Okaloosa County BOCC — October 7, 2014 — reading text

Category Original General Revenue, Line Item 2014-2015 37.039 Statewide Surface Water Restoration $450,000 140047 Agreement 1668A and Wastewater Projects Total Award $450,000 For each program identified above, the recipient shall comply with the program requirements described in the Catalog of Federal Domestic Assistance (CFDA) [http://12.46.245.173/cfda/cfda.html] and/or the Florida Catalog of State Financial Assistance (CSFA) [https://apps.fldfs.com/fsaa/searchCatalog.aspx]. The services/purposes for which the funds are to be used are included in the Contract scope of services/work. Any match required by the recipient is clearly indicated in the Contract. Packet Pg. 349 DEP 55-215 (03/09) DEP Agreement No. LP46040, Attachment G, Page 5 of 5  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: October 7, 2014 TO: Honorable Chairman and Members of the Board FROM: Zan Fedorak SUBJECT: Seeking Approval for Award of Bid for Tanglewood/Overbrook Stormwater Improvements Grant (PW 7 DEPARTMENT: Purchasing BCC DISTRICT: All STATEMENT OF ISSUE: Seeking Approval for Award of Bid for Tanglewood/Overbrook Stormwater Improvements Grant (PW 71-14). BACKGROUND & ANALYSIS: On September 11, 2014, sealed bids were opened regarding the Tanglewood/Overbrook Stormwater Improvements project and three (3) bids were received. The Public Works Department has reviewed the bids and recommend that the bid be awarded to H&T Contractors as the lowest bid at $401,621.50. The amount of the grant is $414,000. This awarded contract will encompass the rehabilitation and improvement to two separate stormwater management ponds. Work for both sites will include clearing and grubbing, demolition of old structures, new structures, fencing and landscaping. RECOMMENDATION: Staff recommends awarding the bid to H&T Contractors with a bid of $401,621.50. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 350 Packet Pg. 351  BID SHEET BID #: 71-14 Tanglewood Overbrook Stormwater VENDOR TOTAL PRICE Fleischman’s $459,030.78 H&T $401,621.50 Green Energy $1,196,259.00 Packet Pg. 352  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: October 7, 2014 TO: Honorable Chairman and Members of the Board FROM: Zan Fedorak SUBJECT: Seeking Approval to Negotiate Contracts for Arch, Eng & Aviation Planning Services (AP 54-14) DEPARTMENT: Purchasing BCC DISTRICT: All STATEMENT OF ISSUE: Requesting approval for contract negotiations with Michael Baker and RS&H for Architectural, Engineering & Aviation Planning Services. (AP 54-14). BACKGROUND & ANALYSIS: The Airports Department requested to solicit firms for Architectural, Engineering, and Aviation planning services in support of its Capital Maintenance and Improvement Program. The Board approved the Request for Qualifications (RFQ) on May 20, 2014. The RFQ was due on August 22, 2014, and three (3) proposals were received. The Airports Department has requested that two (2) of the responsive firms be selected. The committee has reviewed the proposals and selected Michael Baker and RS&H as the two (2) top ranking firms and now request to enter into contract negotiation with both firms. This support will be required at Okaloosa Regional Airport, Bob Sikes Airport, and Destin/Fort Walton Beach Airport. The scope of professional services includes, but is not limited to; preparation of plans, specifications, construction contract documents, cost estimates, and engineer’s reports; architectural services to design or modify new and existing facilities; assisting in the development of Federal and State grant applications, grant administration, and closeout documentation. The term of the resulting contract(s) will be for three (3) years. The County reserves the right to renew the contract(s) for two (2) additional one-year contract periods. OPTIONS: Approval/Deny entering into contract negotiation with Michael Baker and RS&H for Architectural, Engineering & Aviation Planning Services. RECOMMENDATION: Staff recommends approval of entering into contract negotiation with Michael Baker and RS&H for Architectural, Engineering & Aviation Planning Services. RECOMMENDED BY: Packet Pg. 353 APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 354 Packet Pg. 355 Packet Pg. 356  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: October 7, 2014 TO: Honorable Chairman and Members of the Board FROM: Ed Schroeder SUBJECT: TDC Chairman & Vice-Chairman – FY 2015 DEPARTMENT: Tourist Development Department BCC DISTRICT: STATEMENT OF ISSUE: Selection of the TDC Chairman and Vice-Chairman for FY 2015. BACKGROUND: Dale Peterson and Tom Rice have served as Chairman and Vice-Chairman, respectively, of the Tourist Development Council (TDC) during FY 2014. At its September 18 meeting, the TDC voted 6-1 to reappoint Mr. Peterson and Mr. Rice to their current positions for a second term during FY 2015. Pursuant to the TDD Operations & Procedures Manual, “The Board shall have the option of designating the Council Chairman or allowing the Council to elect a Chairman. Terms for the Chairman and Vice-Chairman of the Council shall be for one (1) fiscal year. They may be re- appointed by a majority vote of the Council, but cannot serve more than two (2) fiscal year terms.” No action is necessary unless the Board wishes to exercise its option to designate the TDC Chairman. OPTIONS: No Action or Disapprove RECOMMENDATION: Take no action and allow the TDC to elect its own Chairman and Vice-Chairman. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 357  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: October 7, 2014 TO: Honorable Chairman and Members of the Board FROM: Ed Schroeder SUBJECT: Destin Fire Control District – lifeguard interlocal renewal DEPARTMENT: Tourist Development Department BCC DISTRICT: STATEMENT OF ISSUE: Request approval for Chairman to sign interlocal agreement renewal with the Destin Fire Control District for Beach Safety & Lifeguard Services. BACKGROUND: The Destin Fire Control District has been providing beach safety and lifeguard services within the area between Destin East Pass and the Okaloosa/Walton County line, excluding Henderson Beach State Park, since 2003. As the provision of a safe beach is an essential component of promoting the sub-county taxing district, the County has historically funded these services by use of tourist development tax revenues. The current interlocal agreement expires 9/30/14, but contains a provision for up to two additional one-year terms. The County provided the Contract/Lease Renewal Form to the Fire District on July 8. The County received the signed renewal form on September 17, and therefore was unable to present the renewal for Board consideration prior to the expiration of the current interlocal agreement. In accordance with the terms of the interlocal agreement, funding will be in an amount equal to that which is budgeted and appropriated by the Board of County Commissioners to the Okaloosa County Beach Safety Division for the provision of beach safety and lifeguards services within the Service Area. The amount budgeted for fiscal year 2014-2015 is $519,157. OPTIONS: Approve or Disapprove RECOMMENDATION: Approve renewal of the interlocal agreement with the Destin Fire Control District for Beach Safety & Lifeguard Services, and authorize Chairman to sign the renewal. RECOMMENDED BY: Packet Pg. 358 APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 359 Packet Pg. 360 Packet Pg. 361  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: October 7, 2014 TO: Honorable Chairman and Members of the Board FROM: Ed Schroeder SUBJECT: Special Event and Sponsorship Funding DEPARTMENT: Tourist Development Department BCC DISTRICT: STATEMENT OF ISSUE: Request approval of payments for Special Events and Sponsorships in a reasonable and consistent manner for documented marketing activities that do not involve payment to third-party vendors. BACKGROUND: Pursuant to the TDD Operations & Procedures Manual, special event and sponsorship funding is awarded on a value-based or results-based approach: “up to $10 per historically documented or anticipated room night.” However, reimbursement is on a cost-based or efforts-based approach: “Substantiating backup per activity or copy of proof of payments such as cleared check record showing front and back of checks, or detailed credit card receipts. For all media buys please provide tear sheets, copies of advertisements, schedules and signed station affidavits.” There is definitive marketing value in website exposure and the County has historically paid third-party vendors on a per-impression basis as part of the strategic marketing plan. A rate of $0.20 per impression has been consistently used to compensate special events for promoting the Emerald Coast in their online marketing. Examples of events include: Previous Payments Pending Payments Emerald Coast Golf Tour Emerald Coast Volleyball Emerald Coast Sports Camps Destin Seafood Festival Emerald Coast Volleyball In addition to the per-impression methodology discussed above, there is also definitive marketing value in: • Appearing on the first page of Google search results and the County has historically paid third-party vendors for search engine optimization. A rate of $150 per month has been used to compensate Emerald Coast Sports Camps for search engine optimization; and • Telephone sales calls approach to attracting out of state coaches to the area and thereby driving room occupancy. Were it not for these efforts, the event would not have occurred. A rate of $3.50 per out-of-town visitor has been used to compensate Emerald Coast Sports Camps for bringing a sporting event in the Emerald Coast. Although the County has historically reimbursed entities for the marketing activities discussed above, payment has recently been denied for such expenditures. Staff is in the process of revising the Special Event and Sponsorship Funding guidelines to address the inherent policy contradiction between the basis of awarding funding and the basis of payment/reimbursement as