Okaloosa County BOCC — July 15, 2014 — Minutes — reading text

Commons Day 4. BCC Records: Approval of Minutes for April 15, 2014 Executive Session; April 15, 2014 Regular Meeting; and April 30, 2014 Special Called Meeting 5. County Administrator: Resolution superseding Resolutions No. 14-41 and No. 14-90 regarding the scheduling of referendum on August 26, 2014 for the purpose of authorizing the granting of economic development property tax exemptions to new businesses and expansions of existing businesses which will create new, full-time jobs in the county RESOLUTION NO. 14-96 6. Corrections: Submission of on-line grant renewal application for National School Lunch Program Grant 7. Corrections: FDACS Commodities Grant Renewal for Fiscal Year 2014-15 8. Court Administration: Reserve IT funds request in the amount of $109,150 9. Purchasing: Recommendation to award bid and purchase one 2014 agriculture tractor with 23-foot boom mower from Coastal Machinery Company as low bidder meeting specifications with a bid in the amount of $121,274.55 June 3, 2014 -6- Minute Book 71, Page 77 Okaloosa County Board of County Commissioners 10. Purchasing: Recommendation to award bid and purchase one Tymco/Isuzu Sweeper from Ingram Equipment as the only bidder meeting specifications with a bid in the amount of $120,478 11. Purchasing: Recommendation to purchase one National 1469H Mounted Crane from Corwin Equipment Company in the amount of $347,961 12. Purchasing: Authorization to issue a Request for Qualifications for GIS Engineering Services 13. Public Works: Approval of Wright Landfill Long-Term Care Permit 14. Public Works: Request to schedule public hearing on July 1, 2014 to consider request of Gary McMorrow to vacate portion of unopened Railroad Street in Oakdale Miniature Farms Subdivision 15. Public Works: Request from Boomer Beach Fitness LLC for a Qualified Beach Vendor Certificate for calendar year 2014 16. TDD: Notification of use of Promotional Reserve funds in the amount of $5,000 for full-page ad in Food Traveler Magazine (RE: Task Order #139 to Contract (C12-2007-TDC with Peter Mayer Advertising) 5 yeas. CORRECTIONS - CONTRACT RENEWAL WITH ABL MANAGEMENT FOR INMATE FOOD SERVICE Chief Corrections Officer Paul Lawson requested approval to renew the contract with ABL Management, Inc. for inmate food service at the County Jail. He advised this is the second of three renewals available on the contract. Chief Lawson stated this renewal reflects a 2.1% increase for the meals. Mr. Parisot made motion, seconded by Mr. Boyles, to approve this contract renewal with ABL Management and to authorize the Chairman to execute same. 5 yeas. FACILITIES MAINTENANCE - CONSTRUCTION MANAGEMENT SERVICES CONTRACT WITH LORD & SON FOR SHERIFF'S NEW BUILDING IN SHALIMAR Mr. Don Turner, Facilities Maintenance Director, presented for consideration a Construction Management Services Contract with Lord & Son Construction for the Sheriff's new building in Shalimar. He said the contract is for $10,000 for pre- construction services and 5% of the total construction costs, adding these terms are reasonable and construction standards. Mr. Turner also recommended $75,000 currently in Capital Outlay June 3, 2014 -7- Minute Book 71, Page 78 Okaloosa County Board of County Commissioners Reserves be transferred to the appropriate account to fund this construction management activities. Mr. Harris made motion, seconded by Mr. Amunds, to approve the contract, to authorize the Chairman to execute same, and to transfer the funds as requested. 5 yeas. Mr. Turner thanked legal counsel, the Purchasing Department, the Contracts & Grants Department, and the Finance Department for helping speed this document through the process. GROWTH MANAGEMENT - 2014 FLOOD MITIGATION GRANT Mr. Elliot Kampert, Growth Management Director, requested approval to submit an application to the Florida Division of Emergency Management to receive funds through the Federal Emergency Management Agency’s 2014 Flood Mitigation Assistance Program. He reported five people have expressed interest in the program with three of those wanting details on the mitigation for repetitive loss properties. Mr. Kampert stated no county funds are proposed to be used. FEMA would provide 90% of the funding and the applicant is responsible for the remaining 10%. Mr. Harris made motion, seconded by Mr. Amunds, to approve the request to submit this application. 5 yeas. (NOTE : This agenda request states “the application is not complete as of this writing.” It further recommends the County Administrator and Growth Management Director be authorized, as appropriate, to sign the application and associated documents.) PUBLIC SAFETY - 2014-15 EMERGENCY MANAGEMENT PERFORMANCE GRANT AGREEMENT Mr. Dino Villani, Public Safety Director, requested approval of the annual grant agreement for the Emergency Management Performance Program. He stated these funds ($83,913) will be used for Emergency Operations Center (EOC) equipment, planning, and exercises. Mr. Boyles made motion, seconded by Mr. Amunds, to approve the agreement and to authorize the Chairman to execute the necessary documents. 5 yeas. PUBLIC SAFETY - 2014-15 EMERGENCY MANAGEMENT PREPAREDNESS AND ASSISTANCE GRANT Mr. Villani requested approval of the annual Emergency Management Preparedness and Assistance (EMPA) Grant application in the amount of $105,805. Mr. Amunds made motion, seconded by June 3, 2014 -8- Minute Book 71, Page 79 Okaloosa County Board of County Commissioners Mr. Harris to approve the grant application and to authorize the Chairman to execute the necessary documents. 5 yeas. PUBLIC WORKS - 2014 STRIPING LIST Mr. John Hofstad, Public Works Director, stated the annual striping list was circulated to the commissioners last week. Subsequently, a change was made in District II as requested by the commissioner. He pointed out he has provided the commissioners and Clerk with a revised listing. Mr. Amunds noted that Jonquil Street is in District IV not District III. Mr. Amunds made motion, seconded by Mr. Parisot, to approve the 2014 striping list as amended. 5 yeas. PUBLIC WORKS - EQUIPMENT FOR BEACH CLEANING (Pocket Item) Mr. Hofstad informed the Board the company which has rented the beach sifter to the county will retrieve that piece of equipment at the end of July. Likewise, the tow behind unit used in Destin will have to be returned. He stated he needs some consensus from the Board if the county is to continue until it is formalized in the budget process or until, at some future time, there is a competitive bid process for a vendor for beach cleaning services. Discussion ensued regarding options for equipment. Mr. Hofstad stated he is not asking for a commitment on the equipment but he is seeking consensus on whether or not county forces will continue to provide this service. Mr. Amunds asked Mr. Hofstad to make a recommendation and stated he is prepared to make a motion to employ emergency procedures for the purchase of necessary equipment. Mr. Hofstad reported at the beginning when they took over this service they had normal hiccups but those were ironed out within four or five days. He shared with the commissioners the crews are routinely approached by visitors and business owners saying they are pleased with how the beaches look. Mr. Hofstad added staff has taken on the work and is doing it well at a savings to the county. He stated that he has programmed into the FY 2014- 15 budget the costs of taking on the beach cleaning service full time, acknowledging that it will be the Board’s decision on whether or not to continue. Mr. Hofstad said he does not believe we are close to resolving the legal issues regarding the beach cleaning contract. June 3, 2014 -9- Minute Book 71, Page 80 Okaloosa County Board of County Commissioners Discussion continued regarding the current equipment and the costs for the beach cleaning service. Mr. Hofstad did point out the cost for the beach cleaning and maintenance of the tourist- related parks is paid through Tourist Development, emphasizing no General Fund dollars are used. Mr. Boyles remarked he has opposed the county taking on this task from the outset but he stands corrected. He then made motion for county forces to continue beach cleaning services for the foreseeable future. Mr. Amunds asked if he will amend the motion to include provision for enacting emergency procedures to secure the necessary equipment. Purchasing Manager Zan Fedorak stated another option is to allow the Purchasing Department to solicit quotes rather than bids for the equipment which will allow the process to move forward more quickly. Mr. Hofstad stressed the way to maintain the current level of service is with a beach sifter rather than a rake. Mr. Boyles restated his motion, which was seconded by Mr. Amunds, to grant staff authority to do what is necessary to continue the job. 5 yeas. Tourist Development Department Director Ed Schroeder stated Mr. Hofstad and his staff has done a tremendous job cleaning the beaches. TOURIST DEVELOPMENT - CONTRACT CLOSEOUT AND FINAL PAYMENT TO GENESIS GROUP Mr. Ed Schroeder, Tourist Development Department (TDD) Director, requested approval of the final payment to the Genesis Group on contract C91-0088-TDD. Invoice #53627 is for $216.52 and is for professional services related to the Porte Cochere at the Emerald Coast Convention Center. Mr. Harris made motion, seconded by Mr. Amunds, to approve closeout of this contract and payment of the final invoice to the Genesis Group. 5 yeas. TOURIST DEVELOPMENT - DEP GRANT AGREEMENT FOR OKALOOSA ISLAND DUNE _WALKOVERS Mr. Schroeder requested approval of the Department of Environmental Protection (DEP) Contract #140K1 for funding from the Beach Management Funding Assistance Program for construction of six Dune Walkovers on Okaloosa Island. Total cost for this project is $218,700 with a 50% match. The State and County will each contribute an amount not to exceed $109,350. Mr. Parisot made motion, seconded by Mr. Boyles, to approve the grant June 3, 2014 -10~- Minute Book 71, Page a1 Okaloosa County Board of County Commissioners agreement and to authorize the Chairman to execute all necessary grant-related documents. 5 yeas. TOURIST DEVELOPMENT - GENESIS GROUP TASK ORDER NO. 2 RELATING TO 4tt) S74) anND 67" BEACH PARK DEVELOPMENTS Mr. Schroeder requested approval of Task Order No. 2 to Contract C14-2158-TDD with the Genesis Group for site planning, civil engineering, and architectural services for the 4°, 5°, and 6° beach park developments. The not-to-exceed cost of this task order is $109,780. He advised these funds are in the FY 2013-14 Budget. Mr. Parisot made motion, seconded by Mr. Boyles, to approve this task order. 5 yeas. TOURIST DEVELOPMENT - PETER MAYER ADVERTISING TASK ORDER NO. 75 REVISED, CHRISTMAS CAMPAIGN MEDIA Mr. Schroeder stated this revised task order is presented to correct errors. He stated all the advertising was done last year. Mr. Schroeder noted that in order to pay this task order, the task order language must align with the language for the budgeted item. The amount ($203,725) will not change. Mr. Harris made motion, seconded by Mr. Boyles, to approve Peter Mayer Revised Task Order No. 75 in the amount of $203,725. 5 yeas. TOURIST DEVELOPMENT - PETER MAYER ADVERTISING TASK ORDER NO. 113 REVISED, PRINT MEDIA PASS THROUGH COSTS Mr. Schroeder reported it is also necessary to correct the language of this task order, as well as the size of the advertisements. He advised the cost ($533,197) will not change. Mr. Amunds made motion, seconded by Mr. Harris to approve Peter Mayer Revised Task Order No. 113 in the amount of $533,197. 5 yeas. TOURIST DEVELOPMENT - FOOD AND BEVERAGE/CATERING SERVICES CONTRACT AT EMERALD COAST CONVENTION CENTER Mr. Schroeder presented a contract with ARAMARK Corporation for food and beverage/catering services at the Emerald Coast Convention Center (ECCC). He reported