTION NO. A RESOLUTION AMENDING THE FISCAL YEAR 2014 BUDGET GENERAL FUND WHEREAS, the Board of County Commissioners in the original budget did not reflect adequate appropriations from Florida Department of Emergency Management (FDEM) for carryforward grants, and WHEREAS, said additional revenue is evident, and WHEREAS, Section 129.06(2)(d), Florida Statutes provides that a County may, by resolution of the Board of County Commissioners at any time during the fiscal year, appropriate and expend funds received for a particular purpose from a source not anticipated in the original budget, and NOW, THEREFORE, BE IT RESOLVED, by the Board of County Commissioners of Okaloosa County, Florida that the budget for the General Fund be increased, additional receipts appropriated as follows: RECEIPTS DEPT-ACCOUNT AMOUNT FDEM Security Program 701286R-331210 $523,309 FDEM State Homeland 701321R-331200 $14,200 EXPENDITURES DEPT-ACCOUNT AMOUNT Budget Transfer-Sheriff-Law Enforcement 701286-591086 $523,309 Training/Education Expense 701321-555001 $14,200 Adopted this regular session the 7th day of January 2014. BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA ____________________________________ CHARLES K. WINDES, JR., CHAIRMAN ATTEST: DON W. HOWARD CLERK OF CIRCUIT COURT BY: ____________________________ Deputy Clerk Budget Amendment No. __________ Packet Pg. 126  RESOLUTION NO. A RESOLUTION AMENDING THE FISCAL YEAR 2014 BUDGET GENERAL FUND WHEREAS, the Board of County Commissioners in the original budget did not reflect adequate appropriations for deferred revenue from Florida Division of Library and Information Services (FDLIS) grant, and WHEREAS, said additional revenue is evident, and WHEREAS, Section 129.06(2)(d), Florida Statutes provides that a County may, by resolution of the Board of County Commissioners at any time during the fiscal year, appropriate and expend funds received for a particular purpose from a source not anticipated in the original budget, and NOW, THEREFORE, BE IT RESOLVED, by the Board of County Commissioners of Okaloosa County, Florida that the budget for the General Fund be increased, additional receipts appropriated as follows: RECEIPTS DEPT-ACCOUNT AMOUNT FDLIS State Aid Library 701371R-334700 $32,193 EXPENDITURES DEPT-ACCOUNT AMOUNT Contract Services- Personnel 701371-534500 $3,208 Travel In-County 701371-540001 $1,985 Repair/Maintenance – Technical Support 701371-546900 $15,000 Miscellaneous Charges 701371-549900 $12,000 Adopted this regular session the 7th day of January 2014. BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA ____________________________________ CHARLES K. WINDES, JR., CHAIRMAN ATTEST: DON W. HOWARD CLERK OF CIRCUIT COURT BY: ____________________________ Deputy Clerk Budget Amendment No. __________ Packet Pg. 127  RESOLUTION NO. A RESOLUTION AMENDING THE FISCAL YEAR 2014 BUDGET GENERAL FUND WHEREAS, the Board of County Commissioners in the original budget did not reflect adequate appropriations from Florida Department of Revenue (FDOR) for carryforward grant, and WHEREAS, said additional revenue is evident, and WHEREAS, Section 129.06(2)(d), Florida Statutes provides that a County may, by resolution of the Board of County Commissioners at any time during the fiscal year, appropriate and expend funds received for a particular purpose from a source not anticipated in the original budget, and NOW, THEREFORE, BE IT RESOLVED, by the Board of County Commissioners of Okaloosa County, Florida that the budget for the General Fund be increased, additional receipts appropriated as follows: RECEIPTS DEPT-ACCOUNT AMOUNT FDOR Process Server 711105R-331810 $19,000 EXPENDITURES DEPT-ACCOUNT AMOUNT Reserves/Miscellaneous 0199-599090 $19,000 Adopted this regular session the 7th day of January 2014. BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA ____________________________________ CHARLES K. WINDES, JR., CHAIRMAN ATTEST: DON W. HOWARD CLERK OF CIRCUIT COURT BY: ____________________________ Deputy Clerk Budget Amendment No. __________ Packet Pg. 128  RESOLUTION NO. A RESOLUTION AMENDING THE FISCAL YEAR 2014 BUDGET GENERAL FUND WHEREAS, the Board of County Commissioners in the original budget did not reflect adequate appropriations from Florida Department of Transportation (FDOT) for carryforward grants, and WHEREAS, said additional revenue is evident, and WHEREAS, Section 129.06(2)(d), Florida Statutes provides that a County may, by resolution of the Board of County Commissioners at any time during the fiscal year, appropriate and expend funds received for a particular purpose from a source not anticipated in the original budget, and NOW, THEREFORE, BE IT RESOLVED, by the Board of County Commissioners of Okaloosa County, Florida that the budget for the General Fund be increased, additional receipts appropriated as follows: RECEIPTS DEPT-ACCOUNT AMOUNT FDOT NET Program 70940R-331420 $189,921 FDOT Section 5311 (12) 701242R-331420 $113 FDOT Operating Assistance (12) 701243R-334420 $1 FDOT Trip & equipment (13) 701348R-334420 $384,604 EXPENDITURES DEPT-ACCOUNT AMOUNT Contract Services – O.C.T. 70940-534410 $189,921 Contract Services – O.C.T. 701242-534410 $113 Contract Services – O.C.T. 701243-534410 $1 Contract Services – O.C.T. 701348-534410 $384,604 Adopted this regular session the 7th day of January 2014. BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA ____________________________________ CHARLES K. WINDES, JR., CHAIRMAN ATTEST: DON W. HOWARD CLERK OF CIRCUIT COURT BY: ____________________________ Deputy Clerk Budget Amendment No. __________ Packet Pg. 129  RESOLUTION NO. A RESOLUTION AMENDING THE FISCAL YEAR 2014 BUDGET SUPERVISOR OF ELECTIONS - GENERAL FUND WHEREAS, the Board of County Commissioners in the original budget did not reflect adequate appropriations from Florida Department of State (FDOS) for carryforward grant, and WHEREAS, said additional revenue is evident, and WHEREAS, Section 129.06(2)(d), Florida Statutes provides that a County may, by resolution of the Board of County Commissioners at any time during the fiscal year, appropriate and expend funds received for a particular purpose from a source not anticipated in the original budget, and NOW, THEREFORE, BE IT RESOLVED, by the Board of County Commissioners of Okaloosa County, Florida that the budget for the Supervisor of Elections - General Fund increased, additional receipts appropriated as follows: RECEIPTS DEPT-ACCOUNT AMOUNT General Government -Federal 701389R-331100 $32,229 Interest 701389R-361101 $13 EXPENDITURES DEPT-ACCOUNT AMOUNT Postage & Freight Charges 701389-542001 $15,013 Printing & Binding 701389-547002 $17,229 Adopted this regular session the 7th day of January 2014. BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA ____________________________________ CHARLES K. WINDES, JR., CHAIRMAN ATTEST: DON W. HOWARD CLERK OF CIRCUIT COURT BY: ____________________________ Deputy Clerk Budget Amendment No. __________ Packet Pg. 130  RESOLUTION NO. A RESOLUTION AMENDING THE FISCAL YEAR 2014 BUDGET COUNTY TRANSPORATION TRUST SPECIAL REVENUE FUND WHEREAS, the Board of County Commissioners in the original budget did not reflect adequate appropriations from Florida Department of Transportation (FDOT) for carryforward grants, and WHEREAS, said additional revenue is evident, and WHEREAS, Section 129.06(2)(d), Florida Statutes provides that a County may, by resolution of the Board of County Commissioners at any time during the fiscal year, appropriate and expend funds received for a particular purpose from a source not anticipated in the original budget, and NOW, THEREFORE, BE IT RESOLVED, by the Board of County Commissioners of Okaloosa County, Florida that the budget for the County Transportation Trust Special Revenue Fund be increased, additional receipts appropriated as follows: RECEIPTS DEPT-ACCOUNT AMOUNT FDOT Traffic Signal Program 71901R-331490 $146,955 FDOT Commuter Assistance (12) 711200R-334420 $3,142 EXPENDITURES DEPT-ACCOUNT AMOUNT Traffic Maintenance Infrastructure 71901--563480 $146,955 Fleet Fuel 711200-552010 $3,142 Adopted this regular session the 7th day of January 2014. BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA ____________________________________ CHARLES K. WINDES, JR., CHAIRMAN ATTEST: DON W. HOWARD CLERK OF CIRCUIT COURT BY: ____________________________ Deputy Clerk Budget Amendment No. __________ Packet Pg. 131  RESOLUTION NO. RESOLUTION AMENDING THE FISCAL YEAR 2014 BUDGET TOURIST DEVELOPMENT FUND WHEREAS, the Board of County Commissioners in the budget did not reflect adequate appropriations from Florida Department of Environmental Protection (FDEP) for carryforward grant, and WHEREAS, said additional revenue is evident, and WHEREAS, Section 129.06(2)(d), Florida Statutes provides that a County may, by resolution of the Board of County Commissioners at any time during the fiscal year, appropriate and expend funds received for a particular purpose from a source not anticipated in the original budget, and NOW, THEREFORE, BE IT RESOLVED, by the Board of County Commissioners of Okaloosa County, Florida that the budget for the Tourist Development Fund be increased, additional receipts appropriated as follows: RECEIPTS DEPT-ACCOUNT AMOUNT FDEP FWB Restoration 71071R-334700 $413,567 EXPENDITURES DEPT-ACCOUNT AMOUNT Professional Services – Consultant 71071-531100 $413,567 Adopted this regular session the 7th day of January 2014. BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA ____________________________________ CHARLES K. WINDES, JR., CHAIRMAN ATTEST: DON W. HOWARD CLERK OF CIRCUIT COURT BY: ____________________________ Deputy Clerk Budget Amendment No. __________ Packet Pg. 132  RESOLUTION NO. RESOLUTION AMENDING THE FISCAL YEAR 2014 BUDGET TOURIST DEVELOPMENT FUND WHEREAS, the Board of County Commissioners in the budget did not reflect adequate appropriations from Florida Department of Transportation (FDOT) for carryforward grant, and WHEREAS, said additional revenue is evident, and WHEREAS, Section 129.06(2)(d), Florida Statutes provides that a County may, by resolution of the Board of County Commissioners at any time during the fiscal year, appropriate and expend funds received for a particular purpose from a source not anticipated in the original budget, and NOW, THEREFORE, BE IT RESOLVED, by the Board of County Commissioners of Okaloosa County, Florida that the budget for the Tourist Development Fund be increased, additional receipts appropriated as follows: RECEIPTS DEPT-ACCOUNT AMOUNT FDOT Urban Corridor (12) 711242R-334420 $113,564 EXPENDITURES DEPT-ACCOUNT AMOUNT Contract Services – O.C.T. 711242-534410 $113,564 Adopted this regular session the 7th day of January 2014. BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA ____________________________________ CHARLES K. WINDES, JR., CHAIRMAN ATTEST: DON W. HOWARD CLERK OF CIRCUIT COURT BY: ____________________________ Deputy Clerk Budget Amendment No. __________ Packet Pg. 133  RESOLUTION NO. A RESOLUTION AMENDING THE FISCAL YEAR 2014 BUDGET LOCAL HOUSING ASSISTANCE TRUST SPECIAL REVENUE FUND WHEREAS, the Board of County Commissioners in the original budget did not reflect adequate appropriations for deferred revenue from Florida Housing Finance Corporation (FHFC) grants, and WHEREAS, said additional revenue is evident, and WHEREAS, Section 129.06(2)(d), Florida Statutes provides that a County may, by resolution of the Board of County Commissioners at any time during the fiscal year, appropriate and expend funds received for a particular purpose from a source not anticipated in the original budget, and NOW, THEREFORE, BE IT RESOLVED, by the Board of County Commissioners of Okaloosa County, Florida that the budget for the Local Housing Assistance Trust Special Revenue Fund be increased, as follows: RECEIPTS DEPT-ACCOUNT AMOUNT Economic Environment - State 701151R-334500 $76,859 Interest 701151R-361101 $4,105 Economic Environment - State 711351R-334500 $72,286 Interest 711351R-361101 $968 Economic Environment - State 711352R-334500 $376,320 EXPENDITURES DEPT-ACCOUNT AMOUNT Contract Services – S.H.I.P. 701151-534552 $76,859 Program Income 701151-549992 $4,105 Contract Services – S.H.I.P. 711351-534552 $65,057 Contract Services – Other 711351-534900 $7,229 Program Income 711351-549992 $968 Contract Services – S.H.I.P. 711352-534552 $245,031 Contract Services – Special Needs (SHIP) 711352-534553 $120,000 Contract Services – Other 711352-534900 $11,289 Adopted this regular session the 7th day of January 2014. BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA ____________________________________ CHARLES K. WINDES, JR., CHAIRMAN ATTEST: DON W. HOWARD CLERK OF CIRCUIT COURT Packet Pg. 134 BY: ____________________________ Deputy Clerk Budget Amendment No. __________ Packet Pg. 135  RESOLUTION NO. A RESOLUTION AMENDING THE FISCAL YEAR 2014 BUDGET ROAD & BRIDGE CONSTRUCTION CAPITAL PROJECTS FUND WHEREAS, the Board of County Commissioners in the original budget did not reflect adequate appropriations from Enterprise Florida Inc. (EFI) for carryforward grant, and WHEREAS, said additional revenue is evident, and WHEREAS, Section 129.06(2)(d), Florida Statutes provides that a County may, by resolution of the Board of County Commissioners at any time during the fiscal year, appropriate and expend funds received for a particular purpose from a source not anticipated in the original budget, and NOW, THEREFORE, BE IT RESOLVED, by the Board of County Commissioners of Okaloosa County, Florida that the budget for the Road & Bridge Construction Capital Projects Fund be increased, additional receipts appropriated as follows: RECEIPTS DEPT-ACCOUNT AMOUNT EFI Downs Road 731341R-334490 $181,245 EXPENDITURES DEPT-ACCOUNT AMOUNT Professional Services – Engineering 731341-531500 $40,000 Legal Advertising 731341-549901 $1,500 Other Improvements 731341-563490 $139,745 Adopted this regular session the 7th day of January 2014. BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA ____________________________________ CHARLES K. WINDES, JR., CHAIRMAN ATTEST: DON W. HOWARD CLERK OF CIRCUIT COURT BY: ____________________________ Deputy Clerk Budget Amendment No. __________ Packet Pg. 136  RESOLUTION NO. A RESOLUTION AMENDING THE FISCAL YEAR 2014 BUDGET ROAD & BRIDGE CONSTRUCTION CAPITAL PROJECTS FUND WHEREAS, the Board of County Commissioners in the original budget did not reflect adequate appropriations from Florida Department of Transportation (FDOT)) for carryforward grants, and WHEREAS, said additional revenue is evident, and WHEREAS, Section 129.06(2)(d), Florida Statutes provides that a County may, by resolution of the Board of County Commissioners at any time during the fiscal year, appropriate and expend funds received for a particular purpose from a source not anticipated in the original budget, and NOW, THEREFORE, BE IT RESOLVED, by the Board of County Commissioners of Okaloosa County, Florida that the budget for the Road & Bridge Construction Capital Projects Fund be increased, additional receipts appropriated as follows: RECEIPTS DEPT-ACCOUNT AMOUNT FDOT 12th Avenue Sidewalks 731342R-331490 $170,620 FDOT Landscape Project 731343R-334490 $100,000 EXPENDITURES DEPT-ACCOUNT AMOUNT Other Improvements 731342-563490 $170,620 Contract Services – Other 731343-534900 $100,000 Adopted this regular session the 7th day of January 2014. BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA ____________________________________ CHARLES K. WINDES, JR., CHAIRMAN ATTEST: DON W. HOWARD CLERK OF CIRCUIT COURT BY: ____________________________ Deputy Clerk Budget Amendment No. __________ Packet Pg. 137  RESOLUTION NO. A RESOLUTION AMENDING THE FISCAL YEAR 2014 BUDGET WATER & SEWER ENTERPRISE FUND WHEREAS, the Board of County Commissioners in the original budget did not reflect adequate appropriations from Enterprise Florida Inc. (EFI) for carryforward grants, and WHEREAS, said additional revenue is evident, and WHEREAS, Section 129.06(2)(d), Florida Statutes provides that a County may, by resolution of the Board of County Commissioners at any time during the fiscal year, appropriate and expend funds received for a particular purpose from a source not anticipated in the original budget, and NOW, THEREFORE, BE IT RESOLVED, by the Board of County Commissioners of Okaloosa County, Florida that the budget for the Water & Sewer Enterprise Fund be increased, additional receipts appropriated as follows: RECEIPTS DEPT-ACCOUNT AMOUNT EFI Land Purchase 741101R-334310 $500,000 EFI Shoal River 741201R-334310 $200,000 EFI Military Buffer 741301R-334310 $200,000 EXPENDITURES DEPT-ACCOUNT AMOUNT Land 741101-561300 $500,000 Land 741201-561300 $200,000 Land 741301-561300 $200,000 Adopted this regular session the 7th day of January 2014. BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA ____________________________________ CHARLES K. WINDES, JR., CHAIRMAN ATTEST: DON W. HOWARD CLERK OF CIRCUIT COURT BY: ____________________________ Deputy Clerk Budget Amendment No. __________ Packet Pg. 138  RESOLUTION NO. A RESOLUTION AMENDING THE FISCAL YEAR 2014 BUDGET WATER & SEWER ENTERPRISE FUND WHEREAS, the Board of County Commissioners in the original budget did not reflect adequate appropriations from Florida Department of Transportation (FDOT) for carryforward grant, and WHEREAS, said additional revenue is evident, and WHEREAS, Section 129.06(2)(d), Florida Statutes provides that a County may, by resolution of the Board of County Commissioners at any time during the fiscal year, appropriate and expend funds received for a particular purpose from a source not anticipated in the original budget, and NOW, THEREFORE, BE IT RESOLVED, by the Board of County Commissioners of Okaloosa County, Florida that the budget for the Water & Sewer Enterprise Fund be increased, additional receipts appropriated as follows: RECEIPTS DEPT-ACCOUNT AMOUNT FDOT Commuter Assistance (12) 741200R-334420 $7,221 EXPENDITURES DEPT-ACCOUNT AMOUNT Fleet Fuel 741200-552010 $7,221 Adopted this regular session the 7th day of January 2014. BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA ____________________________________ CHARLES K. WINDES, JR., CHAIRMAN ATTEST: DON W. HOWARD CLERK OF CIRCUIT COURT BY: ____________________________ Deputy Clerk Budget Amendment No. __________ Packet Pg. 139  RESOLUTION NO. A RESOLUTION AMENDING THE FISCAL YEAR 2014 BUDGET AIRPORT ENTERPRISE FUND WHEREAS, the Board of County Commissioners in the original budget did not reflect adequate appropriations from United States Department of Transportation – Federal Aviation Administration (USDOT-FAA) for carryforward grant, and WHEREAS, said additional revenue is evident, and WHEREAS, Section 129.06(2)(d), Florida Statutes provides that a County may, by resolution of the Board of County Commissioners at any time during the fiscal year, appropriate and expend funds received for a particular purpose from a source not anticipated in the original budget, and NOW, THEREFORE, BE IT RESOLVED, by the Board of County Commissioners of Okaloosa County, Florida that the budget for the Airport Enterprise Fund be increased, additional receipts appropriated as follows: RECEIPTS DEPT-ACCOUNT AMOUNT FAA AIP 11 741110R-331410 $355,307 EXPENDITURES DEPT-ACCOUNT AMOUNT Parking Lot Expansion 741110-563485 $355,307 Adopted this regular session the 7th day of January 2014. BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA ____________________________________ CHARLES K. WINDES, JR., CHAIRMAN ATTEST: DON W. HOWARD CLERK OF CIRCUIT COURT BY: ____________________________ Deputy Clerk Budget Amendment No. __________ Packet Pg. 140  RESOLUTION NO. A RESOLUTION AMENDING THE FISCAL YEAR 2014 BUDGET AIRPORT ENTERPRISE FUND WHEREAS, the Board of County Commissioners in the original budget did not reflect adequate appropriations from Florida Department of Transportation (FDOT) for carryforward grants, and WHEREAS, said additional revenue is evident, and WHEREAS, Section 129.06(2)(d), Florida Statutes provides that a County may, by resolution of the Board of County Commissioners at any time during the fiscal year, appropriate and expend funds received for a particular purpose from a source not anticipated in the original budget, and NOW, THEREFORE, BE IT RESOLVED, by the Board of County Commissioners of Okaloosa County, Florida that the budget for the Airport Enterprise Fund be increased, additional receipts appropriated as follows: RECEIPTS DEPT-ACCOUNT AMOUNT FDOT West Area Parking 74022R-334410 $169,522 FDOT West Area Parking 74023R-334410 $196,430 FDOT West Area Parking 741122R-334410 $2,360 FDOT West Area Parking 741220R-334410 $286,844 EXPENDITURES DEPT-ACCOUNT AMOUNT Bob Sikes Parking Lot 74022-563461 $169,522 Bob Sikes Parking Lot 74023-563461 $196,430 Professional Services – Other 741122-531900 $2,360 Bob Sikes Parking Lot 741220-563461 $286,844 Adopted this regular session the 7th day of January 2014. BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA ____________________________________ CHARLES K. WINDES, JR., CHAIRMAN ATTEST: DON W. HOWARD CLERK OF CIRCUIT COURT BY: ____________________________ Deputy Clerk Budget Amendment No. __________ Packet Pg. 141  RESOLUTION NO. A RESOLUTION AMENDING THE FISCAL YEAR 2014 BUDGET SOLID WASTE ENTERPRISE FUND WHEREAS, the Board of County Commissioners in the original budget did not reflect adequate appropriations from Florida Department of Environmental Protection (FDEP) for Host carryforward grants, and WHEREAS, said additional revenue is evident, and WHEREAS, Section 129.06(2)(d), Florida Statutes provides that a County may, by resolution of the Board of County Commissioners at any time during the fiscal year, appropriate and expend funds received for a particular purpose from a source not anticipated in the original budget, and NOW, THEREFORE, BE IT RESOLVED, by the Board of County Commissioners of Okaloosa County, Florida that the budget for the Solid Waste Enterprise Fund be increased, additional receipts appropriated as follows: RECEIPTS DEPT-ACCOUNT AMOUNT FDEP Coop Liberty 741463R-334340 $10,000 FDEP Coop Calhoun 741464R-334340 $10,000 FDEP Coop Gulf 741465R-334340 $2,042 FDEP Coop Holmes 741466R-334340 $2,225 FDEP Coop Jackson 741467R-334340 $8,037 FDEP Coop Santa Rosa 741468R-334340 $10,000 FDEP Coop Walton 741469R-334340 $5,052 FDEP Coop Washington 741460R-334340 $9,899 FDEP Coop Franklin 741461R-334340 $10,000 FDEP Coop Gadsden 741462R-334340 $872 EXPENDITURES DEPT-ACCOUNT AMOUNT Contract Services – Recycling (Liberty) 741463-534395 $6,314 In-House Labor Costs (Liberty) 741463-549650 $2,910 Supplies (Liberty) 741463-552990 $776 Display Advertising (Calhoun) 741464-549902 $7,776 Supplies (Calhoun) 741464-552990 $2,224 Contract Services – Recycling (Gulf) 741465-534395 $1,267 Supplies (Gulf) 741465-552990 $775 Supplies (Holmes) 741466-552990 $2,225 Contract Services – Recycling (Jackson) 741467-534395 $6,314 In-House Labor Costs (Jackson) 741467-549650 $223 Supplies (Jackson) 741467-552990 $1,500 Contract Services – Recycling (Santa Rosa) 741468-534395 $6,314 In-House Labor Costs (Santa Rosa) 741468-549650 $2,186 Supplies (Santa Rosa) 741468-552990 $1,500 Display Advertising (Walton) 741469-549902 $3,552 Supplies (Walton) 741469-552990 $1,500 Contract Services – Recycling (Washington) 741460-534395 $6,276 Travel Out-of-County (Washington) 741460-540002 $749 In-House Labor Costs (Washington) 741460-549650 $1,374 Supplies (Washington) 741460-552990 $1,500 Contract Services – Recycling (Franklin) 741461-534395 $6,314 Packet Pg. 142 In-House Labor Costs (Franklin) 741461-549650 $2,186 Supplies (Franklin) 741461-552990 $1,500 Contract Services – Recycling (Gadsden) 741462-534395 $106 Travel Out-of-County (Gadsden) 741462-540002 $191 Supplies (Gadsden) 741462-552990 $575 Adopted this regular session the 7th day of January 2014. BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA ____________________________________ CHARLES K. WINDES, JR., CHAIRMAN ATTEST: DON W. HOWARD CLERK OF CIRCUIT COURT BY: ____________________________ Deputy Clerk Budget Amendment No. __________ Packet Pg. 143  RESOLUTION NO. A RESOLUTION AMENDING THE FISCAL YEAR 2014 BUDGET SOLID WASTE ENTERPRISE FUND WHEREAS, the Board of County Commissioners in the original budget did not reflect adequate appropriations from Florida Department of Environmental Protection (FDEP) for carryforward grants, and WHEREAS, said additional revenue is evident, and WHEREAS, Section 129.06(2)(d), Florida Statutes provides that a County may, by resolution of the Board of County Commissioners at any time during the fiscal year, appropriate and expend funds received for a particular purpose from a source not anticipated in the original budget, and NOW, THEREFORE, BE IT RESOLVED, by the Board of County Commissioners of Okaloosa County, Florida that the budget for the Solid Waste Enterprise Fund be increased, additional receipts appropriated as follows: RECEIPTS DEPT-ACCOUNT AMOUNT FDEP Coop Liberty 741433R-334340 $5,000 FDEP Coop Calhoun 741434R-334340 $8,500 FDEP Coop Gulf 741435R-334340 $7,500 FDEP Coop Holmes 741436R-334340 $7,000 FDEP Coop Jackson 741437R-334340 $25,000 FDEP Coop Santa Rosa 741438R-334340 $20,000 FDEP Coop Walton 741439R-334340 $25,000 FDEP Coop Washington 741440R-334340 $8,000 FDEP Coop Franklin 741441R-334340 $9,500 FDEP Coop Gadsden 741442R-334340 $8,000 EXPENDITURES DEPT-ACCOUNT AMOUNT Contract Services – Recycling (Liberty) 741433-534395 $5,000 Contract Services – Recycling (Calhoun) 741434-534395 $7,525 Display Advertising (Calhoun) 741434-549902 $975 Contract Services – Recycling (Gulf) 741435-534395 $7,500 Contract Services – Recycling (Holmes) 741436-534395 $7,000 Contract Services – Recycling (Jackson) 741437-534395 $25,000 Contract Services – Recycling (Santa Rosa) 741438-534395 $20,000 Contract Services – Recycling (Walton) 741439-534395 $25,000 Contract Services – Recycling (Washington) 741440-534395 $8,000 Contract Services – Recycling (Franklin) 741441-534395 $9,500 Contract Services – Recycling (Gadsden) 741442-534395 $8,000 Packet Pg. 144 Adopted this regular session the 7th day of January 2014. BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA ____________________________________ CHARLES K. WINDES, JR., CHAIRMAN ATTEST: DON W. HOWARD CLERK OF CIRCUIT COURT BY: ____________________________ Deputy Clerk Budget Amendment No. __________ Packet Pg. 145  RESOLUTION NO. A RESOLUTION AMENDING THE FISCAL YEAR 2014 BUDGET EMERGENCY MEDICAL SERVICES ENTERPRISE FUND WHEREAS, the Board of County Commissioners in the original budget did not reflect adequate appropriations for deferred revenue of Florida Department of Health (FDOH) for emergency medical services County grant, and WHEREAS, said additional revenue is evident, and WHEREAS, Section 129.06(2)(d), Florida Statutes provides that a County may, by resolution of the Board of County Commissioners at any time during the fiscal year, appropriate and expend funds received for a particular purpose from a source not anticipated in the original budget, and NOW, THEREFORE, BE IT RESOLVED, by the Board of County Commissioners of Okaloosa County, Florida that the budget for the Emergency Medical Services Enterprise Fund be increased, additional receipts appropriated as follows: RECEIPTS DEPT-ACCOUNT AMOUNT Public Safety-State 741451R-334200 $27 EXPENDITURES DEPT-ACCOUNT AMOUNT Equipment 741451-564202 $27 Adopted this regular session the 7th day of January 2014. BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA ____________________________________ CHARLES K. WINDES, JR., CHAIRMAN ATTEST: DON W. HOWARD CLERK OF CIRCUIT COURT BY: ____________________________ Deputy Clerk Budget Amendment No. __ __ Packet Pg. 146 Packet Pg. 147 Packet Pg. 148 Packet Pg. 149 Packet Pg. 150 Packet Pg. 151 Packet Pg. 152 Packet Pg. 153 Packet Pg. 154 Packet Pg. 155  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: January 7, 2014 TO: Honorable Chairman and Members of the Board FROM: Kay Godwin SUBJECT: Purchasing Manager Signature Authority DEPARTMENT: Human Resources BCC DISTRICT: STATEMENT OF ISSUE: Request Board approval for the Purchasing Manager to authorize and sign contractual, financial and other purchasing-related transactions outlined in BCC approved purchasing policies. BACKGROUND: The Purchasing Manual & the Tangible Personal Property, Commodity Inventory & Accountability Manual references the authority of the Purchasing Director to facilitate review and approval processes for contractual and financial obligations as well as asset management and acquisition/disposition for the County. Forms and approvals that are required, based on these two manuals, have designations for the Purchasing Director’s signature. As part of a county-wide reorganization in 2011, the Purchasing Department was placed under the Human Resources Director for reporting purposes, and the Purchasing Director was re-titled to Purchasing Division Director. The Purchasing Division Director position was slated for elimination through attrition. With the retirement of Purchasing Division Director Richard Brannon, the position has been refilled with Zan Fedorak as Purchasing Manager. This requested action will allow county-wide purchasing transactions to continue without interruption. Otherwise, any action that requires the approval and signature of the Department Head will be authorized and signed by the Human Resources Director. In the coming weeks, staff will review policies and procedures in detail and bring recommendations for any additional policy modifications, as needed. OPTIONS: Approve/Deny RECOMMENDATIONS: Staff recommends the Board approve for the Purchasing Manager to authorize and sign contractual, financial and other purchasing-related transactions outlined in BCC approved purchasing policies. RECOMMENDED BY: Packet Pg. 156 APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 157  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: January 7, 2014 TO: Honorable Chairman and Members of the Board FROM: Elliot Kampert SUBJECT: Letter of Support for Regional Planning Council's Brownfield Grant Proposal DEPARTMENT: Growth Management BCC DISTRICT: All STATEMENT OF ISSUE: The West Florida Regional Planning Council (WFRPC) is seeking letters of support for its application to the US Environmental Protection Agency (EPA) for the Brownfields Assessment Grant Program that would make funds available for the cities and counties in the WFRPC's area of responsibility (Escambia, Santa Rosa, Okaloosa, Walton, Bay, Holmes and Washington Counties). BACKGROUND: The EPA's Brownfields Program provides funds to empower states, communities, tribes, and nonprofits to provide funding to develop inventories of brownfields; to characterize, assess, and prioritize sites; and to conduct planning (including clean up planning) and community involvement related to brownfield sites. A brownfield site is defined as real property, the expansion, redevelopment, or reuse of which may be complicated by the presence or potential presence of hazardous substances, pollutants, contaminants, controlled substances, petroleum or petroleum products, or is mine-scarred land. For community-wide proposals, applicants may request up to $200,000 from the hazardous substances funding for sites with potential contamination of hazardous substances, pollutants, or contaminants and up to $200,000 from the petroleum funding for sites with potential petroleum contamination. The WFRPC plans to submit a combined application for the maximum amount of both the hazardous and petroleum funding. The funding period runs from October 1, 2014 through September 31, 2017. The grant would enable the WFRPC to conduct brownfield assessment projects in the cities and counties in the WFRPC area of responsibility (Escambia, Santa Rosa, Okaloosa, Walton, Bay, Holmes and Washington Counties). OPTIONS: Approve or not approve sending the letter. RECOMMENDATIONS: Staff recommends that the Board of County Commissioners approve, and authorize the Chairman to sign, the attached letter for transmittal to the US Environmental Protection Agency. RECOMMENDED BY: Packet Pg. 158 APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 159 Packet Pg. 160  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: January 7, 2014 TO: Honorable Chairman and Members of the Board FROM: Surety Land Title, LLC SUBJECT: Okaloosa Island Leasehold Conversion Request Documents submitted by Surety Land Title of Florida, LLC for an Okaloosa Island Leasehold Conversion are attached. Packet Pg. 161 Surety Land Title of Florida, LLC 4100 S Ferdon Blvd - B3, Crestview, FL 32536 850-423-4613 office 850-423-0542 fax December 31, 2013 Ernie Padgett County Administrator Okaloosa County, Florida Re: Leasehold/Fee Simple Conversion Surety Land Title of Florida, LLC hereby presents for the Board’s consideration at the January 7, 2014 meeting of the County Commissioners a Resolution directing Surety Land Title of Florida to prepare Quitclaim Deeds for the accepted bidders of particular properties referenced therein. Once approved, Quitclaim Deeds for the accepted bidders for the particular properties will be sent to the Board Chairman’s office for his signature. Please let us know if you have any questions or need further information. Thank you for your consideration. Billie Jene Martin Processor/Receptionist Surety Land Title 4100 South Ferdon Blvd, Suite B3 Crestview, FL 32536 Packet Pg. 162  OKALOOSA ISLAND LEASEHOLD CONVERSION RESOLUTION NO. _____________ WHEREAS, the person(s) named below is/are the leaseholder(s) of record who has/have submitted the successful highest bid for the County’s Resolution Reversionary Interest in the parcel(s) described therein set immediately below such Bidder’s name(s); Tran DeGaulle, LLC Lot 347, Block 6, Revised Plat of Santa Rosa Island Subdivision Blocks 6 & 7, according to the plat thereof, as recorded in Plat Book 2, Page(s) 168, of the Public Records of Okaloosa County, Florida NOW THEREFORE, the County’s Contractor, Surety Land Title of Florida, LLC. Is directed to prepare a quit claim deed, in previously authorized format, conveying the County’s Reversionary Interest to the successful bidder(s) for the signature of the chairman of the Okaloosa County Board of County Commissioners, and; Surety Land Title of Florida, LLC. Is further directed to complete the closing of the conveyance transaction by quitclaim deed to the successful bidder(s). THIS RESOLUTION was unanimously approved by the Okaloosa County Board of County Commissioners on ________________________, 2014. (OFFICIAL SEAL) OKALOOSA COUNTY BOARD OF COUNTY COMMISSIONERS ATTEST:____________________ By: ______________________________ Charles K. Windes, Jr., Chairman Clerk or Deputy Clerk Of Circuit Court Packet Pg. 163  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: January 7, 2014 TO: Honorable Chairman and Members of the Board FROM: Teresa Ward, BCC Deputy Clerk SUBJECT: Approval of BCC Meetings Minutes The minutes for the November 5, November 19 and December 3, 2013 County Commission meetings are attached for review. Packet Pg. 164 Packet Pg. 165 Packet Pg. 166 Packet Pg. 167 Packet Pg. 168 Packet Pg. 169 Packet Pg. 170 Packet Pg. 171 Packet Pg. 172 Packet Pg. 173 Packet Pg. 174 Packet Pg. 175 Packet Pg. 176 Packet Pg. 177 Packet Pg. 178 Packet Pg. 179 Packet Pg. 180 Packet Pg. 181 Packet Pg. 182 Packet Pg. 183 Packet Pg. 184 Packet Pg. 185 Packet Pg. 186 Packet Pg. 187 Packet Pg. 188 Packet Pg. 189 Packet Pg. 190 Packet Pg. 191 Packet Pg. 192 Packet Pg. 193 Packet Pg. 194 Packet Pg. 195 Packet Pg. 196 Packet Pg. 197 Packet Pg. 198 Packet Pg. 199 Packet Pg. 200 Packet Pg. 201 Packet Pg. 202 Packet Pg. 203 Packet Pg. 204 Packet Pg. 205 Packet Pg. 206 Packet Pg. 207 Packet Pg. 208 Packet Pg. 209 Packet Pg. 210 Packet Pg. 211 Packet Pg. 212 Packet Pg. 213 Packet Pg. 214 Packet Pg. 215 Packet Pg. 216 Packet Pg. 217 Packet Pg. 218 Packet Pg. 219  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: January 7, 2014 TO: Honorable Chairman and Members of the Board FROM: John Vaughn SUBJECT: Outstanding Invoices DEPARTMENT: Fleet BCC DISTRICT: All STATEMENT OF ISSUE: Request approval to pay Comdata for three outstanding invoices (October 8, 2013 for $821. 48, October 17, 2013 for $885.84 and November 3, 2013 for $1,003.54) for a total of $2,710.86. BACKGROUND: Comdata is a fuel card provider used by Fleet Operations' customers. Historically invoices from Comdata have been paid by after-the-fact purchase orders. "After-the- fact" meaning the department did not submit a requisition before fuel transactions for the invoice period occurred. Finance no longer approves purchase orders payments for transactions not requisitioned prior to the first transaction date. Fleet Operations requests approval for direct payment of these three outstanding Comdata invoices. OPTIONS: Approve/Disapprove. RECOMMENDATIONS: Recommend approval of a direct payment for three outstanding Comdata invoices. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 220 Packet Pg. 221 Packet Pg. 222 Packet Pg. 223  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: January 7, 2014 TO: Honorable Chairman and Members of the Board FROM: John Hofstad SUBJECT: Lease of Motor Graders - January 15, 2014 Delivery DEPARTMENT: Public Works BCC DISTRICT: 1 and 3 STATEMENT OF ISSUE: Execution of a lease contract with Cowin Equipment (formerly ASC Volvo) via Kansas State Bank of Manhattan, is required for the delivery of the second set of graders as a follow up to the Board's previous approval. BACKGROUND: The BCC previously awarded the lease of 8 motor graders to Cowin Equipment company (Pensacola, FL) as the low bidder. The lease contract and delivery of the first 4 motor graders was executed as part of that award. Public Works currently holds two leases with Cowin Equipment (formerly ASC Volvo) via Kansas State Bank of Manhattan (4 units per lease). The second lease award is to be executed for the remaining 4 units prior to the expiration of the prior lease (1/15/2014). The additional four (4) units are budgeted in the FY 13/14 CIP budget. OPTIONS: Approve or Reject RECOMMENDATION: Staff recommends executing the lease to Cowin Equipment Company for the remaining 4 motor graders. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 224  • •. •,. ,.. . RECEIVED DEC 0410j3 CONTRACT & LEASE INTERNAL COORDINATION SHEET Contract/Lease Number_______________ Tracking Number ConWc6tor/1essee Name::.oa Snf-'/c4JanI Funded YFS PLJcpose (cu Ddte/Terrrt JJI 5 )k17 1 ,ØREATER THAN $50-000. Ainbunt GREATER THAN $25a000 Deportment P W' 3 0 $25 000 OR LESS Dept Monitor Name k4,4tt2. / Document hoi been r9viewed dnd inc.lude, any oltachments or exhibits, - Purchasing Review Pole,/c4i13_ I Rfsk Management RWew Appro%'ed ritten r [js4anqgrdrd gnee .. . ' H'. Dote I - Date; Following Okoloosa County approval Date: -. .,,, .•" ,:';, •','..;.,; .', ,' •'• '.'.':':'.'.' ' ' . Packet Pg. 225 Packet Pg. 226 Packet Pg. 227 Packet Pg. 228 Packet Pg. 229 Packet Pg. 230 Packet Pg. 231 Packet Pg. 232 Packet Pg. 233 Packet Pg. 234 Packet Pg. 235 Packet Pg. 236 Packet Pg. 237 Packet Pg. 238 Packet Pg. 239 Packet Pg. 240 Packet Pg. 241 Packet Pg. 242 Packet Pg. 243 Packet Pg. 244 Packet Pg. 245 Packet Pg. 246  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: January 7, 2014 TO: Honorable Chairman and Members of the Board FROM: Kay Godwin SUBJECT: HR Policy Changes - Communications DEPARTMENT: Human Resources BCC DISTRICT: STATEMENT OF ISSUE: Request Board approval of changes to the Communications Policy within the Human Resources Policy Manual. BACKGROUND: As technology continually changes, the policies for cellular and mobile devices have been updated. Further, new policies are introduced addressing ITunes and domain registration. Changes to the cell phone policy provide a streamlined solution for employee reimbursement of personal calls. Employees will authorize a flat-rate payroll deduction to cover personal calls to or from a county cell phone. Standardized guidelines are also proposed for issue and use of cell phones and other mobile devices. The development of these policies and procedures has been a collaborative effort over the past several months between county and finance department representatives, and the proposed policies have been vetted through department directors and the County Administrator. Policy changes are highlighted for quick identification in the attached document. Additions are underlined and deletions are in strikeout format. OPTIONS: Approve/Deny RECOMMENDATIONS: Staff recommends the Board approve the proposed changes to the Communications policy within the Human Resources Policy Manual. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 247 CHAPTER XXIX – COMMUNICATIONS POLICY Section A – Purpose The purpose of this policy is to establish the Information Systems Department as the responsible authority for directing technology and data management for the Okaloosa County Board of County Commissioners. This policy specifies or outlines the responsibilities of the Information Systems Department and of authorized users. The purpose of the Information Systems Department is to provide and maintain an organized, shared information infrastructure that enables our County to share data, services and reduce duplication of effort. The management of technology and data in a coherent, organized county- wide effort is necessary to ensure limited money, resources, and time are wisely allocated and efficiently utilized to provide effective, efficient government in Okaloosa County. A centralized Information Systems Department ensures users the maximum benefit of technology without having to acquire the expertise to setup, configure and maintain networks, operating systems, application software and databases. Therefore, employees are allowed to use computer equipment to do their jobs in the most efficient manner possible. Section B – Scope and Applicability All County employees, contract employees, contingent workers, volunteers, interns and vendors using County computer equipment shall use the equipment for authorized business purposes and in accordance with this policy. This policy does not cover the use of office automation equipment such as calculators, typewriters, radios or televisions unless these devices are attached to County computer equipment or the County network. All employees using computer equipment are required to read and comply with this policy. By using any item of computer equipment, County employees consent to all provisions of this policy. Section C – Policy The Information Systems Department is responsible for directing the management of all technology and data for the County. This policy defines the responsibilities of Information Systems Department personnel and of authorized users. Just as Information Systems Department personnel are not required to perform authorized users’ jobs, authorized users are not required to perform Information Systems Department personnel jobs. Therefore, all employees can use computer equipment to do their jobs in the most efficient manner possible. The Okaloosa County Board of County Commissioners’ networks will be protected by one (1) or more firewalls which are controlled exclusively by the Information Systems Director. There will be no access to the County networks except through these firewalls without the expressed, written approval of the Information Systems Director. Conversely, there will be no access from within the County networks to resources outside the networks except through these firewalls or with the expressed, written approval of the Information Systems Director. The objective is to ensure that the Information Systems Department controls all access that exists either into or out of the network and to ensure that the Information Systems Department has the opportunity to enact acceptable solutions that are consistent with security objectives of the County. Any network equipment utilized on County’s networks must be configured by Information Systems Department personnel. County employees will not access another network, (e.g. Public Patron Internet or wireless networks) with County equipment or on County time. Packet Pg. 248 Computer equipment, networks and data must be protected from internal sources as well as external sources. It is the responsibility of the Information Systems Director and each department director to ensure that each individual is given the access to the computer equipment and data that he/she needs to do his/her job. Department director approval is required, with the documented need for “at home” or off-site use. A current list of equipment at employees’ residences must be kept by the respective department directors and submitted to the Information Systems Director. Conversely, it is the Information Systems Director and each department director’s responsibility to allow employees access to only the computer equipment, networks and data that he/she needs to do his/her job. Therefore, only authorized computer equipment and peripherals purchased and/or supported by the County and approved by the Information Systems Department will be allowed to connect to County networks. For example, but not limited to, no Universal Serial Bus (USB) thumb drives, portable drives, cameras, video, telephones or wireless devices of any type are to be purchased or connected by any means without the Information Systems Department’s approval. County users with “Aircards” or access to other wireless devices of this type (including when traveling) must be used for official County business only. Non-County devices must follow the guidelines and procedures established by the Information Systems Department. It is the policy of the County that the use of the Internet by County employees is permitted and encouraged where such use is suitable for business purposes and supports the goals and objectives of the County and its departments. Employee access to the Internet must be with a browser installed by the Information Systems Department. The Internet is to be used in a manner that is consistent with the normal execution of an employee’s job responsibilities. Computer networks designed for public use, such as wireless, the Library Cooperative, Conference Center and Airport patron Internets, are not for County employees’ use on County time. Internet traffic must pass through firewall and filtering software. Exceptions are made for County employees travel with prior approval from the Information Systems Department. Section D - Cellular and Mobile Devices 1) An employee may be provided a mobile device or other wireless communication service if it is determined to be necessary under one or more of the following criteria: a) Availability of device and service is integral to the performance of specific duties within the employee's job description. b) A substantial portion of the employee's work is conducted outside of the building or buildings where the employee is assigned to work. c) The employee does not have an assigned office or workspace and needs to be contacted on a regular basis by the department or division for assigned services or to provide needed information. d) It is a job requirement that the employer be able to reach the employee outside of the employee's normal work hours. 2) To be approved for a mobile device and associated service plan, the following procedures are applicable: Packet Pg. 249  a) The supervisor of an employee requesting the device and/or plan must determine if the employee meets the eligibility requirements. b) Documentation to support the decision to issue the device and plan must be provided on an Okaloosa County Mobile Device Request Form, approved by the department director and forwarded to the Human Resources Department. c) All procurement of mobile devices and approval of designated rate plans are made by Purchasing with input from department directors. d) Usage of mobile devices must be in accordance with the county’s current personal use policy. 3) Personal use of mobile devices is permitted if it: a) Does not interfere with existing departmental rules, policies or protocols. b) Does not disrupt or distract the conduct of Okaloosa County business due to the volume or frequency of calls; or involve or support illegal activities. c) Is compliant with county policy. d) Is authorized by the department director on an Okaloosa County Mobile Device Request Form with a payroll deduction to offset the cost of personal use. e) All mobile devices used for county business are subject to monitoring. 4) Restrictions: a) Access to Board of County Commissioners’ network data is prohibited. b) The county is not supporting or authorizing the use of any personal devices for business purposes. c) Access and use of MiFi hotspots are allowed only if approved by the Information Systems Director. d) Employees driving county vehicles are required to comply with all laws regarding the use of mobile devices while driving. Texting and email use while driving are prohibited. e) Commercial drivers covered by the Department of Transportation (DOT) regulations are prohibited from using hand-held mobile devices while driving. Employees operating non-commercial vehicles should keep mobile device use to a minimum while driving and use hands free if possible. f) Motor vehicle operators on Eglin and Hurlburt Air Force Bases are prohibited from using cell phones while operating a vehicle on base (unless there is imminent danger or to report an accident). 5) Operational and administrative procedures: Packet Pg. 250  a) Department directors will provide a copy of the communications policy to all employees who are assigned a mobile device. b) Employees must read and abide by the communications policy. c) Department directors are responsible for enforcing the communications policy and monitoring the usage of all electronic equipment used in the department to include usage of minutes and personal use. d) Mobile device group leaders may be designated by department directors to manage electronic equipment within departments and divisions. e) Employees must return mobile device equipment to their supervisors upon termination of employment, transfer to a position that does not require a mobile device, or upon request. f) Employees must report to their supervisors, lost, stolen or damaged devices as soon as possible. Section D – E Text Messaging All Okaloosa County electronic business communication should be completed primarily through County e-mail. Due to the County’s obligation to comply with Florida’s Public Records law and its technology limitations, County employees may only communicate by text message when the message being sent and/or received is considered transitory in nature and has no archival value as defined by the Department of State, Division of Archives, Bureau of Records Management. “Transitory” refers to short-term value based upon the content and purpose of the message, not the format or technology used to transmit it. Examples of transitory messages include, but are not limited to, reminders to employees about scheduled meetings or appointments; most telephone messages (whether in paper, voice mail, or other electronic form); announcements of office events such as holiday parties or group lunches; and recipient copies of announcements of agency-sponsored events such as exhibits, lectures, workshops, etc. Transitory messages are not intended to formalize or perpetuate knowledge and do not set policy, establish guidelines or procedures, certify a transaction, or become a receipt. Using a wireless communication device to text while driving presents an unsafe condition and employees shall not compose, read or send text or e-mail messages while driving. Furthermore, County employees should have no reasonable expectation of privacy when texting from a County issued wireless device. Section E F– Use of Equipment Telephones, cellular phones, voicemail systems, fax machines, and computers, including electronic mail systems (e-mail) and Internet are provided for county business use and personal use of these devices is generally prohibited except as expressly authorized. (See “Personal Use Defined” below). Packet Pg. 251 Also prohibited is the use of any of these systems to transmit or receive inappropriate messages, to access inappropriate information, or to harass or annoy another party. Inappropriate messages and information include, but are not limited to, those that are for personal benefit and those involving discriminatory, hostile, suggestive, obscene, or otherwise unsuitable language and content. Violations of this policy will be considered grounds for disciplinary action, up to and including dismissal of employment. Employees are prohibited from e-mailing the entire County directory. Only the County Administrator and approved personnel may e-mail the entire Okaloosa County directory. Section F G – Monitoring Communications through the above-mentioned county devices is subject to monitoring by the county for business purposes. Section G H- Personal Use Defined While communications equipment is generally provided for county business only, the County recognizes there may be occasional situations in which an employee needs to use such equipment for brief periods of time for personal reasons. Employees are required to obtain their department directors’ permission before they engage in personal use of any communications equipment. In addition, employees must reimburse the County for any cost of personal use upon department receipt of itemized billing. In an effort to reduce staff time in reconciling monthly itemized cell phone bills to identify personal calls, employees may authorize a bi-weekly payroll deduction amount determined by the County Administrator to cover personal calls. The bi-weekly deduction will continue until such time the employee and department initiates an action to discontinue personal use. Section H I– Public Records Information generated on e-mail and by computer is a public record subject to public inspection and is not confidential, unless specifically cited by statute. Users are responsible for assuring that any public records that are confidential by statute are safeguarded in a manner consistent with the practices normally provided for public records in a paper format. To ensure full compliance with the Public Records Law, Chapter 119 Florida Statutes, and the governing public’s right to access public records, all employees and elected officials with current or existing County e-mail accounts are required to use County e-mail accounts for all County business. No other e-mail accounts may be used to conduct County business. Employees or officials who receive business related e-mail at another account must forward that e-mail to their County e-mail accounts with a response to senders to please use the employee’s or the official’s County e-mail account for further business purposes. Logins and passwords are issued solely for the use of employees in conducting official county business. All employees are prohibited from: 1) Disclosing or transferring logins or passwords to unauthorized persons or entities; and Packet Pg. 252 2) Sharing logins or passwords with other county employees without prior authorization from their department director. Section I J– Retention of Electronic Mail The State of Florida requires the retention of “all documents, papers, letters, maps, books, tapes, photographs, films, sound recordings, data processing software, or other material, regardless of the physical form, characteristics, or means of transmission, made or received pursuant to law or ordinance or in connection with the transaction of official business by any agency” [F.S. 119.011(1)]. As it is for all documents, requirements for retention of e-mail are determined by content. It is each department’s responsibility to evaluate e-mail for content to determine the length of time and how the message must be retained, just as it does with paper documentation. Methods of retaining e-mail documents include saving messages to files on floppy disk, hard drive, or printing messages and filing in a paper file. The Information Systems Department is available to advise users in the specifics of different methods. Retention schedules must be followed in accordance with the State Library and Archives of Florida. Section J K– Software, ITunes, and Domain Registration Okaloosa County purchases and licenses the use of computer software. Employees shall use that software only in accordance with the license agreement for that software. All software developed in-house or by vendors for Okaloosa County is the sole property of Okaloosa County. “Shareware”, “Freeware”, and all other similar software, unless pre-approved by the Information Systems Director, are not permitted on the network. Applications software, such as ITunes, must be approved by the county Information Systems Department in the same manner as software on a personal computer. An ITunes Gift Card must be purchased for application software transactions unless otherwise authorized by Information Systems. No domain name can be registered on behalf of Okaloosa County Board of County Commissioners or their reporting departments without the approval and inclusion of the Information Systems Department. The Information Systems Department shall manage domain name services (DNS) and shall be listed as at least one of the administrative and technical contacts. Section KL – Information Technology Project Management 1) Lack of planning is a primary cause of schedule slippage, cost overruns, poor quality, and high maintenance costs. An information technology project becomes better understood as it progresses through the following processes: problem definition; system justification; analysis and conceptual design; implementation planning; implementation and testing; and operations and maintenance. 2) In order to ensure a well planned and designed approach to information technology projects, the problem definition must be submitted to the Information Systems Director for review and approval. Approved projects will follow the process established by the Information Systems Department. a) The Information Systems Department responsibilities include, but are not limited to, the following: Packet Pg. 253  i) Directing and coordinating all information technology related activities for the County; ii) Directing and managing all computer equipment and networks; iii) Directing and managing enterprise-wide projects such as e-mail services, security systems, the County imaging system and enterprise licensing agreements; iv) Directing and managing all departmental level applications and departmental licensing agreements that involve technology; v) Initiating and implementing all contract negotiations and grants involving an information technology component; vi) Specifying the appropriate operating environment for all computer equipment; vii) Coordinating development, maintaining and managing web-based solutions; viii) Reviewing and approving all new computer equipment acquisitions; ix) Installing and configuring all computer equipment for all departments; x) Delegating software administration responsibilities to departmental software administrators for each departmental level as needed; xi) Directing and coordinating computer equipment training; xii) Directing and coordinating all Geographic Information System (GIS) related activities for the County; xiii) Managing the County Aerial Photography and Digital Mapping projects; xiv) Managing the County Geodetic Control Network. b) Department responsibilities include the following: i) Coordinating with the Information Systems Department during the budgetary process for any new computer equipment, information technology projects, data acquisitions, applications and upgrades; ii) Channeling all communication agreements, contracts and grants through the Information Systems Department prior to and for negotiation; iii) Ensuring the use of all computer equipment and data in accordance with this policy; iv) Providing the specified environment for computer equipment; v) Reporting computer equipment and data problems; vi) Logging out at the end of the day; Packet Pg. 254  vii) Protecting all logins and passwords to ensure security; viii) Maintaining an inventory of all licensed software for each PC and the associated disc or CD containing the software for backup purposes (this is not applicable to enterprise-wide software); ix) Providing at least one (1) departmental software administrator for each departmental level application, when applicable; x) Designating at least one (1) liaison between the user department and the Information Systems Department; xi) Providing access or an appropriate contact that can allow access to network communication equipment at any time; xii) Coordinate the need for application software with the Information Systems Department. Section LM – Compliance Computer equipment is provided to fulfill the mission of the County. All computer equipment is owned by Okaloosa County. Any modification of computer hardware or software to circumvent this policy is strictly prohibited. Improper use of computer equipment in violation of this policy is grounds for counseling or disciplinary action. The type of action taken will be based on the frequency and/or severity of the incident in question. Actions can include counseling, written reprimand, loss of the privilege of using computer equipment, employee suspension and dismissal from employment. Section MN– Definitions 1) Computer Equipment – Any hardware or software device under purview of the County that exchanges data with or connects to any County computer, device or network. 2) Information Systems Department Personnel – Any person who works under the direction of the Information Systems Director. 3) Authorized User – Anyone authorized by a department director to use computer equipment to do his/her job. 4) Authorized Administrator – Any person who has been granted administrative access to one (1) or more pieces of computer equipment by the Information Systems Director. Authorized administrators must be appointed by the department director and approved by the Information Systems Director. This will only be done where it is absolutely compelled by the circumstances. The Information Systems Director is the final authority. 5) Departmental Software Administrator – Any person who is designated by his/her department director and approved by the Information Systems Director to assist Information System Department personnel in administering departmental applications. These applications normally run on one (1) or more departmental servers and are department specific software applications. Departmental Software Administrators are provided the access allowed by the Information Systems Director. Packet Pg. 255 6) Liaison – One or more individuals within a department who is designated to act as a liaison between Information Systems Department personnel and the department director for matters involving computer equipment. Liaisons may be appointed at the discretion of the department director. At least one (1) liaison per department must be designated. 7) Data – Information that can be digitally transmitted or process by County computer equipment. 8) County Networks – Components or circuitry owned or leased by the County that inter- connects computer equipment. 9) Information Technology Project – Any work effort or plan that requires computer equipment and Information Systems Department personnel resources. 10) Information Systems Component – Any hardware or software item that would fall under the Information Systems Department’s support, whether related to Geographic Information Systems (GIS), Systems and Networks or Applications divisions. This is to include wireless and Voice Over Internet Protocol (VOIP) peripherals. 11) Contingent Workers – Individuals hired through temporary staffing agencies. 12) Network Equipment – Any switch, hub, router, sniffer or copper-based device. 13) Mobile Device - a cell phone, push to talk (PTT) radio, tablet, 3G or 4G iPad, or internet/email capable equipment. This device is characterized by the fact that a service plan cost generally is determined by the amount of use and/or capabilities. BYOD (Bring Your Own Device) is not supported on the Okaloosa County network. 14) Department Mobile Device - A mobile device purchased and maintained by an Okaloosa County department or division for use by more than one employee or other authorized user while engaged in their assigned duties. 15) Mobile Device Group Leader – Designated by each department director, an employee assigned responsibility for authorizing and managing all mobile devices and applications for the department. This person will also evaluate usage and device types and advise Purchasing if any new devices are needed and/or if adjustment is needed to plans. 16) Reasonable Secondary Personal use – mobile devices are intended for County purposes. Personal use is authorized if employees select to reimburse the county for usage on the Okaloosa County Mobile Device Request form. 17) Mifi Hotspot - A device that provides Internet access via Wi-Fi. Packet Pg. 256  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: January 7, 2014 TO: Honorable Chairman and Members of the Board FROM: Richard Brannon SUBJECT: Removal of Surplus Property from Fixed Asset DEPARTMENT: Purchasing BCC DISTRICT: ALL REQUESTING DEPT: Purchasing STATEMENT OF ISSUE: As per County policy and State statutes, the attached list of County Surplus Property (12 items) was sold at auction of December 4 & 5, 2013 by JM Wood Auction Company (Montgomery, AL). Funds resulting from this sale ($108,062.50) have been deposited as follows: TDD ……….$11,710.00 Airports ….$ 1,390.00 OCT……….$ 3,480.00 Fleet………$ 91,482.50 ____________________ $ 108,062.50 OPTIONS: Approve or Reject RECOMMENDATION: Staff recommends approval to remove all items from the fixed asset ledger. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 257 Packet Pg. 258 Packet Pg. 259 Packet Pg. 260 Packet Pg. 261 Packet Pg. 262  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: January 7, 2014 TO: Honorable Chairman and Members of the Board FROM: Elliot Kampert SUBJECT: The Code Enforcement Board's Order to Lien and Clean DEPARTMENT: Growth Management BCC DISTRICT: 4 - Commissioner Don Amunds STATEMENT OF ISSUE: Due to lack of response by the property owner despite repeated efforts, the Code Enforcement Board requests that the Board of County Commissioners authorize the Code Enforcement Board to issue an order initiating the clean up of 105 Wayne Avenue in the unincorporated Fort Walton Beach area. Notice was sent to the owner to bring the property into compliance within the time specified by the Code Enforcement Board, and which also advised the owner that, if the property was not brought into compliance, that the County could initiate action, including proceeding with the clean and lien. Staff is requesting the Board authorize an amount not to exceed $5,000 from the Violations of Local Ordinances Account (0124.354000) to accomplish this task, as well as authorization to obtain a minimum of three written quotes from qualified venders to clean the property. The written quotes will be obtained through the Purchasing Department. If the actions are approved by the Board of County Commissioners, the order will issued by the Code Enforcement Board during its January meeting. BACKGROUND: A citizen complaint was filed with Code Enforcement staff in March of 2012 as well as with the Okaloosa County Sheriff's Department. The property is vacant, derelict and is littered with trash and had become an attractant for rodents and stray animals. The Sheriff has also initiated increased patrols in the area due to complaints regarding drug activity and prostitutes. After several months of no progress despite back and forth conversations and verbal agreements to bring the property into compliance and demolish the mobile home, inaction resulted in the case being brought before the Code Enforcement Board. On September 19, 2013 the Code Enforcement Board, by unanimous vote, approved a motion to "start a fine immediately of $250.00 a day and authorize staff to obtain 3 bids for the purpose of razing the existing trailer and authorizing staff to approach the BCC for funds from our budget to clean and lien the property" said motion made by John Snell and seconded by Skip Miller. OPTIONS: To approve or disapprove the requested action. RECOMMENDATIONS: The Growth Management Department recommends that the Board of County Commissioners authorize: 1.) the use of an amount not to exceed $5,000 from the Violations of Local Ordinances Account (0124.354000) to clean the subject property; 2.) solicitation of a minimum of 3 written quotes from qualified vendors to accomplish the property clean up; 3.) authorization for staff to contract the services of the vendor who provides the best, most responsive quote; and 4.) that Code Enforcement Staff and the County Attorney be authorized and directed to place a lien on the subject property to recover the fines, administrative costs, and clean up costs as provided in Section 11.03.05 of the Code. Packet Pg. 263 RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 264 Packet Pg. 265 Packet Pg. 266  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: January 7, 2014 TO: Honorable Chairman and Members of the Board FROM: Elliot Kampert SUBJECT: Resolution and FY14 Section 5311 Application DEPARTMENT: Growth Management BCC DISTRICT: All STATEMENT OF ISSUE: The Department of Growth Management requests that the Board authorize the Chairman to sign all grant documents required for the submission of the FY14 Section 5311 Application to FDOT by the attached Resolution and to sign the subsequent Task Order for contract transportation services with Okaloosa County Transit (C03-0927-GM). BACKGROUND: This application is a request for up to $344,309 to supplement transportation operating costs in rural areas of the county. Funds will be used to purchase paratransit trips and to operate the WAVE in northern areas of the County. The grant requires a 50 percent local match. Paratransit trip costs will be matched with funds from the Transportation Disadvantaged Trust Fund and sponsoring agencies. WAVE operating costs will be matched with local funds, if available. FDOT will generate a Notification of Funding grant award, at which time OCT will be issued a Task Order for the grant amount to provide public transportation services. RECOMMENDATION: The Department of Growth Management requests that the Board approve the submission of the FY14 Section 5311 Application to FDOT, authorize the Chairman to execute all future grant documents by the attached Resolution and for signature of the subsequent Task Order. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 267  2014 U.S.C. Section 5311 FORMULA GRANTS FOR RURAL AREAS 20.509 OPERATING, CAPITAL, JOB ACCESS, AND REVERSE COMMUTE ASSISTANCE APPLICATION MANUAL FLORIDA DEPARTMENT OF TRANSPORTATION PUBLIC TRANSIT OFFICE Packet Pg. 268  APPLIES TO APPLICANTS FOR OPERATING ASSISTANCE (ONLY) CHECKLIST FOR APPLICATION COMPLETENESS Name of Applicant: OKALOOSA COUNTY BOARD OF COUNTY COMMISSIONERS Check One: New Applicant Recurring Applicant _ _...!.X~_ _ __ The following documents must be included in section 5311 Operating Assistance Applications in the order listed: v" This checklist v" Applicant's cover letter (use FDOT provided cover letter) v" Two (2) copies of the governing board's Resolution v" Forms B-1 and Form B-2 (Operating and Administrative Expenses & Revenues; Grant Request.) v" Application for Federal Assistance (Form 424, Code 20.509) v" Exhibit A-I: Fact Sheet v" Exhibit E: Single Audit Act, and a copy of the latest completed audit, if applicable Exhibit E-I: Certification of Exemption from Single Audit Act, if applicable v" Exhibit F: Federal Certifications and Assurances v" Exhibit I: FTA Section 5333(b) Assurance v" Exhibit K: Coordinated Public Transit-Human Services Transportation Plan Date Application submitted to Local Clearinghouse Agency January 7, 2014 Additional documents required from New Applicants: Exhibit A - Current System Description. Exhibit B - Proposed Project Description. Packet Pg. 269  STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION GRANT APPLICATION Okaloosa County Board of County Commissioners submits this Application for the Section 5311 Program Grant and agrees to comply with all assurances and exhibits attached hereto and by this reference made a part thereof, as itemized in the Checklist for Application Completeness. Okaloosa County Board of County Commissioners further agrees, to the extent provided by law (in case ofa government agency in accordance with Section 129.07 and 768.28, Florida Statues) to indemnify, defend and hold harmless the Department and all of its officers, agents and employees from any claim, loss, damage, cost, charge, or expense out ofthe non-compliance by the Agency, its officers, agents or employees, with any of the assurances stated in this Application. This Application is submitted on this 7th day of January 2014 with two (2) original resolutions or certified copies of the original resolution authorizing Chairman, Charles K. Windes, Jr. to sign this Application. Okaloosa County By ct ;.d a.u,. >:?uc./v?y Date (f.:2.4<PYJ' ~ 2.0 /4- V Title: Transit Coordinator & Grants Manager Packet Pg. 270  RESOLUTION 14-_ _ A Resolution of the Board of County Commissioners of Okaloosa County, FLORI DA authorizing the signing and submission of a grant application and supporting documents and assurances to the Florida Department of Transportation , the acceptance of a grant award from the Florida Department of Transportation , and expenditure of grant funds pursuant to a grant award. WHEREAS , Okaloosa County has the authority to apply for and accept grants and expend funds pursuant to grant awards made by the Florida Department of Transportation as authorized by Chapter 341 , Florida Statues and/or by the Federal Transit Administration Act of 1964, as amended; NOW, THEREFORE, BE IT RESOLVED BY THE Board of County Commissioners of Okaloosa County, FLORIDA: 1. This resolution applies to Federal Program(s) under U.S.C. Section 5311. 2. The submission of a grant application, supporting documents, and assurances to the Florida Department of Transportation is approved . 3. The Chairman of Okaloosa County Board of County Commissioners is authorized to sign the application , accept a grant award , and expend grant funds pursuant to a grant award, unless specifically rescinded . DULY PASSED AND ADOPTED in regular session this yth day of January, 2014. BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA Charles K. Windes, Jr. , Chairman ATTEST Gary J . Stanford , Deputy Clerk Packet Pg. 271  PARTB APPLIES TO ALL APPLICANTS FOR OPERATING ASSISTANCE FORM B-1 TRANSPORTATION-RELATED OPERATING and ADMINISTRATIVE EXPENSES Name of Applicant: Okaloosa County Board of County Commissioners State Fiscal period requesting funding for, from 01101 /2013 to 12/31120 13 EXPENSE CATEGORY TOTAL EXPENSE FTA ELIGIBLE EXPENSE Labor (501) 321,151 321 ,151 Fringe and Benefits (502) 78,738 78,738 Services (503) 86,559 86,559 Materials and Supplies (504) 131 ,747 131 ,747 Vehicle Maintenance (504.01) 67,500 67,500 Utilities (505) 10,331 10,331 Insurance (506) 54,593 54,593 Licenses and Taxes (507) Purchased Transit Service (508) Miscellaneous (509) 4,032 4,032 Leases and Rentals (512) 2,400 2,400 Depreciation (513) TOTAL 757,051 757,051 SECTION 5311 GRANT REQUEST Total FTA Eligible Expenses (from Form B-1 , above) $757,051 (a) Rural Passenger Fares (from Form B-2) $68,433 (b) Operating Deficit $688,618 (c) [FTA Eligible Expenses (a) minus Rural Passenger Fares (b)] Section 5311 Request $ 344,309 (d) (No more than 50% of Operating Deficit) Grand Total Revenues (from Form B-2) $451,717 *(e) Note: If Grand Total Revenues (e) exceeds FTA Eligible Expenses (a), reduce the Section 5311 Request (d) by that amount. Packet Pg. 272  PARTB APPLIES TO ALL APPLICANTS FOR OPERATING ASSISTANCE FORM B-2 Name of Applicant: Okaloosa County Board of County Commissioners State Fiscal period requesting funding for, from 01 /0112013 to 12/3112013 OPERATING REVENUE REVENUE USED AS TOTAL REVENUE CATEGORY FTAMATCH Passenger Fares for Transit Service Total- $68,433 (401) Rural =$68,433 (b) Special Transit Fares (402) $82,638 School Bus Service Revenues (403) Freight Tariffs (404) Charter Service Revenues (405) Au xiliary Transportation Revenues (406) Non-transportation Revenues (407) Total Operating Revenue $151,071 $0.00 OTHER REVENUE CATEGORY Taxes Levied directly by the Transit System (408) Local Cash Grants and $225,035 Reimbursements (409) Local Special Fare Assistance (410) State Cash Grants and $226,682 Reimbursements (411) State Special Fare Assistance (412) Federal Cash Grants and $294,628 , $451,717 Reimbursements (413) Interest Income (414) Contributed Services (430) Contributed Cash (431) Subsidy from Other Sectors of Operations (440) Total of Other Revenue $746,345 $451,717 GRAND TOTAL $897,416 $451,717 (e) ALL REVENUE Packet Pg. 273  FEDERAL ASSISTANCE construction non-construction COUNTY BOARD OF COUNTY COMMISSIONERS on DO 20-509 TITLE Nonurbanized Formula 12. AREAS AFFECTED BY PROJECT (Cities, Counties, States, etc.) : OPERATING ASSISTANCE IN SUPPORT OF PUBLI C OKALOOSA COUNTY TRANSPORTATION IN RURAL AREAS HAS NOT BEEN SELECTED BY e. g. CORRECT. THE DOCUMENT HAS GOVERNING BODY OF THE APPLICANT AND THE APPLICANT WILL COMPLY WITH THE IF THE ASSISTANCE IS AWARDED. Previous Edition Usable. Authorized for Local Reproduction. Standard Fonn 424 (Rev.9-2003); Prescribed by OMB Packet Pg. 274  Circular A-102 All Applicants EXHIBIT A-1 FACT SHEET IF GRANT IS CURRENTLY AWARDED * 1. Number of one-way passenger trips. 55,142 55,500 PER YEAR 2. Number of individuals served 1,200 1,275 (unduplicated). PER YEAR 3. Number of vehicles used for th is 11 11 service. ACTUAL 4. Number of ambulatory seats. 12 12 AVERAGE PER VEHICLE (Total Ambulatory seats divided by total number of fleet vehicles)· 5. Num ber of wheelchair positions. 2.5 2.5 AVERAGE PER VEHICLE (Total wheelchair positions divided by total number of fleet vehicles) . 6. Vehicle Miles traveled. 315,304 320,000 PER YEAR 7. Average vehicle hours in operation. 1,044 1,060 PER DAY 8. Normal vehicle hours in operation. 96 96 PER WEEK 9. Normal number of days in operation . 6 6 PER WEEK 9. Trip length (roundtrip). 5.72 5.77 AVERAGE • Estimates are acceptable. Packet Pg. 275  APPLIES TO ALL APPLICANTS EXHIBIT E Single Audit Act One copy of Okaloosa County's Comprehensive Annual Financial Report was submitted on March 22, 2013. There were no material weaknesses or reportable conditions noted in regard to the Single Audit. Packet Pg. 276  APPLIES TO ALL APPLICANTS EXHIBITF Federal Certifications and Assurances The last page (Appendix A) of the annual Federal Register Notice that applies to Federal Certifications and Assurances provides applicants with a single signature page on which an applicant and its attorney must certifY compliance with the requirements of the various Federal Transit Administration grants or cooperative agreements. The Federal Register Notice is revised annually and is usually available around January I of each year. Applicants may obtain a copy of the current year document through the Internet at http://www.fta.dot.gov/fundinglgrantsfinancing93 .html (then. follow instructions on where to proceed.) [funable to access the form, applicants may contact their FOOT District Office for assistance. The appropriate signed Federal certification/assurance form must be included in the application when it is submitted to the FOOT District Office. GRANT WRITING TIP: All applicants must use the current year form and it must be the actual form from FTA. Thisform cannot be an edited version of a prior year 'sfarm or a recreation of the form. The signature page for Federal Certifications and Assurances should be signed by an individual authorized by the applicant's governing board to sign and submit applications, and its attorney. Blue ink is required as it distinguishes an original signature from a photocopied signature. Federal Certifications and Assurances Required of Each Applicant: • Authority of applicant and its representative • Standard Assurances • Debarment, Suspension, and other Responsibility Matters • Drug Free Workplace Certification • Intergovernmental Review Assurance • Federal Transit Administration Master Agreement • Nondiscrimination Assurance • Assurance of Nondiscrimination on the Basis of Disability Procurement Compliance. A. Applicants for Federal Assistance may signifY compliance with the above certifications and assurances by placing an "X" at the top of Appendix A next to the statement that reads: "The Applicant agrees to comply with applicable requirements of Categories 01-24" . If an applicant chooses to do this, no additional notation is necessary, except for the signature on the reverse. OR B. The applicant may signifY compliance with certifications and assurances applicable only to the Section 5310 Program, specifically, Category XIII, by placing an "X" in Category 0 I, "Certifications and Assurances Required for Each Applicant" (to cover the above-noted items), as well as an "X" in Category 12 entitled "Alcohol Misuse and Prohibited Drug Use" and Category 18 "Non urbanized Area Formula Program for States." A description of the certifications required for the Section 5311 Formula Grants for Rural Areas Program is provided in the annual Federal Register Notice. Packet Pg. 277  APPENDIX A FEDERAL FISCAL YEAR 2013 CERTIFICATIONS AND ASSURANCES FOR FEDERAL TRANSIT ADMINISTRATION ASSISTANCE PROGRAMS AS OF 12/26/2013 FY 2014 CERTIFICATIONS AND ASSURANCES NOT RELEASED BY FTA: Federal Certifications and Assurances The last page (Appendix A) of the annual Federal Register Notice that applies to Federal Certifications and Assurances provides applicants with a single signature page on which an applicant and its attorney must certif'y compliance with the requirements of the various Federal Transit Administration grants or cooperative agreements. The Federal Register Notice is revised annually and is usually available around January I of each year. Certifications and Assurances will be brought back to the BCC for approval if not released by FTA before the agenda deadline. The deadline for submission of this application to FDOT is January 24, 2014. Packet Pg. 278  APPLIES TO ALL APPLICANTS EXHIBIT I FTA Section 5333 (b) Assurance (Note: By signing the following assurance, the recipient of Section 5311 and/or 5311(f) assistance assures it will comply with the labor protection provisions of 49 U.S.C. 5333(b) by one of the following actions: (1) signing the Special Warranty for the Non-urbanized Area Program; (2) agreeing to alternative comparable arrangements approved by the Department of Labor (DOL); or (3) obtaining a waiver from the DOL.) The OKALOOSA COUNTY BOARD OF COUNTY COMMISSIONERS (hereinafter referred to as the "Recipient") HEREBY ASSURES that the "Special Section 5333 (b) Warranty for Application to the Small Urban and Rural Program" has been reviewed and certifies to the Florida Department of Transportation that it will comply with its provisions and all its provisions will be incorporated into any contract between the recipient and any sub-recipient which will expend funds received as a result of an application to the Florida Department of Transportation under the FTA Section 5311 Program. Dated 01/07/2014 CHARLES K. WINDES, JR., CHAIRMAN (Name and Title of Authorized Representative) (Signature of Authorized Representative) Note: All applicants must complete the following form and submit it with the above Assurance. LISTING OF RECIPIENTS, OTHER ELIGIBLE SURFACE TRANSPORTATION PROVIDERS, AND LABOR ORGANIZATIONS REPRESENTING EMPLOYEES OF SUCH PROVIDERS, IF ANY (See Appendix for Example) 2 1 Site Project by Name, 3 4 Identify Recipients of Description, and Identify Other Eligible Identify Unions (and Transportation Provider (e.g. Recipient, Surface Transportation Providers) Representing Assistance Under this other Agency, or Providers (Type of Employees of Providers Grant. Contractor) Service)' in Columns 1, 2, and 3 Okaloosa County Application for Section Tucker None Board of County 5311 funds for operating Transportation assistance for FY14 for Commissioners OCT to provide public transportation service to residents for rural areas of the county traveling within the rural area and/or to the adjacent urban area and return to rural domicile. Packet Pg. 279  EXHIBIT K Coordinated Public Transit-Human Services Transportation Plan To be completed and signed by an individual authorized by the governing board of the applicant agency and submitted with the grant application. The Okaloosa County Board of County Commissioners certifies and assures to the Florida Department of Transportation in regard to its Application for Assistance under U.S.C. Section 5311 dated January 07, 2014: I) This grant request is derived from a coordinated plan compliant with Federal Transit Administration Circu lar FTA C 9040, IF, 2) The name of this coordinated plan is provided below. Okaloosa County Transportation Disadvantaged Service Plan 3) The agency that adopted this coordinated plan is provided below, Okaloosa County Transportation Disadvantaged Local Coordinating Board 4) The date the coordinated plan was adopted is provided below. June 10,2013 5) The page number ofthe coordinated plan that this application supports. Page (25) Packet Pg. 280  FEDERAL _ CERTIFICATION REGARDING LOBBYING Certification for Contracts. Grants. Loans. and Cooperative Agreements The undersigned certifies, to the best of her or his knowledge and belief, that: (1) No federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress in connection with the awarding of any Federal Contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement. (2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress, in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions. (3) The undersigned shall require that the language of this certification be included in the award documents for all subawards at all tiers (including subcontracts, subgrants, and contracts under grants, loans, cooperative agreements) and that all subrecipients shall certify and disclose accordingly. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by Section 1352, Title 31 , U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000.00 and not more that $100,000.00 for each such failure. Chairperson, Cha r les K. Winde s, J r. Packet Pg. 281  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: January 7, 2014 TO: Honorable Chairman and Members of the Board FROM: Jeff Littrell SUBJECT: EA Tapping Services - Contract for Large Taps, Line Stops, and Valve Insertions DEPARTMENT: Water and Sewer BCC DISTRICT: All STATEMENT OF ISSUE: OCWS staff requests BCC approval to authorize the Chairman to execute a contract with EA Tapping Services LLC for large taps, line stops, and valve insertions. BACKGROUND: OCWS has had a tapping and line stop contract (C09-1690-WS) with EA Tapping Services since 2009. The original contract had a one year term with three one year renewals. We have reached the end of the allotted renewal periods. OCWS staff are requesting BCC approval of the proposed new contract with EA Tapping Services for a three year term with three one year renewals. Large taps and line stops are necessary from time to time to make new connections to our system or to repair our system. It is imperative to have these services readily available to maintain our system. In emergency situations involving large line breaks, OCWS does not have a means to stop the flow if valves are not present. Not being able to stop the flow on a large line may have catastrophic consequences. Staff also utilizes line stops in controlled, planned environments, such as inserting a tee or gate valve into an existing line to serve as a connection. However, even in these types of scenarios things can easily go awry with aging infrastructure or a contractor that is not specialized and careful. Due to this very serious and continual need, a competent and trusted contractor is essential to provide these necessary services. OCWS has tried various contractors over the years in this role, but EA Tapping Services stands out for their professionalism, technical proficiency, low cost, and most importantly, their reliability. Therefore, attached for your review and consideration is a new contract with EA Tapping Services. Also attached are the County Contract Review Coordination Sheet and their current insurance certificate. Regarding the unit pricing, EA Tapping Services has agreed to utilize their current pricing from the 2009 contract (for which they were the low-bid contractor) for large taps and line stops - without an increase. In fact, if multiple taps/stops are done in one mobilization, they bill for less than the unit price amount - via the bundling discount listed in Exhibit B of the contract. The new contract includes unit pricing for valve insertions. The following is a more detailed description of the services that EA Tapping Services provides: - Large Taps - large tapping machines are a proprietary technology that is unavailable to municipalities. Any project requiring taps larger than 12 inches have to be done by a contractor. - Line Stops - sometimes necessary to connect to pressure water and sewer lines. It's not economically feasible for OCWS to own all the equipment necessary to cover all of the line sizes and site conditions present in our system. A large line stop event is a high risk, time dependent Packet Pg. 282 and critical activity. - Valve Insertion - this is a newer service that has become very popular in the industry, for good reason. It allows the placement of valves on live lines anywhere in the system. This provides tremendous flexibility when planning for maintenance and new construction projects and will eliminate the need for service outages in many scenarios. OCWS has utilized EA Tapping Services in the past several years for critical projects such as: City of Ft. Walton Beach 36" Transmission Main & Wastewater Consolidation, Main Island Lift Station, Rocky Bayou Force Main, and the Arbennie Pritchett WRF Program. For the last 3 years on the previous contract, Okaloosa County has paid EA Tapping Services an average of $19,613 per year. This is a relatively low cost, for a vital high-risk service. OPTIONS: Approve or deny. RECOMMENDATIONS: Staff recommends BCC approval for the Chairman to execute the contract with Ea Tapping Services LLC for large taps, line stops, and valve insertions. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 283  RECEIVED DEC 05oTr CONTRACT & LEASE INTERNAL COORDINATION SHEET Contract/Lease Number! Tracking Number ContractQrILesseo Name 6: Grant fund ed YES ... NO.. ' Iurpose Dte/Term - 4 - l , GREAtER THAN $50 000 Amount ________________ 2 0 GREATER THAN $25,000 Departnert ?5 3 0 $25 000 OR LESS Dët Monitor Name ttuL Document has boon reviewed and nciudes any attachments or echibtts - PurchaSIng RoWew - I 7L - cement requiregmq .or met Date' p ireCt or desIgj - Risk Management RevieW - ApprO'ed as wrilten • 0 Pate:lb I Risk4anqger 0 enee Following Okajoosa County approval Confracft £ Grants Document has been received or11racts & Grants Moriaper Packet Pg. 284  CONTRACT & LEASE INTERNAL COORDINATION SHEET Contract/Lease Number _______________ Trocking Number ContracorAessee Name ) S k Grant Funçied YES._ NO Purpqse Ddie/Tërm -_ GREATER THAN $50,ObO 10RE AmOunt 2 0 GREATER THAN $25 000 Department LA.) 5 3 $5,0O0 OR LESS Dept Monitor Nam LtJId/ 14L4.(, Dacurnent has beri reewed vi cnd includes any attachmen ts or exhibits Purchasing Review Pcurement require ts are met Date !?-5-I rchasi g Director or designee Risk Management Review - - 4ovedfren , - Dote____ sk'ánagerordesignee Foilowirig Okaloosa County opprovai Packet Pg. 285  RECEtVDDC1Othj3 CONTRACT & LEASE INTERNAL COORDINATIONiHEET Contract/Lease Number_______________ Tracking Number &? ConlracforlLessee Name rgni ffanded YES_ NOX urpqse / ,tQa..Ol!.k ? , Date/Term _ i1'L-' )943 )lt 1 0 GREATER THAN $50 000 AmbunQ/( 2 0 GREATER THAN $25,OO7 $25,000 OR LESS Dept tor Name J4 JLf&c[) Document has been rvtewed and fncludcs any attcicMsorexhiblts, Purcha:Ing Review Sri 7 rn 1 11* Management RevieW I - Approve as w n Risk Mo r designeef County Mtarney Review Co ty,AttOrnéy. .: Following Okaloosa County approval - Contracts&Grants Document has been received Date_ C4tiacts & I° MO ........ 