Okaloosa County BOCC — June 2, 2015 — Shalimar Gateway JPA Extension Request — agenda request

BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: June 2, 2015 TO: Honorable Chairman and Members of the Board FROM: Jason Autrey SUBJECT: Shalimar Gateway JPA Extension Request DEPARTMENT: Public Works BCC DISTRICT: 2 STATEMENT OF ISSUE: In June 2013, the Okaloosa County Board of Commissioners entered into a Joint Participation Agreement (JPA) with the Florida Department of Transportation (FDOT) for construction of the first "Emerald Coast Gateway" located along SR 85 in Shalimar. Since that time, Public Works staff has been working to move the project forward including obtaining an easement from Eglin AFB due to the project lying within federal jurisdiction. An extension of the JPA was previously granted with an end date of June 30, 2015 (see attached). At this time, on behalf of the County, Fort Walton Beach Chamber and the Tourist Development Council, staff is requesting Board Approval to submit an additional one year extension request to complete the project. BACKGROUND AND ANALYSIS: This project is the largest of several "Gateway" roadway enhancement projects identified by the Ft. Walton Beach Chamber of Commerce in the visioning campaign to promote the Emerald Coast. The project consists of landscape design of State Road 85 from 690 ft. North of the median at Loblolly Drive to 795 ft. South of the median end at Sunset Boulevard in Shalimar. Under the JPA, the County agreed to administer the project by performing utility coordination, permitting, installation of the irrigation system, administering the landscape installation contract and maintaining the site. Unforeseen challenges, such as working with Eglin AFB to obtain an easement for the project, including environmental review, have necessitated the need for addition time to complete the project. Final plans were recently received from the landscape architect and a submittal for the FDOT landscaping permit is being prepared. Once the permit is received, Eglin AFB will be able to finalize the permit and construction of the project can begin. As part of the JPA, the FDOT will reimburse the County for direct project costs up to $100,000. The Okaloosa County Parks Division will be responsible for maintaining the project which includes; mowing, fertilization, weeding, edging, pruning, irrigation repair and the replenishment of mulch materials. In-house maintenance costs are estimated to be $26,000 per year; past discussion by the Board of County Commissioners have indicated that these costs would be borne by the Tourist Development Department. OPTIONS: Approve/Disapprove the extension request letter and authorize the Chairman to sign all future grant documents during the term of the grant; allow staff to advertise and administer the landscaping contract. RECOMMENDATIONS: Approve the extension request letter and authorize the Chairman to sign all future grant documents during the term of the grant; allow staff to advertise and administer the landscaping contract. RECOMMENDED BY: APPROVED BY: John Hofstad, County Administrator