Okaloosa County BOCC — September 2, 2014 — Action Item Printout

BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: September 2, 2014 TO: Honorable Chairman and Members of the Board FROM: Don Turner SUBJECT: Approval of Site Survey Expense for SO Building DEPARTMENT: Facility Maintenance BCC DISTRICT: 4 STATEMENT OF ISSUE: (FM) Requests BCC approval of the Site Survey Expense for the new SO Building that predates the letting of the Design Services and CM contracts. BACKGROUND: In 2013, the Board made a major shift in the future use of the former Shalimar Courthouse Annex. The current buildings were going to be demolished and a new building meeting the current and future need was to be constructed. Originally, the Sheriff's operation that were currently located at the old annex were to be incorporated into the new space. Lord & Son had the construction contract for the work at the annex. After a few discussions with the work group, it became clear that a better option might be to renovate a portion of the current space at the Sheriff's Shalimar campus and to build a new 10,000 + s.f. building to provide space for all the Sheriff's operations at the annex and in rented space. The BCC agreed with that recommendation. Lord & Son proceeded to begin work on the Sheriff's new building, believing that their contract at the old annex that included providing space for Sheriff's operations in the new building carried over to providing that space at the Sheriff's campus. They hurried into action on the Sheriff's new building before it was determined that the new building at the SO campus was a separate project and had to be bid out. During the time leading up to this determination, Lord & Son had ordered a site survey from Choctaw Engineering in November 2013. Lord & Son was successful in being awarded the CM contract for the Sheriff's building through the competitive bidding process. At the time Lord & Son ordered the site survey, they believed that they were authorized to do so. Choctaw performed the work believing that Lord & Son was authorized to act on the county's behalf in the matter. All actions taken were done in good faith and without any intent to hide any action or to deceive the BCC or any person in the doing of it. The quote for the site survey services from Choctaw was for $1950. The county would have had to order the work done as a normal part of the new building project, if it had not already been done under an unauthorized request. Therefore, staff recommends the BCC approve payment of $1950 to Choctaw Engineering for the site survey performed at the Sheriff's Shalimar campus that is already completed (quote attached). RECOMMENDATIONS: (FM) Requests BCC approval of the Site Survey Expense in the amount of $1950 for the new SO Building that predates the letting of the Design Services and CM contracts and authorize paying Choctaw Engineering for the work already done from Capital Outlay Fund - Capital Projects Reserves or other such funding as the Board my choose. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator