Okaloosa County BOCC — October 7, 2014 — reading text

cc: Greg Kisela, City Manager attachment • BCC-North 302 N. Wilson St., Suite 302 • Crestview, FL 32536 • (850) 689-5030 Fax (850) 689-5025 • BCC-South 1804 Lewis Turner Blvd ., Suite 100 · Fort Walton Beach , FL 32547· (850) 651 -7105 Fax (850) 651-7142 Packet Pg. 466  Board of County Commissioners State of Florida The Honorable Randall Wise, Mayor October 7, 2014 City of Niceville 207 North Partin Drive Niceville, FL 32578 Re : Public Transit Service Dear Mayor Wise: For the last three years, the Board of County Commissioners has asked our municipal leaders to consider including in their budgets funds to help the County pay for public transit service. In the months leading up to the adoption of the FY 15 budget, there were a number of meetings between County and City staff regarding the potential creation of a "transit cooperative" which would give the each participant input into the operation and funding of the public transportation system. While these meetings did not produce an agreement in time for the FY 2015 budget, the Board of County Commissioners sincerely hopes that such an agreement may be reached in the upcoming year in time for the FY 2016 budget preparation cycle. To this end, I respectfully request that you, and your professional staff, give serious consideration to the attached memorandum of agreement and work with our staff to develop a transit cooperative that suits all our needs including, most importantly, the citizens who depend on public transportation for their medical, employment, and other needs. Please be aware that the attached memorandum is a draft, and be assured that the Board of County Commissioners is willing to work with any suggestions or recommendations that will enable us to reach a mutually beneficial agreement with our municipal partners. Thank you very much for your time and consideration of th is extremely important issue. If you have any questions or comments, please do not hesitate to contact our Growth Management Director, Elliot Kampert, at 850- 651-7524. Sincerely, Charles K. Windes, Jr. Chairman, Board of County Commissioners cc: Lann ie Corbin, City Manager attachment • BCC-North 302 N. Wilson St., Suite 302 • Crestview, FL 32536 • (850) 689-5030 Fax (850) 689-5025 • BCC-South 1804 Lewis Turner Blvd. , Suite 100· Fort Walton Beach, FL 32547· (850) 651-7105 Fax (850) 651 -7142 Packet Pg. 467  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: October 7, 2014 TO: Honorable Chairman and Members of the Board FROM: Jason Autrey SUBJECT: PW - FDEP Agreement# S0717 DEPARTMENT: Public Works BCC DISTRICT: All STATEMENT OF ISSUE: The Florida Department of Environmental Protection has provided a proposed grant agreement (S0717 Agreement attached) for fiscal year 2015 (July 1, 2014 - June 30, 2015). BACKGROUND: Since 1992 Okaloosa County has participated in the FDEP grant program to provide amnesty type collection of Household Hazardous Waste (HHW) and Conditionally Exempt Small Quantity Generator (CESQG) waste from residents and businesses in neighboring counties. This is facilitated by individual interlocal agreements (attachment F) with specific counties to be eligible to participate in the grant. FDEP agrees to pay 75% of the annual event costs in each neighboring county while the neighboring county agrees to pay the balance. In exchange for Okaloosa County acting in the role of "Host County" FDEP provides $10,000 per county for a total of $80,000 on a reimbursable basis to be used for costs related to Okaloosa's HHW operations. OPTIONS: Approve/Disapprove RECOMMENDATIONS: Staff recommends that the Board authorize the Chairman to execute the attached agreement. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 468 Packet Pg. 469  DEP AGREEMENT NO. S0717 STATE OF FLORIDA HAZARDOUS WASTE COOPERATIVE COLLECTION CENTER ARRANGEMENT GRANT ASSISTANCE PURSUANT TO LINE ITEM 1678 OF THE 2014-2015 GENERAL APPROPRIATIONS ACT THIS AGREEMENT is entered into between the STATE OF FLORIDA DEPARTMENT OF ENVIRONMENTAL PROTECTION, whose address is 3900 Commonwealth Boulevard, Tallahassee, Florida 32399- 3000 (hereinafter referred to as the "Department") and the OKALOOSA COUNTY BOARD OF COUNTY COMMISSIONERS, whose address is 1804 Lewis Turner Blvd., Suite 100, Fort Walton Beach, Florida 32547 (hereinafter referred to as the "Grantee" or "Host County''), a unit oflocal government, to establish a hazardous waste cooperative collection center arrangement with the following Neighboring County/Counties: Calhoun, Franklin, Gadsden, Holmes, Jackson, Liberty, Santa Rosa and Walton Counties (hereinafter referred to as the "Neighboring County/Counties") in accordance with Section 403.7265, Florida Statutes. In consideration of the mutual benefits to be derived herefrom the Department and the Grantee do hereby agree as follows: l. The Grantee does hereby agree to perform in accordance with the terms and conditions set forth in this Agreement, Attachment A, Grant Work Plan, and all attachments and exhibits named herein which are attached hereto and incorporated by reference. For purposes of this Agreement, the terms "Grantee" and "Host County'' are used interchangeably. 2. This Agreement shall begin upon execution by both parties and remain in effect until June 30, 2015, inclusive. However, all work under this Agreement must be completed no later than June 12, 2015. 3. A. As consideration for the satisfactory completion of services rendered by the Grantee under the terms of this Agreement, the Department shall pay the Grantee on a cost reimbursement basis up to a maximum of$187,000 as further outlined below. The Grantee shall be eligible for reimbursement for work performed on or after July l, 2014, through the completion date for work as identified above. Final reimbursement requests accompanied by documentation of services rendered shall be submitted no later than June 30, 2015, to assure the funding availability for final payment. i. The Department shall, on a cost reimbursement basis, reimburse the Grantee for up to 75% of each Neighboring County's collection cost provided that the required deliverables are submitted and approved by the Department. This amount shall not exceed the lesser of the amounts established per Neighboring County in Task 1 of Attachment A or $25,000 per Neighboring County. ii. The Department shall, on a cost reimbursement basis, reimburse the Grantee up to a maximum of $80,000 for being a host local government in planning and conducting a hazardous waste collection in the Neighboring County/Counties, as identified in the Interlocal Agreements included as Attachment F, and Task 2 of Attachment A. The maximum amount established for this Task shall not exceed $10,000 per Neighboring County identified in Attachment A. iii. Prior written approval from the Department's Grant Manager shall be required for changes within approved task budget categories of up to 10% of the total task budget amount. Changes less than 10% of the total approved task budget will require a formal change order to the Agreement. Changes greater than 10% of the total approved task budget and/or changes that transfer funds from one task to another or that increase or decrease the total funding amount will require a formal amendment to the Agreement. DEPAgreementNo. S0717,Page 1 of8 Packet Pg. 470  B. The Grantee shall be reimbursed on a cost reimbursement basis for all eligible project costs upon the completion, submittal and approval of the deliverables identified in Attachment A for each Neighboring County, in accordance with the schedule therein. Reimbursement shall be requested utilizing a separate Attachment B, Payment Request Summary Form for each Neighboring County. In addition to the Payment Request Summary Form, the Grantee must provide from its accounting system, a listing of expenditures per deliverable, charged against this Agreement. The listing shall include, at a minimum, a description of the goods or services purchased, date of the transaction, voucher number, amount paid, and vendor name. To be eligible for reimbursement, costs must be in compliance with laws, rules and regulations applicable to expenditures of State funds, including, but not limited to, the Reference Guide for State Expenditures. All bills for amounts due under this Agreement shall be submitted in detail sufficient for a proper pre-audit and post-audit thereof. C. The State Chief Financial Officer requires detailed supporting documentation of all costs under a cost reimbursement agreement. In accordance with the Attachment C, Contract Payment Requirements, the Grantee shall comply with the minimum requirements set forth therein. Each Payment Request Summary Form shall be accompanied by supporting documentation and other requirements as follows: i. Contractual (Subcontractors) - Reimbursement requests for payments to subcontractors must be substantiated by copies of invoices with backup documentation identical to that required from the Grantee. Subcontracts which involve payments for direct salaries shall clearly identify the personnel involved, salary rate per hour, and hours/time spent on the project. All multipliers used (i.e. fringe benefits, overhead, and/or general and administrative rates) shall be supported by audit. If the Department determines that multipliers charged by any subcontractor exceeded the rates supported by audit, the Grantee shall be required to reimburse such funds to the Department within thirty (30) days of written notification. Interest on the excessive charges shall be calculated based on the prevailing rate used