Okaloosa County BOCC — October 7, 2014 — reading text

well as marketing activities that do not involve payment to third-party vendors. In the meantime, Packet Pg. 362 Board approval is requested to recognize that the TDD is essentially contracting with special events for the aforementioned marketing exposure, not all of which may involve payment to third-party vendors. OPTIONS: Approve or Disapprove RECOMMENDATION: 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. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 363  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: October 7, 2014 TO: Honorable Chairman and Members of the Board FROM: Sunil Harman SUBJECT: Approve two Supplemental Joint Participation Agreements DEPARTMENT: Airport BCC DISTRICT: All STATEMENT OF ISSUE: The Board of County Commissioners is requested to approve two Supplemental Joint Participation Agreements (SJPAs)to assist with higher priority projects at Northwest Florida Regional Airport. BACKGROUND: The attached SJPAs change the description of two grants previously issued for projects at Bob Sikes Airport. One is being renamed from an aircraft parking apron overlay to the purchase and installation of two passenger loading bridges at VPS. This project is currently under a recently accepted Federal Aviation Administration (FAA) grant. The Florida Department of Transportation (FDOT) and County shares are about $97,500 each. The County funding is planned from Passenger Facility Charges (PFC). The second SJPA was originally for erosion control at Bob Sikes, but that has been accomplished as a Florida Emergency Management Agency (FEMA) project. The SJPA renames the project to provide 50% FDOT matching funds ($50,000) for the upgrade of the VPS access control system. The Airport has sufficient funding budged in FY 15 for its share. OPTIONS: Approve, Disapprove, Table RECOMMENDATIONS: Airport Staff recommends acceptance of the two grants by approving the attached SJPAs and Signature Resolutions. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 364 Packet Pg. 365 Packet Pg. 366 Packet Pg. 367 Packet Pg. 368 Packet Pg. 369 Packet Pg. 370 Packet Pg. 371 Packet Pg. 372 Packet Pg. 373 Packet Pg. 374 Packet Pg. 375  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: October 7, 2014 TO: Honorable Chairman and Members of the Board FROM: Sunil Harman SUBJECT: Reject current bids and re-bid for construction of Destin Airport Air Traffic Control Tower DEPARTMENT: Airport BCC DISTRICT: All STATEMENT OF ISSUE: The Board of County Commissioners is requested to reject all bids and approve the request to re-bid the Destin Airport Air Traffic Control Tower by authorizing staff to advertise for a new Request For Bids for the construction of the project with the updated construction plans and specifications. BACKGROUND: : Okaloosa County publicly advertised and competitively bid for the construction of the Destin Airport Air Traffic Control Tower on 7/1/14. The sealed bids were opened on 7/30/14. Three (3) bids were received and evaluated by Reynolds Smith & Hill and all three bids contained mathematical errors and had differences which exceeded $500,000.00 between each total-as-read bid schedule. Furthermore, during the bid evaluation phase to identify a responsive low bidder, it was determined that a change in scope was necessary to address additional tower site security measures. Additionally, more time is needed to re-align the construction schedule with the tower cab equipment installation in conjunction with the Federal Aviation Administration Airway Facilities Division and the required completion of a small scale future land use map amendment and rezoning for the tower site by the City of Destin. Pursuant to 17.1 of the Contract Bid Documents, and in consultation and with the approval of both the Federal Aviation Administration and Florida Department of Transportation (the funding agencies) it was determined that it is in the best interest of the County to reject all bids and advertise for a new Request For Bids for the construction of the project. OPTIONS: Approve, Reject or Table RECOMMENDATIONS: Approve the request to reject all bids and re-solicit RFB's for the construction of the Destin Airport Air Traffic Control Tower. RECOMMENDED BY: Packet Pg. 376 APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 377 -----Original Message----- From: Greg Stewart Sent: Saturday, September 27, 2014 11:32 AM To: Tracy Stage; Zan Fedorak; Hoshihara, Lynn Cc: John Hofstad; Sunil Harman; Wendy Cain; Lori Fox; Patrick Kennedy Subject: RE: ARFF & ATCT These are fine. Gregory T. Stewart County Attorney Okaloosa County, Florida Please note: Due to Florida's very broad public records laws, most written communications to or from County employees regarding County business are public records, available to the public and media upon request. Therefore, this written e-mail communication, including your e-mail address, may be subject to public disclosure. ________________________________________ From: Tracy Stage Sent: Friday, September 26, 2014 12:05 PM To: Greg Stewart; Zan Fedorak; Hoshihara, Lynn Cc: John Hofstad; Sunil Harman; Wendy Cain; Lori Fox; Patrick Kennedy Subject: FW: ARFF & ATCT Hello Greg, Per our 9-24 meeting discussions, please find the attached Agenda Requests for the Destin Air Traffic Control Tower and the ARFF. Please review/revise and discuss with Zan for placement on the Oct 7 BCC for approval. Thank you, Tracy From: Sunil Harman Sent: Friday, September 26, 2014 10:23 AM To: Tracy Stage Subject: RE: ARFF & ATCT Tracy, Please note revised with my changes for coordination with Greg, John Hofstad and Zan. Sunil Harman A.A.E., IAP Director of Airports, Okaloosa County 1701 State Road 85 North Eglin AFB, FL 32542-1498 850-651-7160 ext. 4 [cid:image003.jpg@01CFD973.E6398730] Packet Pg. 378  Northwest Florida Regional Airport (VPS) Destin Airport (DTS) Crestview / Bob Sikes Airport (CEW) "Please note: Due to Florida's very broad public records laws, most written communication to or from County employees regarding County business are public records, available to the public upon request. Therefore, this written e-mail communication, including your e-mail address, may be subject to public disclosure." From: Tracy Stage Sent: Thursday, September 25, 2014 2:14 PM To: Sunil Harman Subject: ARFF & ATCT Please review the attached AR’s. Thank you, Tracy Stage, A.A.E. Deputy Director Okaloosa County Airports (850) 651-7160 Ext. 4 http://www.flyvps.com<http://www.flyvps.com/> Packet Pg. 379  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: October 7, 2014 TO: Honorable Chairman and Members of the Board FROM: Sunil Harman SUBJECT: Request to solicit bids for construction of the Aircraft Rescue and Fire Fighting Facility DEPARTMENT: Airport BCC DISTRICT: All STATEMENT OF ISSUE: The Board of County Commissioners is requested to approve the request to solicit Requests For Bids for construction of the Aircraft Rescue and Fire Fighting Facility (ARFF) on Eglin Air Force Base. BACKGROUND: The Board of County Commissioners approved the construction award to Birkshire, Inc. on 12/17/13. The Board of County Commissioners approved the Chairman to sign the construction contract on 2/18/14. A Pre-Construction Conference was not held and the Contractor was not issued a Notice to Proceed (NTP) for construction due to County having learned that the base utilities servicing the location were insufficient to provide the required fire protection resulting in the need for the project’s architectural engineering firm to revise the plans and specifications to include additional utility work. On 7/1/14 the contractor retracted the payment and performance bond and insurance. Given the extensive change in the scope of utility work, the need to optimize grant funds for construction, and concerns about the low-bid contractor’s inability to perform and deliver on schedule a much simpler parking lot project under a separate contract obligation at Bob Sikes Airport, the Airports’ Department, in consultation with and approval from the Federal Aviation Administration and Florida Department of Transportation (the funding agencies) determined that it was not in the best interests of the County to issue the NTP for the project - but instead to rebid it. OPTIONS: Approve, Reject or Table RECOMMENDATIONS: Approve the request to solicit Request For Bids for the construction of the Aircraft Rescue and Fire Fighting Station on Eglin Air Force Base. RECOMMENDED BY: Packet Pg. 380 APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 381 -----Original Message----- From: Greg Stewart Sent: Saturday, September 27, 2014 11:32 AM To: Tracy Stage; Zan Fedorak; Hoshihara, Lynn Cc: John Hofstad; Sunil Harman; Wendy Cain; Lori Fox; Patrick Kennedy Subject: RE: ARFF & ATCT These are fine. Gregory T. Stewart County Attorney Okaloosa County, Florida Please note: Due to Florida's very broad public records laws, most written communications to or from County employees regarding County business are public records, available to the public and media upon request. Therefore, this written e-mail communication, including your e-mail address, may be subject to public disclosure. ________________________________________ From: Tracy Stage Sent: Friday, September 26, 2014 12:05 PM To: Greg Stewart; Zan Fedorak; Hoshihara, Lynn Cc: John Hofstad; Sunil Harman; Wendy Cain; Lori Fox; Patrick Kennedy Subject: FW: ARFF & ATCT Hello Greg, Per our 9-24 meeting discussions, please find the attached Agenda Requests for the Destin Air Traffic Control Tower and the ARFF. Please review/revise and discuss with Zan for placement on the Oct 7 BCC for approval. Thank you, Tracy From: Sunil Harman Sent: Friday, September 26, 2014 10:23 AM To: Tracy Stage Subject: RE: ARFF & ATCT Tracy, Please note revised with my changes for coordination with Greg, John Hofstad and Zan. Sunil Harman A.A.E., IAP Director of Airports, Okaloosa County 1701 State Road 85 North Eglin AFB, FL 32542-1498 850-651-7160 ext. 4 [cid:image003.jpg@01CFD973.E6398730] Packet Pg. 382  Northwest Florida Regional Airport (VPS) Destin Airport (DTS) Crestview / Bob Sikes Airport (CEW) "Please note: Due to Florida's very broad public records laws, most written communication to or from County employees regarding County business are public records, available to the public upon request. Therefore, this written e-mail communication, including your e-mail address, may be subject