Okaloosa County BOCC — February 26, 2015 — Agenda Packet — reading text

non-competitively procured agreement in excess of Category II, as well as any amendments that affect the amount of compensation and/or the level of services provided. 1 Each separate line item must be evaluated to determine whether the cost is allowable, reasonable and necessary. Each miscellaneous cost must be specifically identified. 2 To be allocated to a program, a cost must be related to the services provided. If the cost benefits more than one program, a determination must be made that the cost is distributed in a reasonable and consistent manner across all benefiting programs. 3 To be allowable, a cost must be allowable pursuant to state and federal expenditure laws, rules and regulations and authorized by the agreement between the state and the contractor/grantee. Packet Pg. 46  1.d.a 4 To be reasonable, a cost must be evaluated to determine that the amount does not exceed what a prudent person would incur given the specific circumstances. Attachment: I.d. FWC Turtle Lighting Grant (3886 : FWC/FDEP Turtle Friendly Lighting Retrofit Grant (Jim 5 To be becessary, a cost must be essential to the successful completion of the project. 6 Indirect costs/overhead should be evaluated to determine that the rate is reasonable. 7 Once the analysis of each budget item has been completed, indicate (by Yes or No) in the boxes to the right if the cost is allowable, reasonable and necessary. Use the comment box to provide coments on the basis for your decision. 8 Documentation must be maintained in the Contract/Grant Manager's files to support the conclustions reached as shown on this form. 9 For contracts/grants prepared by the Procurement Section, this completed, signed form must be submitted with the Contract Initiation Form. For those grant agreements prepared from approved templates, this completed, signed form must be maintained in the grant file in the Program Area. Packet Pg. 47  1.d.a Attachment: I.d. FWC Turtle Lighting Grant (3886 : FWC/FDEP Turtle Friendly Lighting Retrofit Grant (Jim Step Canister Ceiling County Location Par16 Lamp Par30 Light Bollard Downlight Recessed Small Pole Large Pole Garage Notes Okaloosa John Beasley Park 378 20 20 268 12 Okaloosa James Lee Park 218 30 6 211 21 11 9 TOTAL 596 30 26 20 479 21 11 21 0 $30.00 $50.00 $25.00 $1,200.00 $60.00 $350.00 $800.00 $1,400.00 $1,400.00 $118,320.00 $17,880.00 $1,500.00 $650.00 $24,000.00 $28,740.00 $7,350.00 $8,800.00 $29,400.00 $0.00 Packet Pg. 48  1.e Tourist Development Council Meeting: 02/26/15 02:00 PM 1540 Miracle Strip Parkway Department: Tourist Development Council Fort Walton Beach, FL 32548 Category: Update Prepared By: Aida Wilkinson SCHEDULED Initiator: Aida Wilkinson Sponsors: TDC ITEM (ID # 3887) DOC ID: 3887 Allocate $50K to Restore Act Snorkel Reef Construction (Jim Trifilio) Updated: 2/23/2015 11:33 AM by Aida Wilkinson Page 1 Packet Pg. 49  1.e.a TOURIST DEVELOPMENT DEPARTMENT MEMORANDUM DATE: February 26, 2015 TO: Tourist Development Council FROM: Ed Schroeder, Tourist Development Department Director Attachment: I.e. Restore Act Snorkel Reef (3887 : Allocate $50K to Restore Act Snorkel Reef Construction (Jim Trifilio)) Jim Trifilio, Coastal Management Coordinator SUBJECT: Restore Act Snorkel Reef Construction STATEMENT OF ISSUE: Request approval to allocate $50,000 from the Living Shorelines budget line item as a potential match for snorkel reef construction under the Restore Act. BACKGROUND: Funds from Transocean’s settlement related to the Deepwater Horizon Oil Spill are scheduled to be released in late March. The Okaloosa Restore Act Committee (ORAC) will begin accepting applications for this first pot of money in early March for a 60-day period. County departments will be permitted to submit projects to ORAC for funding consideration. TDD would like to submit a proposal for snorkel reef construction for funding consideration, with matching funds from first percentage tourist development tax funds. OPTIONS: Approve or Disapprove RECOMMENDATION TO BCC: Allocate $50,000 from the Living Shorelines budget line item as a potential match for snorkel reef construction under the Restore Act. Packet Pg. 50  1.f Tourist Development Council Meeting: 02/26/15 02:00 PM 1540 Miracle Strip Parkway Department: Tourist Development Council Fort Walton Beach, FL 32548 Category: Update Prepared By: Aida Wilkinson SCHEDULED Initiator: Aida Wilkinson Sponsors: TDC ITEM (ID # 3888) DOC ID: 3888 Beach Parks Janitorial Services Bid (Ed Schroeder) Updated: 2/23/2015 11:35 AM by Aida Wilkinson Page 1 Packet Pg. 51  1.f.a TOURIST DEVELOPMENT DEPARTMENT MEMORANDUM DATE: February 26, 2015 TO: Tourist Development Council FROM: Ed Schroeder, Tourist Development Department Director Attachment: I.f. Beach Parks Bathroom Cleaning BID (3888 : Beach Parks Janitorial Services Bid (Ed Schroeder)) SUBJECT: Beach Parks Janitorial Services Bid STATEMENT OF ISSUE: Request approval to issue a bid invitation for beach parks janitorial services. BACKGROUND: The current contract for beach parks bathroom cleaning is held by Horizons of Okaloosa County and expires in September 2015. The contract provides for automatic annual renewals. Horizons has provided this service for many years. Pursuant to County purchasing policy, contracts are reviewed prior to expiration to determine if renewal or re-bid is required. Staff recommends placing these services out to bid. OPTIONS: Approve or Disapprove RECOMMENDATION TO BCC: Issue a Bid Invitation for beach parks janitorial services. Packet Pg. 52  1.g Tourist Development Council Meeting: 02/26/15 02:00 PM 1540 Miracle Strip Parkway Department: Tourist Development Council Fort Walton Beach, FL 32548 Category: Update Prepared By: Aida Wilkinson SCHEDULED Initiator: Aida Wilkinson Sponsors: TDC ITEM (ID # 3889) DOC ID: 3889 Advertising Services RFQ (Ed Schroeder) Updated: 2/23/2015 11:37 AM by Aida Wilkinson Page 1 Packet Pg. 53  1.g.a TOURIST DEVELOPMENT DEPARTMENT MEMORANDUM DATE: February 26, 2015 TO: Tourist Development Council FROM: Ed Schroeder, Tourist Development Department Director SUBJECT: Advertising, Marketing, & Public Relations RFQ STATEMENT OF ISSUE: Request approval to issue a request for qualifications for marketing, advertising, public relations, website management, research, social media, and networking services. Attachment: I.g. Advertising RFQ (3889 : Advertising Services RFQ (Ed Schroeder)) BACKGROUND: The current contract for marketing, advertising, public relations, website management, research, social media, and networking is held by Peter A. Mayer Advertising and expires in September 2015. The contract provides for two one-year renewals. Peter Mayer has provided this service since December 2012. Pursuant to County purchasing policy, contracts are reviewed prior to expiration to determine if renewal or re-bid is required. Staff recommends placing these services out to bid. OPTIONS: Approve or Disapprove RECOMMENDATION TO BCC: Issue a Request for Qualifications (RFQ) for marketing, advertising, public relations, website management, research, social media, and networking services. Packet Pg. 54