Okaloosa County BOCC — December 15, 2015 — County Contract Review Coordination Sheet — reading text

Mark Wise From: Parsons, Kerry <KParsons@ngn-tally.com> Sent: Thursday, December 03, 2015 3:00 PM To: Mark Wise; Mindy Kovalsky Cc: Marcella B. Eubanks; Joanne Kublik; Greg Stewart; Lynn Hoshihara; Zan Fedorak; Jeff Littrell Subject: RE: DEP Agreement No. S0881 DRAFT Hey Mark: This grant agreement is approved for legal purposes. As requested below, to clarify, the “see attached” was with regards to my October 15, 2015 approval email, which I am enclosing in this email. I would again reiterate what was said in the October 15 email – it is very important to be aware of the requirements that are specific to this agreement. From: Parsons, Kerry Sent: Thursday, October 15, 2015 3:05 PM To: Joanne Kublik; Mark Wise Cc: Lynn Hoshihara; Greg Stewart; Zan Fedorak Subject: RE: DEP Agreement No. S0881 DRAFT This Agreement is approved for legal purposes. Please note, that staff needs to become familiar with all the terms of this agreement, as there are some pretty specific requirements. This includes, if the County at any time subcontracts some of the work. The County needs to remember when going out for bid for any construction subcontractor, that in the Contract strictly prohibits local preference. There are also many reporting requirements that staff needs to become familiar with. Have a good day! Kerry Kerry A. Parsons, Esq. Nabors, Giblin & Nickerson, P.A. 1500 Mahan Dr. Ste. 200 Tallahassee, FL 32308 T. (850) 224-4070 F. (850) 224-4073 Kparsons@ngn-tally.com The information contained in this e‐mail message is intended for the personal and confidential use of the recipient(s) named above. This message and its attachments may be an attorney‐client communication and, as such, is privileged and confidential. If the reader of this message is not the intended recipient or an agent responsible for delivering it to the intended recipient, you are hereby notified that you have received this document in error and that any review, dissemination, distribution, or copying of this message is strictly prohibited. If you have received this communication in error, please notify us immediately by telephone or e‐mail and delete the original message. Thank you! From: Mark Wise [mailto:mwise@co.okaloosa.fl.us] Sent: Monday, November 30, 2015 2:08 PM To: Mindy Kovalsky; Parsons, Kerry Cc: Marcella B. Eubanks; Joanne Kublik; Greg Stewart; Lynn Hoshihara; Zan Fedorak; Jeff Littrell Subject: RE: DEP Agreement No. S0881 DRAFT Importance: High Hi Kerry & Mindy, 1 Please recall the FDEP Grant Agreement discussed in my email below. Each of you provided feedback to me on the attached emails, and then the Coordination Sheet (also attached) was signed by Greg on 10/19/2015. Next to Greg’s signature, it says “see attached”. I did not receive an attachment, unless it was the email from Kerry. Kerry, please clarify. The version that I sent out Oct 9 was the “nearly finalized” version. Since then, FDEP has been through some procedural changes and staff turnover. Therefore, it has been tweaked quite by FDEP since Oct 9. The final version is attached for your review. From talking with FDEP, it sounds like this is the final agreement and cannot be revised. Fortunately, all revisions, with the exception of Attachment A, are very minor or formatting related. There have been quite a few changes in Attachment A – the Grant Work Plan. I have reviewed it thoroughly and do not see any problems. Please let me know if you have any objections to the attached agreement with attachments. I will upload into MinuteTraq and send 2 hard copy originals to Mindy. Also attached is the draft Agenda Request for the Dec 15 BCC meeting. Regarding the reporting requirements, I have spoken at length with FDEP staff (Mr. Phil Coram). This grant agreement (2015 session) is a little different that the past 3 FDEP grant agreements (2014 session). When each quarter ends, we have a deadline of the 20th of the following month to submit the Progress Report Form (Attachment D). If we plan to get reimbursed for any eligible expenses, then the Progress Report Form needs to include deliverables alongside it (by the 20th of the month). FDEP staff with then review the deliverables, and after they approve, then we will submit the Disbursement Request Package (Attachment B). Thanks for your time reviewing. Please let me know if you have any questions or otherwise direction. Mark Mark Wise, P.E. Deputy Director Okaloosa County Water & Sewer (850) 685‐0297 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: Mark Wise Sent: Friday, October 09, 2015 11:19 AM To: Joanne Kublik <jkublik@co.okaloosa.fl.us>; 'meubanks@okaloosaclerk.com' <meubanks@okaloosaclerk.com> Cc: 'bbrant@polyengineering.com' <bbrant@polyengineering.com>; 'jcrews@tcgeng.com' <jcrews@tcgeng.com>; 'MEvans@polyengineering.com' <MEvans@polyengineering.com> Subject: Fw: DEP Agreement No. S0881 DRAFT Hi Jo and Marcella, Attached is a FDEP Grant Agreement in the amount of $3M for the County to send supplemental reclaimed water to City of Niceville and Eglin. Please review and let me know if you have any suggested revisions. Jo, please also forward to Risk and Legal for a Coordination Sheet. Please email any suggested changes to me by Oct 14 if possible (as Phil Coram/FDEP is going out of town for 2 weeks). I will then consolidate into 1 email and send back to Phil and cc you all. This project was submitted as a state appropriation. This is one of those that was not a grant ‐ a line item in the state budget ‐ but is being administered as a grant agreement. Therefore, we all would consider this a grant. You can also see 2 more explanation from Phil below. After we get it finalized, I will prepare the Agenda Request for BCC approval. I also welcome any feedback from our consultants who helped put this submittal together. Let's all keep in mind that this is a standard FDEP agreement, and there is not much flexiblity to re‐do language. Let's only change something if it's absolutely necessary or little stuff like our contact info. Thanks, Mark 3