Okaloosa County BOCC — January 30, 2013 — reading text

Minute Book 69, Page Okaloosa County Board of County Commissioners December 2012 but no bids were received. These services are currently being provided by GAT Airline Ground Support on a month-to-month basis. He said an interest has been expressed to provide these services and recommended rebidding at this time. Mr. Harris made motion, seconded by Mr. Parisot, to authorize advertising to bid for Skycap and wheelchair services at Northwest Florida Regional Airport. 5 yeas. AIRPORTS – REVISED ERMC CONTRACT AMENDMENT Mr. Villani requested revision to the amendment with ERMC which was approved on January 22, 2013 to provide preventative maintenance services for the passenger loading bridges. The revision will authorize the effective date of the document to October 1, 2012. Mr. Harris made motion, seconded by Mr. Boyles, to approve the revision to the amendment with ERMC. 5 yeas. AIRPORTS – MAINTENANCE HANGAR DOOR Mr. Parisot requested information on the hangar door at the Destin Airport. Mr. Villani replied the door to the maintenance hangar has failed completely. It has been shored up for safety and staff will go through the normal bidding process for replacement. Mr. Parisot asked if that is under the Miracle Strip Aviation contract, to which Mr. Villani replied in the affirmative. WATER & SEWER SYSTEM – RFQ FOR PROFESSIONAL ENGINEERING SERVICES Mr. Jeff Littrell, Water & Sewer System Director, requested authorization to move forward with advertising for Requests for Qualifications (RFQs) for professional engineering services. He also submitted the following list of names for appointment to the selection committee: Purchasing Director Richard Brannon, Water & Sewer Director Jeff Littrell, Water & Sewer Deputy Director Mark Wise, County Engineer Jason Autrey, and a county commissioner, if desired. Mr. Amunds recommended Commissioner Boyles serve on this committee, saying he is the liaison commissioner to Water & Sewer. Mr. Parisot made motion, seconded by Mr. Windes, to approve advertising the RFQ and to approve appointment of the selection committee, adding Mr. Boyles to serve as the Board’s representative. 5 yeas. April 2, 2013 -18- Minute Book 69, Page Okaloosa County Board of County Commissioners WATER & SEWER SYSTEM – ADVERTISE FOR BIDS FOR SUBSURFACE BORES Mr. Littrell requested authorization to advertise for bids for the services of a boring contractor for miscellaneous subsurface bores. He said the contract with Gator Boring & Trenching has expired. Mr. Harris made motion, seconded by Mr. Parisot, to advertise for bids for a subsurface bore contractor. 5 yeas. WATER & SEWER SYSTEM – EGLIN WASTEWATER TREATMENT CONTRACT MODIFICATION FOR FLOW CHARGES Mr. Littrell asked for the Chairman to be authorized to execute a contract modification with Eglin Air Force Base to reflect estimated rates. He advised that Eglin officials have requested this information and they understand the rates will be projections. Mr. Parisot expressed concern this will require projecting beyond the rates in the ordinance and asked if a public hearing is needed. Mr. Dowd answered the rates are unofficial projections and a hearing is not required. Mr. Boyles made motion, seconded by Mr. Harris, to authorize the Chairman to execute this third contract modification to the Eglin Wastewater Treatment Reconfiguration Contract (FA2823-11- C-0030) for flow charges associated with wastewater from Duke Field, Main Base, and Camp Rudder. 5 yeas. PURCHASING – CONTRACT RENEWAL WITH SOUTHERN LINC Mr. Richard Brannon, Purchasing Director, first pointed out that State Statutes do allow a county to contract with an attorney in an emergency event without going through the competitive bid process. Continuing, Mr. Brannon requested a one-year renewal with SouthernLINC and to approve the amended governmental rate and equipment schedule. He advised staff negotiated a 10% discount and SouthernLINC is throwing in $5,000 worth of free equipment. (SouthernLINC is used primarily by the Public Works Department.) Discussion ensued about the county’s contract with Verizon. Mr. Brannon said if the Board chooses to, it can “piggyback” on the SouthernLINC contract. He advised that he will have to research whether or not Verizon will assess a penalty for early disconnects. April 2, 2013 -19- Minute Book 69, Page Okaloosa County Board of County Commissioners When asked for comment, Mr. Hofstad stated the Public Works Department is satisfied with SouthernLINC. Mr. Parisot made motion, seconded by Mr. Boyles, to approve the contract renewal with SouthernLINC. 5 yeas. PURCHASING – SELECTION OF FIRM FOR INTERNAL AUDITING SERVICES Mr. Brannon reported proposals were received on February 22, 2013 from three firms for Internal Auditing Services. The committee ranked the firms as follows: 1. Carr, Riggs & Ingram 2. Saltmarsh, Cleveland & Gund 3. Clifton, Larson & Allen The contract will be established as an annual contract with set hourly rates. Task Orders may be assigned after the initial risk assessment audit. The cost of the initial assessment audit is $30,000. Mr. Windes remarked the committee liked having a local firm and made motion, seconded by Mr. Parisot, to contract with Carr, Riggs, & Ingram for internal auditing services and to authorize the Chairman to execute the document. 5 yeas. PURCHASING – REVISIONS TO PURCHASING MANUAL Mr. Brannon presented for consideration revisions to the Purchasing Manual, noting that it is very detailed. He stated Lynn Hoshihara with Nabors, Giblin & Nickerson is present to answer questions. Mr. Amunds said he would like to discuss attorney review of contracts and would like for that to be consistent across the board. He reiterated his desire to have the County Attorney review contracts before they are sent to the County Administrator. Mr. Amunds stated some of the documents, but not all, have a sheet attached with the County Attorney’s signature. He said Teresa Ward, Clerk to the BCC, has been sending documents to Mr. Dowd and posting notes on the document for him, saying it has had legal review. Mr. Amunds acknowledged this assistance being provided by the Clerk’s Office but wanted something more than a note attached to the document. He asked Ms. Hoshihara if a review sheet signed by the appropriate parties can be attached to the contracts. April 2, 2013 -20- Minute Book 69, Page Okaloosa County Board of County Commissioners Ms. Hoshihara asked if the Chairman is asking for the sheet to become part of the document. Mr. Brannon saw no problem with adding such a sheet in the first few pages of a contract. Mrs. Ward stated the documents Mr. Amunds is referring to were contracts with State of Florida agencies and a debt repayment agreement with a Fixed Base Operation at the Destin Airport. The State typically has a signature block on its documents for the County Attorney which verifies legal review or verifies legality of the form. These documents do not go through the Purchasing Department’s review process and do not have an internal coordination sheet attached. Mrs. Ward said it is appropriate for the County Attorney to review documents before they are sent to the Chairman to sign and she redirected them to Mr. Dowd before sending them to Mr. Amunds. She added BCC Records believes all contracts, leases, etc. should be reviewed and/or signed by the County Attorney before they are ever brought before the Board for consideration. The notes attached to these documents were only courtesy notifications to the Chairman saying this extra step had been taken. Mr. Curry pointed out we are talking about multiple documents. The coordination sheet mentioned earlier is an internal processing form whereby the Purchasing Department, Risk Management, and the County Attorney review and sign off on it before going forward. He reiterated Mrs. Ward’s point that not all documents requiring the Chairman’s signature have a coordination sheet. Mr. Curry asked Mr. Amunds if he wants every document to have this. Mr. Amunds replied, “that is what I want.” Upon further inquiry, Mr. Amunds said he would like to have this verification as a cover sheet on the documents. Mr. Curry again pointed out that many documents are not reviewed by the Purchasing Department or Risk Management. Ms. Hoshihara said she believes this can be accomplished as an administrative change rather than revising the Purchasing Manual. Mr. Jack Allen, Purchasing Services Manual, remarked the coordination sheets are still attached when he receives the fully executed document. Mr. Parisot referred to Page 24 and employee eligibility verification. He noted that no reference is given to the use of e-verify, saying the Board approved its use in 2011. Ms. Hoshihara responded the Purchasing Manual does not include specific instruction for the use of e-verify but such language April 2, 2013 -21- Minute Book 69, Page Okaloosa County Board of County Commissioners can be plugged in. Mr. Parisot said he would like that provision inserted. Mr. Brannon referred to an Executive Order which watered down the State’s requirement on e-verify. He said the exception approved by the Governor is that any employee already on the payroll does not have to provide that documentation. The requirement would apply only to new hires. He advised that all State and local government entities had to comply with this Executive Order. Mr. Parisot stated another item he would like to address is personal use of county wireless communication devices by employees. He questioned the amount of staff time it takes to verify this information. Mr. Curry responded there has been much discussion at staff level and he feels there is an easier way to do this. He said there is a standardized charge and it prevents an opportunity for abuse. Mr. Brannon said the established rate on Alltel is $0.09 per minute but he believes the Verizon contract is about $0.01 per minutes. Mr. Parisot made motion, seconded by Mr. Harris, to approve the latest revision of the Purchasing Manual. Upon inquiry by Mr. Curry about adding the provision for e-verify, Mr. Parisot said his motion is to accept the manual as it is currently written. 5 yeas. NEW BUSINESS – LETTER OF CONGRATULATIONS TO FWB HIGH SCHOOL CHEERLEADERS, NATIONAL CHAMPIONSHIP Mr. Harris made motion, seconded by Mr. Boyles, to authorize the Chairman to execute a letter of congratulations to the Fort Walton Beach High School Cheerleading team which recently won the National High School Cheerleading Championship and earned the title of First Place National Champions in the Large Varsity Non-Tumbling Division. Mr. Amunds asked Mr. Windes to present the letter on behalf of the Board. 5 yeas. NEW BUSINESS – APPROVAL OF MEETING AND WORKSHOP CALENDAR FOR JULY, AUGUST AND SEPTEMBER 2013 Mr. Curry presented the meeting and workshop calendar for the fourth quarter of FY 2013 (July, August, and September). Mr. Parisot suggested scheduling governmental department budget April 2, 2013 -22- Minute Book 69, Page Okaloosa County Board of County Commissioners reviews first. Mr. Curry replied the certified property evaluations are not received from the Property Appraiser until July 1, noting that without having that information in hand it will be hard to set budget. Upon inquiry, Mr. Stanford stated the Tentative Millage Rate must be set 35 days after July 1st or by August 4. Mr. Parisot asked if the budget review workshops could be completed by August 4. Mr. Amunds asked if the workshops can be rescheduled. Mr. Curry said if that is done, it will load the Board up with meetings and workshops during July. He felt that type schedule would be very tough,