0 '••• . 0 Packet Pg. 286 ACD® CERTIFICATE OF LIABILITY INSURANCE THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS F 2114/2013 CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such_endorsement(s). PRODUCER CONTACT NAME: Certificates Department SIhIe Insurance Group, Inc. (A/C, No, Eet);407-569-5490 , NO) 407-389-3580 P.O. Box 160398 EMAIL Altamonte Springs FL 32716 ADDRESS:CertIfICateS@SIhIe.COm INSURER(S) AFFORDING COVERAGE NAIC a / INSURER A Valley Forge Insurance Co 20508 INSURED EATAP- INSURER B Continental Insurance Co. 35289 EA Tapping Services, LLC INSURER C Transportation Ins Company 20494 615 Superior Commerce Blvd., Suite 103 INSURER 0: Apopka FL 32703 INSURER E: INSURER F: COVERAGES CERTIFICATE NUMBER: 1288203647 REVISION NUMBER: THIS IS To CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED, NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES, LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR ADDL'SUBR POLICY 0FF POLICY EXP LTR TYPE OF INSURANCE NSR WVD POLICY NUMBER IMMIOD/YYYYI IMM/DDIYYYYI LIMITS A GENERAL LIABILITY 5083113525 2/1/2013 211/2014 EACH OCCURRENCE Si 000 000 X DAMAGE TO RENTED COMMERCIAL GENERAL LIABILITY PREMISES (Ea occurrence) S300.000 CLAIMS-MADE X OCCUR MED EXP (Any one person) 55.000 X Contractual Liab PERSONAL &ADV INJURY S 1.000.000 GENERAL AGGREGATE $2000000 GENL AGGREGATE LIMIT APPLIES PER PRODUCTS . COMP/OP AGO $2000000 POLICY X LOC S B AUTOMOBILE LIABILITY 2/1/2013 2/1/2014 COMBINED SINGLE LIMIT 5083113539 (Ea aCCideni) $1.000.000 X ANY AUTO BODILY INJURY (Per person) S ALL ORAtED SCHEDULED BODILY INJURY (Per accloenhl S AUTOS AUTOS NON.OVVNED PROPERTY DAMAGE $ X HIRED AUTOS AUTOS (Per accideri) PIP S10,000 C X UMBRELLA LIAB X OCCUR 5083113508 2/1/2013 2/112014 EACH OCCURRENCE $5.000000 EXCESS LIAB -- CLAIMS-MADE AGGREGATE 55,000.000 OED X RETENTION S1O.000 . S A WORKERS COMPENSATION WC583113511 2/112013 2/1/2014 X /ACSTATU. 0TH AND EMPLOYERS' LIABILITY TORY LIMITS ER YIN ANY PROPRIETOR/PARTNERIEXECUTIVE EL EACH ACCIDENT $1000000 OFFICER/MEMBER EXCLUDED? NIA (Mandatory In NH) E L DISEASE . EA EMPLOYEE 51000000 II es. desa'rbe under DSCRIPTION OF OPERATIONS below E L DISEASE . POLICY LIMIT S1000000 A Contractors Equipment 5083113525 21112013 2/1/2014 Leased & Rented $50,000 Leased & Rented Limit Per Item $25000 Ded $1000 DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (Attach ACORD 101, Additional Remarks Schedule, it more space is required) Okaloosa County Board of County Commissioners is included as additional insured for General Liability where required by written contract Waiver of Subrogation applies where required by written contract to the General Liability and Workers Compensation policies in favor of Okaloosa County Board or County Commissioners. DTIIrAT uru rt CANCFI I ATI(Thi SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN Okaloosa County Board of County Commissioners ACCORDANCE WITH THE POLICY PROVISIONS. Attn: Jack Allen, Purchasing Svc Mgr. 1804 Lewis Turner Boulevard AUTHORIZED REPRESENTATIVE Fort Walton Beach FL 32547 (9 19-200 ALUKU (UKtUF(A I IUN. All rtgnts reserved. ACORD 25 (2010105) The ACORD name and logo are registered marks of ACORD Packet Pg. 287 Packet Pg. 288 Packet Pg. 289 Packet Pg. 290  Exhibit A EA Tapping Services LLC. 615 Superior Commerce Blvd, Suite 103 Apopka, FL 32703 Phone: 407-880-6786 Fax: 407-880-6781 www.eatapping.com Quotation #1012013 December 2, 2013 Jeb Chessher Okaloosa County Water and Sewer EA Tapping Services is pleased to quote to you the following work, to be performed at Revision To Annual Contract QTY DESCRIPTION UNIT EXTENDED Tapping Services 14” Install Test & Tap $ 1,400.00 $ 1,400.00 16” Install Test & Tap $ 1,600.00 $ 1,600.00 18” Install Test & Tap $ 1,800.00 $ 1,800.00 20” Install Test & Tap $ 2,000.00 $ 2,000.00 24” Install Test & Tap $ 2,400.00 $ 2,400.00 30” Install Test & Tap $ 5,000.00 $ 5,000.00 36” Install Test & Tap $ 5,500.00 $ 5,500.00 42” Install Test & Tap $ 6,000.00 $ 6,000.00 Price Based On Installing Okaloosa Supplied Tapping Material Line Stop Services 4” Line Stop Services & Fitting $ 2,000.00 $ 2,000.00 6” Line Stop Services & Fitting $ 3,500.00 $ 3,500.00 8” Line Stop Services & Fitting $ 4,000.00 $ 4,000.00 10” Line Stop Services & Fitting $ 4,900.00 $ 4,900.00 12” Line Stop Services & Fitting $ 5,000.00 $ 5,000.00 14” Line Stop Services & Fitting $ 6,000.00 $ 6,000.00 16” Line Stop Services & Fitting $ 6,800.00 $ 6,800.00 18” Line Stop Services & Fitting $ 8,200.00 $ 8,200.00 20” Line Stop Services & Fitting $ 8,950.00 $ 8,950.00 24” Line Stop Services & Fitting $ 14,000.00 $ 14,000.00 30” Line Stop Services & Fitting $ 20,500.00 $ 20,500.00 36” Line Stop Services & Fitting $ 26,000.00 $ 26,000.00 42” Line Stop Services & Fitting $ 30,500.00 $ 30,500.00 Safety is 1B. INTEGRITY is 1A. Confidential and Proprietary Page 1 of 4 © 2012 Packet Pg. 291  Exhibit B EA Tapping Services LLC. 615 Superior Commerce Blvd, Suite 103 Apopka, FL 32703 Phone: 407-880-6786 Fax: 407-880-6781 www.eatapping.com QTY DESCRIPTION UNIT EXTENDED Double Line Stop Services 1 4” Double Line Stop Services & Fitting $ 4,000.00 $ 4,000.00 1 6” Double Line Stop Services & Fitting $ 6,000.00 $ 6,000.00 1 8” Double Line Stop Services & Fitting $ 7,200.00 $ 7,200.00 1 10” Double Line Stop Services & Fitting $ 9,400.00 $ 9,400.00 1 12” Double Line Stop Services & Fitting $ 9,500.00 $ 9,500.00 1 14” Double Line Stop Services & Fitting $ 11,450.00 $ 11,450.00 1 16” Double Line Stop Services & Fitting $ 12,500.00 $ 12,500.00 1 18” Double Line Stop Services & Fitting $ 13,000.00 $ 13,000.00 1 20” Double Line Stop Services & Fitting $ 13,500.00 $ 13,500.00 1 24” Double Line Stop Services & Fitting $ 24,250.00 $ 24,250.00 1 30” Double Line Stop Services & Fitting $ 35,600.00 $ 35,600.00 1 36” Double Line Stop Services & Fitting $ 45,000.00 $ 45,000.00 1 42” Double Line Stop Services & Fitting $ 52,100.00 $ 52,100.00 Small Diameter Line Stops Are Based On 2 Days Service. Additional Days Will Be Billed at $500.00 Each Day. All Line Stops Above 24” Are Based On 3 Days Service. Additional Days Will Be Billed at $500.00 Each Additional Day Any Multiple Doubles In One Trip Take $1,500.00 off for 4”-12”, Take $2,500.00 For 14”-42” Multiple Double Line Stops In One Trip Valve Insert Services 4” Valve Insert Services & Fitting $ 4,950.00 $ 4,950.00 6” Valve Insert Services & Fitting $ 5,200.00 $ 5,200.00 8” Valve Insert Services & Fitting $ 5,800.00 $ 5,800.00 10” Valve Insert Services & Fitting $ 9,000.00 $ 9,000.00 12” Valve Insert Services & Fitting $ 9,600.00 $ 9,600.00 16” Valve Insert Services & Fitting $ 22,100.00 $ 22,100.00 24” Valve Insert Services & Fitting $ 32,500.00 $ 32,500.00 16” & 24” Are Not Available For Oversized Or AC Pipe. They Are Only Available For Standard OD Pipes. 20” Valve Insert Is Not Available Yet 16” & 24” Valves Run 6-8 Weeks From Factory At Times 4” – 12” Includes Services To Be Performed On AC Pipe Safety is 1B. INTEGRITY is 1A. Confidential and Proprietary Page 2 of 4 © 2012 Packet Pg. 292  Exhibit C EA Tapping Services LLC. 615 Superior Commerce Blvd, Suite 103 Apopka, FL 32703 Phone: 407-880-6786 Fax: 407-880-6781 www.eatapping.com 1. Shipping date for material is 1 week after receipt of order and any changes. 2. Equipment shipping lead time is 1 weeks, subject to availability, after receipt of order and any changes. 3. Technician(s) require 1 week notice, subject to availability, prior to being needed on-site. 4. These prices do include travel, per diem and miscellaneous expenses for our Technician(s) for the number of Trips and Days Allowed, above. Additional expenses will be charged at our cost, plus 30 per cent. 5. No individual has the authorization to verbally change any prices or terms of this quotation. Any changes must be in writing, in the form of a Quotation Revision from EA Tapping Services. 6. The Terms and Conditions, following, are a part of this quotation. 7. The customer, or those at his direction and expense, shall provide: safe, workable jobsite access; all site-specific training; scaffolding; rigging & handling; crane or lifting device(s); hot work permit; confined space permit; lock-out/tag-out; labor/fitters; excavation; shoring; plating; and Lifting of Line Stop & Tapping Equipment 24” & Above or any other item(s) not directly related to the actual performance of our work. 8. All Price Are Good For Emergency Work. Only Extra Cost For Emergency Work Will Be Any Rush Ordering & Shipping of Fittings. Price Will Be Passed Onto Customer Once Determined 9. Customer is responsible to supply all concrete restraint support and support pads for line stops. 10. Payment terms are Net 30. SIGNED: EA Tapping Services LLC. ctâÄ [ÉzÜxyx Paul Hogrefe Sales Manager paul@eatapping.com Safety is 1B. INTEGRITY is 1A. Confidential and Proprietary Page 3 of 4 © 2012 Packet Pg. 293  Exhibit D EA Tapping Services LLC. 615 Superior Commerce Blvd, Suite 103 Apopka, FL 32703 Phone: 407-880-6786 Fax: 407-880-6781 www.eatapping.com Terms and Conditions of Sale Governing Terms: These terms and conditions are an offer by us to you, subject to the approval of our credit department, and may be accepted only on these exact terms and conditions. The contract formed by your acceptance of this quotation, or by your request that we enter a sales order for you, or by your acceptance of a shipment from EA Tapping Services will constitute the exclusive, complete and final agreement between EA Tapping Services and you; and, there are no other agreements, representations, promises, or statements between us either expressed or implied. If you issue a document of your own, this document shall supersede the terms and conditions of your document. Any dispute with regard to the interpretation, execution, enforcement or following the terms of this agreement, or any other legal activities, shall be resolved by submitting such dispute to binding arbitration, pursuant to the Commercial Arbitration Rules of the American Arbitration Association (“AAA”); and, This Agreement shall be governed by the laws of the State of Florida and any negotiable actions will be conducted in Okaloosa County, Florida. Shipment: Deliveries shall be made in accordance with a delivery schedule, which may be revised by mutual agreement to adjust to manufacturing requirements. We cannot guarantee precise delivery dates and shall not be responsible for delays in deliveries, nor liable for any losses, expenses or damages, including liquidated damages or penalties of any kind, which you or others may incur. Acceptance of delivery by you constitutes confirmation of your acceptance of the delivery schedule against which the delivery was made. Unless stated otherwise in the quotation, shipments are quoted f.o.b. our dock or our vendor's dock. Prices, Payment and Taxes: Price does not include any state, federal, or local taxes, tariffs or duties. Terms of payment are stated on the quotation/sales order. Our terms of sale do not permit or allow the withholding from payment of any percentage of dollar amount due and payable to EA Tapping Services because your customer or other entity withholds funds as retention, or for some other reason, until some future condition is fulfilled. All funds received by you or payable to you for satisfaction of the amount due EA Tapping Services hereunder shall be held as a trust fund for payment of your obligations to EA Tapping Services, and shall not be applied to other purposes until your obligation to EA Tapping Services is satisfied. Payment shall be in United States of America dollars. No back-charges, withholding or deducts of any kind are allowed. Prices are subject to increase to compensate for any increase in our costs due to new or increased taxes or governmental regulatory measures. Prices on the quotation are based on the quantities given. Any quantity changes or other order modifications may result in price changes. Except as above noted, prices on the quotation are valid for a period of thirty days after the date of the quotation unless a specific variance is granted on the attached quotation. Force Majeure: EA Tapping Services is not responsible or liable for any delays or nonperformance in the event of earth movement, fire, flood, explosion, the elements, or other catastrophe, acts of god, war, riot, civil disturbance, strike, lockout, refusal of employees to work, labor disputes, shortage, or inability to obtain raw materials, including energy requirements, failure of carriers to deliver, in the event of any legislative, executive or judicial act of any governmental authority substantially affecting EA Tapping Services’ operations, or in the event EA Services suspends or discontinues business for any reason, or any other reason beyond the control of EA Tapping Services. Limited Warranty: Products manufactured by EA Tapping Services are warranted free from defects in material and workmanship for a period of 1 year from the date of shipment from EA Tapping Services to any location. The warranty on items not manufactured by EA Tapping Services or subcontracted services shall not exceed the warranty of our subcontractor or supplier or his manufacturer. If defect under this warranty appears, EA Tapping Services, at its option, will rework or replace that item or refund the purchase price of the defective portion, less an allowance for services rendered by the product prior to the claim, but in no event will EA Tapping Services be responsible for consequential or incidental damages. This warranty shall not apply to any product which has been altered by anyone other than EA Tapping Services, or which has become defective due in total or in part due to miss-storage, misuse, mishandling, negligence or casualty, or which has become defective in total or in part due to natural or man-made exposure damage (e.g., pollution contact damage) or any seismic or other motions of the installation or any pressure/thermal cycling or has been applied/used contrary to manufacturer's instructions. Remedies available to a purchaser for breach of warranty are expressly limited to an action to recover for the value of the purchase or replacements due hereunder of our product only and EA Tapping Services’ liability for incidental or consequential damages are hereby expressly excluded to the full extent permitted by applicable law. Any shortages or shipping damage must be reported in writing or fax to EA Tapping Services within three business days of your receipt of shipment. EA Tapping Services makes no warranty that the goods sold under this contract are fit for any particular purpose. There are no warranties which extend beyond those set forth herein. Other Specific Warranty Exclusions: (1). Any product failures or damage due to chemical or thermal exposure. (2). The finish on the product. Miscellaneous: (1). All documentation subject to correction of stenographic errors. (2). A distributor or representative may assist you, however that representative has no authority to bind EA Tapping Services in any modification of this agreement. EA Tapping Services shall not be held responsible for any instructions or technical advice in connection with the design and/or use of material hereunder. (3). EA Tapping Services may refer to and use various generally accepted codes and formulas for designs. This in no way indicates our approval or agreement to such codes or formulas. Citing any code, formula, or standard in no way implies suitability or usability of any product for any specific application. (4). This agreement shall be binding upon and inure to the benefit of the respective heirs, executors, administrators, receivers, legal representatives, successors and assigns of the parties hereto. (5). All changes in this agreement/order must be in writing, showing the original order number and the change order number. All costs for any changes to this order will be at your expense, subject to the terms and conditions herein. (6). Invoicing to you from EA Tapping Services will occur as soon as possible after the date of shipment of our product to your site or representative, or the date of acceptance by your representative, whichever is earlier, and payment shall be due per the terms of our quotation (but not longer than 30 days after date of invoice) regardless whether or not actual shipment has been made, unless such lack of shipment is the fault of EA Tapping Services’ failure to allow such shipment or to follow our standard shipping procedures. Your failure to provide shipping instructions or to authorize shipping shall not be valid reason for you to delay or refuse payment. (7). After our date of invoice, if within 30 days we have not received authorization or workable instructions to ship, a storage fee, in monthly increments equal to 2.75% of the invoice total, shall be assessed to you and payable by you within 30 days. Your failure to pay this storage fee on time or storage which lasts longer than 12 months shall be considered to be abandonment by you of the product and EA Tapping Services shall be free to sell or otherwise dispose of the stored items. Such activity in no way relieves you of your obligation to pay for the item(s) in question under the terms of this agreement. Warning: The use or application of any EA Tapping Services product or material sold by EA Tapping Services is strictly and completely at your own risk. Names of products or verbal or printed application and usage suggestions are not to be construed or assumed to be safe or workable in your situation. Read and understand all safety instructions. Experiment first, at your own risk and expense, before applying or using any product. Safety is 1B. INTEGRITY is 1A. Confidential and Proprietary Page 4 of 4 © 2012 Packet Pg. 294  Exhibit E 2900 W. Orange Ave. Suite 155 Apopka, FL 32703 Phone: 407-880-6786 Fax: 407-880-6781 WET TAP PROCEDURE 1.0 Purpose 1.1. To make a safe entry into a pipe or vessel; operating at a pressure or vacuum, under containment conditions, without the loss of product or interruption of system operation. 