Okaloosa County BOCC — August 18, 2015 — Board Approval Quotes In Lieu of Bids

15 20 (’p W 5; BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: July 7, 2015 TO: Honorable Chairman and Members of the Board FROM: Jason Autrey SUBJECT: Request for budget amendment for the purchase of a Tractor and a Backhoe DEPARTMENT: Public Works BCC DISTRICT: ALL STATEMENT OF ISSUE: The Public Works Department Road & Bridge division is requesting BCC authorization to change the funding source for the procurement of a new backhoe from the Road/Bridge Construction fund (LOGT 3202) to the Road Department County Transportation Trust Fund (CTTF 1002) and approve quotes in lieu of bids for the purchase of a backhoe and tractor. BACKGROUND: The 2015 Local Option Gas Tax (LOGT 3202) Capital account for transportation equipment is budgeted with $400,000 for FY15 equipment purchases. The approved equipment still not purchased this year includes a backhoe and a tractor. Due to FY 14 revenue shortfalls adequate funding is not available in (LOGT 3202) to purchase both the tractor and backhoe. The remaining balance in the Road/Bridge Construction fund will only adequately cover the purchase of a tractor. Through cash carry-forward from FY 14 the Road Department County Transportation fund (CTTF 1002) currently has an $119,308 available balance. In order to purchase the backhoe staff is requesting to change the funding source for the purchase of the backhoe from LOGT 3202-564402 to 1002-564402. Due to time constraints it is unlikely delivery of both the tractor and backhoe can happen prior to the end of this fiscal year making use of the bid process, therefore staff is also requesting the equipment be procured utilizing quotes in lieu of bids. The Commission will provide full approval authority for all equipment purchase transactions throughout the process. OPTIONS: Approve/Deny transferring the purchase of a backhoe from LOGT 3202-564402 to CTTF 1002-564402 and approve purchasing the backhoe and tractor using quotes in lieu of bids. RECOMMENDATIONS: Public Works staff request Board of County Commissioners authorize County staff to change the funding source for the purchase of a new backhoe from LOGT 320i ifi CTTF 1002 and Packet Pg. 744 Jason ?}Atl‘C)’,/Dil‘CCt(/.‘,(‘l. Public Works 7/172015 RECOMMENDED BY: - Johp/Aiofstad, Codnty Administrator 7/1/2015 APPROVED BY: John Hofstad, County Administrator Packet Pg. 745 Regular Meeting (North) Minutes July 7, 2015 RESULT: ADOPTED [UNANIMOUS] MOVER: Trey Goodwin, Commissioner District 4 SECONDER: Carolyn Ketchel, Commissioner District 2 AYES: Goodwin, Boyles, Harris, Ketchel, Windes X. Department Business A. Zan Fedorak/Purchasing 1. Information regarding established Eglin Site Work Agreements. (District: All) B. Elliot Kampert/Growth Management 1. Request approval to authorize execution of the Google General Transit Feed Specification (GTFS) Transit Agreement - All BCC Districts RESULT: ADOPTED [UNANIMOUS] MOVER: Carolyn Ketchel, Commissioner District 2 SECONDER: Kelly Windes, Commissioner District 5 AYES: Goodwin, Boyles, Harris, Ketchel, Windes 2. Request approval of Okaloosa Community Developmentfiébr;;oration's request to award to Thomco Enterprises, Inc a contract to construct six townhome units using Neighborhood Stabilization Program funds. All BCC Districts RESULT: ADOPTED [UNANIMOUS] MOVER: Wayne Harris, Commissioner District 1 SECONDER: Trey Goodwin, Commissioner District 4 AYES: Goodwin, Boyles, Harris, Ketchel, Windes 1. Request to extend warranty period and accept Addendum to Irrevocable Standby Letter of Credit No. 201101 for Willow Creek Plantation Phase 2A. District: 1 Okaloosa County Board of Commissioners Page 5 Printed 7/8/2015 Regular Meeting (North) Minutes July 7, 2015 AYES: Goodwin, Boyles, Harris, Ketchel, Windes RESULT: ADOPTED [UNANIMOUS] MOVER: Wayne Harris, Commissioner District 1 SECONDER: Trey Goodwin, Commissioner District 4 MOVER: Carolyn Ketchel, Comm er District 2 SECONDER: Wayne Harris, Commissioner District 1 AYES: Goodw