2.0 Equipment and Tools 2.1. Wet tap fitting 2.2. Tapping valve 2.3. Hot tap machine, air or hydraulic drive 2.4. Cutter and pilot assembly 2.5. Hot tap adapter with vent valve 2.6. Hydraulic power unit and hoses, if applicable 2.7. Miscellaneous hand tools 3.0 Customer to furnish / EA Tapping Services 3.1. Tapping sleeve approved by City/County 3.2. Tapping valve lay right/or lay left Flg x MJ 3.3. Tapping valve flange bolt kit with half bolts and half studs with nuts 3.4. Equipment for installation of tapping material and removal of wet tapping equipment 3.5. Required work permits and authorizations 3.6. Scaffolding, platforms, trench box, ladders, water pumps, safe working environment 4.0 Procedure EA Tapping Services will install the wet tap fitting in the horizontal position. During any welding operations if applicable city/county will need to maintain flow of the product while fitting is being welded on. For Bolt-on fittings applications insure pipe is clean in the area where fitting will be installed. Draw to halves together making sure that each side is drawn together equally. Install tapping valve on the wet tap fitting and align the valve bore with the ID of the fitting. Pressure test the valve and fitting. Once tapping valve is installed. EA Tapping Services will install dunnage under valve for support. After tap has been complete contractor will put rock and/or pebbles for added ground support. Packet Pg. 295  Exhibit F 2900 W. Orange Ave. Suite 155 Apopka, FL 32703 Phone: 407-880-6786 Fax: 407-880-6781 Note: To prevent collapsing the pipe, the recommended maximum test pressure is 1.10 times the operating pressure. See API 2201. Install the hot tap machine, centering it to the valve. Open the vent valve on the hot tap machine. Lower the boring bar into position. Remove the crank handle, if applicable. Start the hot tap. As the pilot penetrates the pipe, close the vent valve when process fluid starts to flow. Complete the wet tap. Note: Occasionally, EA Tapping Services will stop the hot tap machine and using the measuring rod and or tap measure to check measurements. Retract the boring bar, check measurements to insure cutter and pilot are clear of the gate Close the valve. Depressurize and remove the hot tap machine. Remove coupon and give to customer Clean work area and complete all paperwork. 5.0 Records and Approvals 5.1. Customer Location: 5.2. Lead Technician: 5.3. Customer Approval: _____________________________________ Packet Pg. 296  Exhibit G 615 Superior Commerce Blvd, Suite 103 Apopka, FL 32703 Phone: 407-880-6786 Fax: 407-880-6781 PLUGGING HEAD INSTALLATION PROCEDURE A. Prior to mounting the line stop equipment the Head will be checked to insure that the proper pipe adapter plates have been installed and that the Sealing Element is the correct size, based on the retrieved coupon. B. Orient the Folding Head with the run of pipe, making sure that the Sealing Element is facing downstream. C. Bolt up the Plugging Machine and install the Plugging Head into the pipe as follows: ♦ Crack open the Tapping Valve and fill the plugging assembly; ♦ Pressure up and inspect all joints for pressure tightness; ♦ Fully open Tapping Valve; ♦ Advance the Plugging Machine’s actuator bar down into the pipe and set the Head at its calculated distance. Verify all measurements. ♦ Blow down the downstream end of the pipe using a fire hydrant or similar large-port discharge; ♦ Verify the workability of the line stop; ♦ Give Customer go-ahead for dewatering & pipe separation or repair. PLUGGING HEAD REMOVAL PROCEDURE A. Upon customer completion of work the “dead” pipe section MUST be re-pressurized to the same pressure as the upstream section beyond the Folding Head. No attempt will be made to retract the Head until this is verified – equal pressure. EA Tapping Services will install safe equalization method, using EA Tapping Services machine and fittings. B. Folding Head is removed as follows: ♦ Verify full equalization; ♦ Verify that there is no possible downstream flow; ♦ Retract the Plugging Machine’s actuator bar at “dead slow” as the Head folds; ♦ Retract the Plugging Head all the way up into the Plugging Machine’s housing; ♦ Close the Tapping Valve; ♦ Depressurize and dewater the Plugging Machine; ♦ Remove the Plugging Machine from the Tapping Valve. Packet Pg. 297  Exhibit H 615 Superior Commerce Blvd, Suite 103 Apopka, FL 32703 Phone: 407-880-6786 Fax: 407-880-6781 COMPLETION PLUG INSTALLATION PROCEDURE A. Completion plug will be inspected and its seal and check valve’s integrity verified. B. Completion Plug will be attached to the boring bar of the Tapping Machine and retracted to rear most position up into the Machine’s tapping adapter. Standard measurements will be taken and recorded. C. Completion Plug is installed as follows: ♦ Bolt up the Completion Machine onto the Tapping Valve; ♦ Install pressure equalization hose from the pressurized pipe up to the Tapping Machine’s tapping adapter’s equalization connection; ♦ Crack open the Tapping Valve; ♦ Crack open the equalization hose valves; ♦ Pressure up and inspect all joints for pressure tightness; ♦ Fully open Tapping Valve and the equalization hose valves; ♦ Extend Completion Flange’s locking pins/segments into the Flange’s bore; ♦ Advance the Tapping Machine’s boring bar / Completion Plug down until the Plug touches against the pins/segments; ♦ Verify measurements to prove that the Completion Plug is in “touch position”; ♦ Retract Completion Flange’s locking pins/segments, clearing the Flange’s bore; ♦ Advance the Completion Plug down into the Flange until measurements show that it is in proper “seated position”; ♦ Extend the locking pins/segments into the locking groove of the Completion Plug, thereby locking it into the Completion Flange’s bore; ♦ Verify the integrity of the lock by advancing/retracting the boring bar; ♦ Release the Tapping Machine’s boring bar from the Completion Plug; ♦ Close the equalization hose valves, depressurize the Tapping Machine and verify that all seals are holding properly; ♦ Retract the Tapping Machine’s boring bar; ♦ Remove the Tapping Machine; ♦ Remove the Tapping Valve; ♦ Remove the Completion Plug’s adapter tool holder. D. Once all equipment has been dismounted, EA Tapping Services will install a blind flange onto the outlet (completion) flange of the Line Stop Fitting. E. Equalization apparatus is removed from the pipe and any small equalization nipples are sealed off (completed) and capped. Packet Pg. 298  Exhibit I Packet Pg. 299  Exhibit J Packet Pg. 300  Exhibit K Packet Pg. 301  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: January 7, 2014 TO: Honorable Chairman and Members of the Board FROM: Jeff Littrell SUBJECT: Camp Rudder Wastewater Project, Quotes in Lieu of Bids DEPARTMENT: Water and Sewer BCC DISTRICT: 3 STATEMENT OF ISSUE: OCWS staff requests BCC approval to authorize the Purchasing Department to solicit quotes in lieu of formal bids for the purchase of pipe and associated materials for the construction of the Camp Rudder Wastewater Project. BACKGROUND: County staff has been in discussions with other local and federal entities regarding the consolidation of wastewater collection, treatment and disposal services. These opportunities have arisen as a result of the construction of the new 10 MGD Arbennie Pritchett Water Reclamation Facility (APWRF). A contract with Eglin AFB staff and BCC was executed on Aug. 23, 2012 and construction is well under way. The last phase of the project is the proposed force main that will commence at a new pump station to be constructed at the Camp Rudder cantonment and will connect to the existing 17-mile 7SFG force main, ultimately discharging into the APWRF. The project will consist of the construction of a new duplex pump station, approximately 45,000 LF of 8" force main (including 10" bores where necessary) and fiber optic communication conduit. OCWS will be self performing the construction of the pump station, force main and fiber optic conduit using OCWS Staff and equipment to expedite completion of the project. OCWS estimates that using their own forces and equipment will shorten the construction schedule and will reduce the project costs over contracting with an outside construction company. OCWS estimated the design-build project to cost approximately $1,600,000. At their regular meeting on February 5, 2013, the BCC authorized the solicitation of quotes in lieu of bids for the piping/appurtenances for the material procurement for several phases of the overall projects for the East County force main project, including the work to be performed at Eglin main. OCWS and Purchasing staffs have met to discuss procurement strategy for the remaining phase, which is the Camp Rudder Wastewater Project. On the complex items, such as the lift station, we feel that the formal bid process is absolutely necessary. On more straightforward items like pipe and miscellaneous appurtenances, we feel the most economical approach is to solicit quotes in lieu of bids. Historically, the same vendors will provide pricing whether it is quotes or a formal bid process. Because quotes are a competitive process, OCWS and Purchasing believe the prices will come in under the budgeted amounts. In addition, obtaining quotes instead of bids allows for a quicker, more streamlined process. In many of these projects, time is of the essence, because of the above-mentioned goals and objectives. Therefore, OCWS and Purchasing staff request to solicit quotes in lieu of bids for any piping and miscellaneous appurtenances (valves, manholes, conduit, etc.) for the Camp Rudder Wastewater Project. In addition, we will set up Public Meetings per Florida Statutes to request BCC Packet Pg. 302 approval for self performance of the construction work for the project at the appropriate time. OPTIONS: Approve or deny. RECOMMENDATIONS: Staff recommends BCC approval to authorize the Purchasing Department to solicit quotes and to proceed with the (award) purchase from the lowest responsive and responsible quoter in order to save money and time on the purchase of pipe and miscellaneous appurtenances for the Camp Rudder Wastewater Project. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 303  Camp Rudder Existing Plant Location \\gissv2\gisprojects\MapDocs\OCWS\7thSFG_Military\Cam pRudder.mxd,\\gissv2\gisprojects\PDFdocs\OCWS\7thSFG_Military\Cam p Rudder.pdf, Size: 8.5x11, Analyst: Michael Olmstead, Date: 9 July 2010. OV E New Lift Station RL O RD DR 600W 600E 23 6 23 6 25 7 23 6 R 213 213 213 8.5 Miles Connection to R 23 7SFG Main 6 . Camp Rudder Proposed Sewer I MAP PROJECTION: Lambert Conformal Conic Projection Stateplane: Florida North (0903) NAD 1983(90), NAVD 1988. L O OS O KA A 7SFG Main StreetCenterlines Airports G S PUBLIC RECORD: This map was created by Okaloosa County GIS and is in the public domain pursuant CO to Chapter 119, Florida Statutes. UN T Y Rudder Route Streams DISCLAIMER: Okaloosa County hereby expressly disclaims Packet Pg. 304 any liability for errors or omissions in these maps, indexes or legends.  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: January 7, 2014 TO: Honorable Chairman and Members of the Board FROM: Jeff Littrell SUBJECT: Arbennie Pritchett WRF Expansion - Engineering RFQ & Review Committee DEPARTMENT: Water and Sewer BCC DISTRICT: All STATEMENT OF ISSUE: OCWS and Purchasing staff request permission to move forward with a qualifications based selection process for a contract with an engineering consultant for the Arbennie Pritchett WRF Expansion Project to serve as the Owner's Representative and Design Criteria Professional. BACKGROUND: Construction of the Arbennie Pritchett Water Reclamation Facility (APWRF) was completed in 2009 and has an annual average daily flow (AADF) capacity of 10 million gallons per day (MGD). This $65M program with 5 sub-projects was a huge success. The project was completed within budget and on-time. This state-of-the-art WRF has now been operating efficiently for about 4 years with parameters well below our state permit requirements. In addition, the APWRF has been the foundation for many related agreements that have generated revenue or reduced expenses for the Water & Sewer Enterprise Fund: 7th Special Forces, City of Ft. Walton Beach, Eglin Air Force Beach (Duke Field, Camp Rudder, Main Base, and the Navy EOD school), and Niceville/Valparaiso (diverting East County flow). Currently, the actual AADF is approximately 6.3 MGD. With the additional flow of the above- mentioned projects and other ongoing development, we anticipate being above 8 MGD of actual AADF in about 2 years. On paper, the capacity reserved is approximately 8.5 MGD. Although we have about 15% capacity remaining of the average daily flow, this puts us in an uncomfortable position for the long-term and the short-term during peak flow events, such as storms or hi-flow summer weekends. Because of this, OCWS has a 5 MGD plant expansion in our approved 5-year CIP: $2M in FY2014, $8M in FY2015, and $3M in FY2016. Most importantly, we expect this $13M total to be funded with cash. In account 411-4199-599360, OCWS has been saving up Capacity Expansion Charges (CECs) that have been received on the above-mentioned projects and other large projects, such as some of the recent hotels. We currently have approximately $4.5M in this account and are under contract with Eglin AFB for another $8.5M, which is expected to be received in the summer of 2014. Staff feels that the responsible thing to do is fund the 5 MGD needed expansion from the $13M to be in this account. There is also a desire to proceed with the expansion before the amount of CEC funds available is rendered insufficient by construction material inflation. Fortunately, the APWRF was designed and constructed with a future expansion in mind, from 10 MGD to 15 MGD. Certain components (i.e. head works, UV channels, admin building, etc.) have already been constructed for 15 MGD AADF, and room on the site has been left available for the needed expansion (oxidation ditch, clarifier, etc.). Packet Pg. 305 As Okaloosa County did in the late 2000s, when APWRF went through the procurement and design process, staff is proposing the design-build method of procurement, following Florida Statues and Design Build Institute of America (DBIA) requirements/guidelines. We feel that design-build is the best approach to large, high-dollar projects; with 1 company doing both the design and construction, it avoids finger pointing and potentially litigious situations, thereby lowering risk to the owner. The bidding process of selecting a design-build (D-B) contractor is qualifications based. Interested firms would submit both qualifications and bids in separate envelopes. The most qualified D-B contractor would be selected with the intent to negotiate a contract. The other set of envelopes would then be opened with their actual bid price. Negotiation then occurs with the most-qualified bidder until a final price is reached. If a price cannot be negotiated, negotiations would cease with the most-qualified bidder and commence with the next-most qualified bidder. This paragraph is just a brief summary of the D-B procurement process. Staff will come back to the Board in the future to obtain permission to move forward with the Request for Qualifications (RFQ) for a D-B contractor. Currently, staff is requesting permission to issue an RFQ for an engineering consultant to serve as the Owner's Representative and be the Design Criteria Professional (DCP), as outlined in Florida Statutes 287.055 (AKA "Consultants' Competitive Negotiation Act (CCNA)"). Because the anticipated amount of this contract exceeds the thresholds listed in this statute, an existing continuing contract (AKA "master services agreement") cannot be utilized. A new contract will need to be executed for the professional engineering services necessary to move forward with the plant expansion. These professional engineering services may include but are not limited to the following services: owner's representative in procuring and coordinating with D-B contractor; serve as the Design Criteria Professional; prepare the RFQ (for D-B contractor), the Request for Proposal (RFP), and the Design Criteria Package (performance specifications and preliminary engineering); evaluate Statement of Qualifications and bids; perform engineer's cost estimates; groundwater modeling; permitting; engineering services during construction; resident observation; develop and manage Owner Purchased Equipment (OPE) program; coordinate complete system startup; construction administration; perform any miscellaneous engineering and technical service required in support of the project and specifically requested by the County. OCWS and Purchasing staff would now like to begin the process of obtaining an engineering consultant for the APWRF Expansion Project via the formal qualifications based selection process. If authorized by the Board, OCWS staff will work with Purchasing staff to formulate a Request for Qualifications (RFQ) to begin the formal selection process. In the State of Florida per the Competitive Consultants Negotiations Act (CCNA), the selection criteria for the award of engineering contracts are qualifications based. Staff also recommends the following Review Committee to evaluate the statements of qualifications received and bring back a recommendation to the Board, regarding which firms to enter contracts with: Zan Fedorak or designee - Purchasing Manager (non-voting member to oversee) Nathan Boyles - Board of County Commissioners, Water & Sewer Liaison Packet Pg. 306  Jeff Littrell - Water & Sewer, Director Jeb Chessher - Water & Sewer, Project Manager Darren Alford - Water & Sewer, Wastewater Operations Manager Jason Autrey - Public Works, County Engineer OPTIONS: Approve or deny. RECOMMENDATIONS: Staff requests BCC approval to move forward with the qualifications based selection process (via a RFQ) for a contract with an engineering consultant for the Arbennie Pritchett WRF Expansion Project and approval of the above-mentioned review committee. A recommendation of award will be brought back to the BCC at a later date. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 307 Packet Pg. 308  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: January 7, 2014 TO: Honorable Chairman and Members of the Board FROM: Jeff Littrell SUBJECT: Fort Bend Services Inc. DEPARTMENT: Water and Sewer BCC DISTRICT: ALL STATEMENT OF ISSUE: OCWS staff requests BCC approval to authorize the Chairman to execute a contract renewal with Fort Bend Services, Inc. for the purchase of a specialized polymer (FBS C1282) used in the sludge thickening and dewatering process at the Arbennie Pritchett Water Reclamation Facility (APRWF). BACKGROUND: This would be the second of three available renewals already included in contract C12-1935-WS. The approximate annual value of this contract is $275,000. Polymer is a highly specialized chemical, and not a typical commodity that you would purchase in bulk from a low-bid bidder. It is used for sludge thickening and dewatering in the final process of wastewater treatment at APWRF. This particular type of polymer, FBS C1282, went through a rigorous testing process when APWRF was designed and constructed. The Contract/Lease Renewal Form and Certificate of Insurance are attached for your review and consideration. OPTIONS: Approve or deny. RECOMMENDATIONS: OCWS requests BCC approval to authorize the Chairman to execute the second of three available renewals on the Fort Bend Services contract, for the purchase of a specialized polymer (FBS C1282) used at APWRF. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 309 Packet Pg. 310 Packet Pg. 311 Packet Pg. 312  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: January 7, 2014 TO: Honorable Chairman and Members of the Board FROM: Rick Owen SUBJECT: Approval of Fiscal Year 2014 3rd Quarter Calendars DEPARTMENT: County Administrator BCC DISTRICT: All STATEMENT OF ISSUE: In order for Public Hearings, Workshops and Employee Award presentations to be scheduled for the 3rd Quarter of FY 2014, meeting schedules need to be approved and published. BACKGROUND: The attached calendars for 3rd Quarter of FY 2014 (April - June) were prepared by County Administrator’s staff in December 2013. OPTIONS: Approve calendars as presented or direct staff to make changes. RECOMMENDATIONS: Recommend consideration of calendars as presented and direct staff concerning changes or approval. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 313  Board of County Commissioners Meetings & Workshops APRIL 2014 SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY Mar 30 Mar 31 1 2 3 4 5 BCC Meeting 8:30 a.m., Crestview Courthouse 6 7 8 9 10 11 12 13 14 15 16 17 18 19 BCC Meeting 6:00 p.m. W&S Bldg. Fort Walton Beach 20 21 22 23 24 25 26 May 1 May 2 May 3 27 28 29 30 Packet Pg. 314  Board of County Commissioners Meetings & Workshops MAY 2014 SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY Apr 27 Apr 28 Apr 29 Apr 30 1 2 3 4 5 6 7 8 9 10 BCC Meeting 6:00 p.m., Crestview Courthouse 11 12 13 14 15 16 17 18 19 20 21 22 23 24 BCC Meeting 8:30 a.m. W&S Bldg. Fort Walton Beach 25 26 27 28 29 30 31 Memorial Day Holiday Packet Pg. 315  Board of County Commissioners Meetings & Workshops JUNE 2014 SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY 1 2 3 4 5 6 7 BCC Meeting 8:30 a.m., Crestview Courthouse 8 9 10 11 12 13 14 15 16 17 18 19 20 21 BCC Meeting 6:00 p.m. W&S Bldg. Fort Walton Beach 22 23 24 25 26 27 28 July 1 July 2 July 3 July 4 July 5 29 30 Packet Pg. 316  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: January 7, 2014 TO: Honorable Chairman and Members of the Board FROM: Rick Owen SUBJECT: Revisions to LETF distribution procedures. DEPARTMENT: County Administrator BCC DISTRICT: All STATEMENT OF ISSUE: Staff requests Board consideration and approval of revisions to the procedures for distribution of Law Enforcement Trust Fund moneys and accompanying application. Additionally, staff requests Board consideration and approval of application for distribution of Traffic Education funds. BACKGROUND: In September 2012, the County adopted procedures relating to the application, approval and accounting of the Law Enforcement Trust Fund moneys. In response one finding in the December 2013 Operational Audit conducted by the State Auditor General’s Office, the Board directed staff to continue to review the process and the procedures for distribution of Law Enforcement Trust Fund moneys. Staff, working with legal counsel developed revised procedures and distributed to Commissioners for review and comments. The revised procedures and application, along with comments from Commissioners are attached. Additionally, staff evaluated the process for distribution of Traffic Education funds and, with the help of legal counsel, developed an application for funds disbursement. This application form is also attached. OPTIONS: Approve/Disapprove RECOMMENDATIONS: Approve revisions to the procedures for distribution of Law Enforcement Trust Fund moneys and accompanying application as well as application for distribution of Traffic Education funds. RECOMMENDED BY: APPROVED BY: Packet Pg. 317 Ernie Padgett, County Administrator Packet Pg. 318  Okaloosa County Sheriff’s Office and Board of County Commissioners Joint Operating Procedures For Law Enforcement Trust Fund Section 1. Initiation of a Request for Expenditure from the Law Enforcement Trust Fund (“LETF”). a) Request from Okaloosa County Sheriff’s Office (OCSO). LETF proceeds may be appropriated by the Board of County Commissioners (“Board”) upon the request by OCSO. The request by the OCSO for an appropriation from the LETF shall be made by the submittal of an Okaloosa County LETF Application, which shall include a written certification of the OCSO that the request complies with the provisions of section 932.7055, Florida Statutes. b) Request from other entities. Any other agency or organization, other than the OCSO, that seeks an appropriation for the use of proceeds from the LETF shall initially submit an Okaloosa County LETF Application to the OCSO. The requesting agency or organization shall provide a detailed summary of the nature of the proposed expenditure so as to establish that it is an authorized use under Florida law. The OCSO shall review the request and if found to be consistent with Florida law, shall submit the Okaloosa County LETF Application to the Board for its consideration, which shall include a written certification of the OCSO that the request complies with the provisions of section 932.7055, Florida Statutes. 1 Packet Pg. 319 Section 2. Authorized Uses of LETF Proceeds. a) LETF proceeds may only be used for the following purposes: i. School resource officer; ii. Crime prevention; iii. Safe neighborhood; iv. Drug abuse education and prevention programs; v. Other such law enforcement purposes as the Board deems appropriate and which are consistent with the provisions of section 932.7055, Florida Statutes. b) LETF proceeds shall not be utilized to meet normal operating needs of the OCSO. c) If the OCSO acquires at least $15,000 pursuant to the Florida Contraband Forfeiture Act within a fiscal year, it must expend or donate no less than 15 percent of such proceeds for the support or operation of any drug treatment, drug abuse education, drug or crime prevention, safe neighborhood, or school resource officer program(s). The OCSO has the discretion to determine which program(s) will receive the designated proceeds. Section 3. Trust Fund Expenditure Documentation. a) Any request for the expenditure of funds from the Law Enforcement Trust Fund shall require the submission of a completed Okaloosa County LETF Application. All supporting documentation necessary to establish that the use is consistent with the requirements of Florida law shall be attached to the Application. b) A completed Application shall be submitted for any request for funding from the Law Enforcement Trust Fund by the OCSO or any other agency or organization other than the OCSO. The Application submitted by the OCSO shall be submitted to the Board. The Application submitted by any other agency or organization other than the OCSO shall be initially submitted to the OCSO for its review. If found to be in compliance with Florida law, the OCSO shall submit the Application of the other agency or organization to the Board for its consideration. 2 Packet Pg. 320  c) The Application shall include the type of expenditure requested, the authorized category for use as described in Section 932.7055, Florida Statutes, all documentation establishing that the requested expenditure is authorized under Florida law and a written certification of the OCSO that the funding request complies with the provisions of Section 932.7055, Florida Statute. d) Any applicant seeking funding from the LETF shall acknowledge that in the event that any funds received are not spent for the purposes authorized or that documentation of the expenditure is not provided within sixty (60) days from receipt, then that applicant will be required to reimburse those funds. Section 4. Board Review and Approval. a) The OCSO shall review all requests for LETF proceeds and forward a recommendation to the County Administrator's Office for placement and consideration on the next available meeting of the Board. b) Upon approval by the Board, the Clerk of Circuit Courts shall be authorized to release funds to the OCSO as directed. Section 5. Disbursement of Funds and Submittal of Receipts a) Upon the funds being released to the OCSO, it shall disburse those funds in the amounts approved by the Board for those authorized expenditures. b) Upon expenditure of the LETF funds, the OCSO and any entity or organization receiving these funds shall provide an accounting of those funds pursuant to the requirements of Section 932.7055(5) (c), Florida Statutes. Accountings and documentation for expenditures by any agency or organization, other than the OCSO, shall be provided to the OCSO with a copy to the Clerk of Courts’ Finance Office. The accounting and documentation for expenditures by the OCSO shall be provided to the Clerk of the Courts Finance Office. At a minimum, such documentation shall be provided which establishes that the LETF proceeds were expended for the purposes that they were approved and in conformity with Florida law. c) Receipts for all items purchased or donations made to organizations shall be filed by the OCSO with the Clerk within sixty (60) days of expenditure. 3 Packet Pg. 321 d) All such correspondence, requests of funds, expenditure reports, accounting of funds spent, etc. are public records and shall be made available to the public and retained on file per State archiving and retention requirements. e) Failure to provide documentation within sixty (60) days shall be grounds for the County to seek reimbursement from the OCSO or any other entity or organization for the funds expended from the LETF. 4 Packet Pg. 322 Modify title to read “Okaloosa County Board of County Commissioners Operating Procedures For Law Enforcement Trust Fund” A. Okaloosa County LETF Application: 1. Eliminate Category 5. Other Law Enforcement Purpose from the form for non- law enforcement applicants. Rationale: This category is a very "gray area" open to interpretation and should be reserved only for law enforcement purposes. A couple of these from non-profits last year caught the interest of the Auditor General and they did not seem to buy the fact that our County Attorney said the Board can set its own criteria for this category. 2. Recommend any organization that uses the provided LETF for purchases other than as authorized by the FL Statute and by what they stated to the Board in their application and/or that does not provide the required receipts for their expenditures within the required time frame should be disqualified from applying for funding for a minimium of two years. Rationale: In the past, many organizations did not provide any documentation for how they actually spent the LETF funds within the required time period and caused multiple requests from our finance Dept. to get the receipts. Then, when the receipts did come in, many of the expenditures were for items that did not have any relationship to the statutury uses of for what the organizations stated in their applications of what the funds would be used for. Having this disqualification criteria in our program will better ensure receiving organizations use the funds for authorized purposes and that they get their receipts submitted on time. NOTE: It will be easy for organizations to avoid disqualification by merely complying with the program requirements. 3. The "reimbursement" criteria should apply to the Sheriff, since it appears that the funds from the LETF account as authorized by the Board will actually be disbursed to the Sheriff. The Sheriff needs to be accountable since he is the one selecting the applicants and the one who actually disburses the funds to the organizations. This will also provide incentive for the sheriff to ensure his selected organizations comply with program procedures. B. LETF Operating Procedures: 1. Sections2. subpara. c): After last sentence, add; "Such programs require approval of the Board prior to disbursement of funds." Retionale: Although the OCSO has the discretion to select the programs, this will clarify that Board approval is also required. C. Application for Traffic Education Disbursements; 1. Para. 2 of application states "proposed uses(s) ... these funds shall be used ..." whereas the statement in the next block on page 2 states "... I have submitted appropriate documentationn of expenditures ..." Recommend this process be similar to LETF in that funds can be disbursed after approval by the Board, however, the Sheriff and the School Board must provide receipts/documentation as to how the funds were actually spent. 2. Recommend these application forms only be signed by the Sheriff (for OCSO porposed expenditures) or by the Chairman of the Okaloosa County School Board (for school district expenditures). Rationale: This would be in keeping with the intent of Ordinance 11-7, and, since these funds are 'outside of' normal Packet Pg. 323 budget expenditures it will better ensure that such expenditures have been reviewed and approved by the appropriate elected officials prior to coming to the Board. Packet Pg. 324  OKALOOSA COUNTY LETF APPLICATION PROGRAM INFORMATION Program Title: Name/ Title of Contact: Address: Phone: City • Zip Code: Fax: Total Program Budget: E-mail: New Renewal Amount Program is: P Requested: If renewal, circle number of years this program has been funded thru LETF? 1 2 3 4 or more APPLICANT AGENCY INFORMATION Applicant Agency Legal Name: Program Name: Main Administrative Address: City & State: Zip Code: Telephone Number: Fax Number: Website: CEO/Executive Director: Office Phone Number: E-mail Address: Federal Identification Number: LETF CATEGORY (Place an “X” to the left of one program area for which you Intend to Apply): 1. Crime Prevention 2. Drug Abuse Prevention/Education 3. Safe Neighborhood 4. School Resource Officer 5. Other Law Enforcement Purpose (specify below) 1 Packet Pg. 325  PROPOSED PROGRAM INFORMATION 1. Program Summary (1-3 sentences): Provide an overview of program services. 2. Program Purpose (1-3 sentences): Please identify the services, target population and how many will be served while completing the following statement. The purpose of this program is… 3. Proposed use of LETF proceeds: Please identify the proposed use(s) of LETF proceeds and specify how it fulfills the statutorily authorized uses set forth in Section 932.7055, Florida Statutes. These proceeds shall not be utilized to meet normal operating needs of the applicant agency/organization. 4. Has your agency received funding from LETF within the last three (3) years? (If yes, identify the source of that funding, when it was received and the dollar amount that the agency has received). 5. Have you applied for funding for this program from any other entity or agency? (If yes, identify the source from which the funding was sought, the dollar amount requested from the source and provide the outcome of that application). 2 Packet Pg. 326  Upon completing this application in its entirety, please read the following statement and affix your signature accordingly. I have read, fully understand and agree to be bound by Okaloosa County’s Operating Procedures for Law Enforcement Trust Fund and applicable state statutes. I have completed this application fully and accurately and have not misrepresented any information contained herein. I certify that the requested funds will be used for the purposes set forth in this application and in conformity with Florida law. I agree to submit proper supporting documentation within sixty (60) days of expending the LETF proceeds, which establishes that such proceeds were expended for the purposes they were approved and in conformity with Florida law. I further agree that should I fail to provide such documentation within the specified time period, I will be responsible for reimbursing Okaloosa County for the amounts received. Signature of Applicant Date of Application Print Name of Applicant OFFICIAL USE ONLY I, Larry R. Ashley, do hereby certify that the aforementioned request for LETF proceeds is in compliance with Section 932.7055, Florida Statutes. ____________________________ Sheriff Larry R. Ashley Board of County Commissioners: Approved/Disapproved Date: _________ Amount approved: $________ 3 Packet Pg. 327  APPLICATION FOR OKALOOSA COUNTY TRAFFIC EDUCATION FUND DISBURSEMENTS AGENCY INFORMATION Okaloosa County Sheriff’s Office Agency Name: Okaloosa County School Board Program Name: Program Location: (name of school) Name/ Title of Agency Contact: Address: Phone: City • Zip Code: E-mail: New Renewal Amount Program is: P $ Requested: PROPOSED PROGRAM INFORMATION 1. Program Summary (1-3 sentences): Provide an overview of program services. 2. Proposed use of Okaloosa County Traffic Education Fund (1-3 sentences): Please identify the proposed use(s) of Okaloosa County Traffic Education Fund. These funds shall be used for direct educational expenses and shall not be used for administration. Specifically explain how these funds will be used for enhancement, and not replacement, of driver education program funds. 1 Packet Pg. 328  Upon completing this Application in its entirety, please read the following statement and affix your signature accordingly. I have read, fully understand and agree to be bound by Section 318.1215, Florida Statutes, and Chapter 21, Article V of the Okaloosa County Code of Ordinances (also known as Ordinance 11-17) as amended from time to time. I have completed this application fully and accurately and have not misrepresented any information contained herein. I certify that the requested funds will be used for the purposes set forth in this application and in conformity with applicable laws. Pursuant to Ordinance 11-17, I have submitted appropriate documentation of expenditures, programs, and other direct educational expenses along with this Application. I further agree that should I fail to provide any necessary follow-up documentation, I may be responsible for reimbursing Okaloosa County for the amounts received. Signature of Applicant Date of Application Print Name of Applicant OFFICIAL USE ONLY Board of County Commissioners: Approved/Disapproved Date: _________ Amount approved: $________ 2 Packet Pg. 329