Okaloosa County BOCC — February 18, 2014 — reading text

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: Herman Turner [mailto: hturnerncscabling.com ] Sent: Tuesday, December 03, 2013 1:11 PM To: Karen Donnelly Subject: Okaloosa Co Project Here is my contact information and the pdf including the contract. enn/B 7rvtei Network Cabling Services, Inc. 7018 Pine Forest Rd. Pensacola, Fl 32526 0#850-941-4200 F#850-941-4201 C#850-324-1223 www.ncscabling.com Packet Pg. 837  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: February 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Zan Fedorak SUBJECT: Award of Bid for Reroofing Tourist Development Welcome Center DEPARTMENT: Purchasing BCC DISTRICT: 2 STATEMENT OF ISSUE: Seeking Board approval and award of contract to Ameritech Enterprises, LLC for reroofing TDD Welcome Center. BACKGROUND & ANALYSIS: The notice to bidders for reroofing the TDD Welcome Center was published on December 12, 2013. Bids were opened on January 8, 2014 and three bids were received; Ameritech Enterprises, LLC $96,350, Vanderheyden, Inc. $104,890, and Edwards Roofing Co. $115,000. Staff recommends award to Ameritech Enterprises, LLC as the lowest bidder meeting all requirements. Bidder signed contract and required forms are made a part of this agenda request. Staff requests authorization for the Chairman to sign contract. OPTIONS: Award or Reject awarding contract to Ameritech Enterprises, LLC to reroof the TDD Welcome Center and authorizing the Chairman to sign. RECOMMENDATION: Staff recommends awarding bid to Ameritech Enterprises, LLC. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 838 Packet Pg. 839 Packet Pg. 840 Packet Pg. 841 Packet Pg. 842 Packet Pg. 843 Packet Pg. 844 Packet Pg. 845 Packet Pg. 846 Packet Pg. 847 Packet Pg. 848 Packet Pg. 849 Packet Pg. 850 Packet Pg. 851 Packet Pg. 852 Packet Pg. 853 Packet Pg. 854 Packet Pg. 855 Packet Pg. 856 Packet Pg. 857 Packet Pg. 858 Packet Pg. 859 Packet Pg. 860 Packet Pg. 861 Packet Pg. 862 Packet Pg. 863 Packet Pg. 864 Packet Pg. 865 Packet Pg. 866 Packet Pg. 867 Packet Pg. 868 Packet Pg. 869 Packet Pg. 870 Packet Pg. 871 Packet Pg. 872 Packet Pg. 873 Packet Pg. 874 Packet Pg. 875 Packet Pg. 876 Packet Pg. 877 Packet Pg. 878 Packet Pg. 879 Packet Pg. 880 Packet Pg. 881 Packet Pg. 882 Packet Pg. 883 Packet Pg. 884 Packet Pg. 885 Packet Pg. 886 Packet Pg. 887 Packet Pg. 888 Packet Pg. 889 Packet Pg. 890 Packet Pg. 891 Packet Pg. 892 Packet Pg. 893 Packet Pg. 894 Packet Pg. 895 Packet Pg. 896 Packet Pg. 897 Packet Pg. 898 Packet Pg. 899 Packet Pg. 900 Packet Pg. 901 Packet Pg. 902 Packet Pg. 903 Packet Pg. 904  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: February 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Zan Fedorak SUBJECT: Award of Bid for Biosolids Removal & Transportation DEPARTMENT: Purchasing BCC DISTRICT: ALL STATEMENT OF ISSUE: Purchasing seeks approval to award bid to R & E Farms for biosolids removal and transportation. BACKGROUND & ANALYSIS: Background provided by Water & Sewer: Water & Sewer transports biosolids (AKA “sludge”) from the Bob Sikes Water Reclamation Facility (WRF) and the Russell Stephenson WRF to the digester at the Arbennie Pritchett WRF. The biosolids from all three WRFs then go through the rotary drum thickener into the digester and are dewatered with the centrifuge at the final solids stage of the plant. The solids come out of the centrifuge as Class B Biosolids. OCWS equipment and staff have been hauling Class B Biolsolids to R & E Farms, almost daily, for approximately 4 years. R & E Farms then applies the biosolids at one of their sites. This process was supported by contract #C09-1691-WS which expired on 9/30/13. Prior to the expiration, OCWS requested that bids be sought for a biosolids removal service (RFB #WS 42-13). These bids were received on 8/8/2013. Unfortunately, the bids came in much higher than the current contract pricing and budgeted funding. The former contract price was $5.50/cubic yard and the new proposed price would have been $13.60/CY. It was determined that a new FDEP unfunded mandate had adversely affected the pricing. This unfunded mandate imposed a regulation that more land area is required at the application sites per CY. Rather than accept the bids that were higher than expected, on 9/3/2013 the Board approved 1) a 6-month contract extension with R & E Farms through 3/31/2014 with their current pricing, terms, and conditions, and 2) re-bid the biosolids service with different specifications, which included allowing Alabama sites, to seek more competitive pricing. The service was re-bid as RFB# WS 21-14 and bids were received on 1/8/2014 from Synagro South LLC and R & E Farms, LLC. Bid tabulation is attached. R & E Farms was the lowest responsive bidder in all 3 requested line items: $7.65/CY to DeFuniak Springs - disposal only & site located in Florida $6.25/CY to Florala - disposal only & site located in Alabama $21.5/CY - disposal & transportation (load at Arbennie Pritchett WRF) OCWS has performed a financial analysis for these three options, giving consideration to the Packet Pg. 905 expenses that are incurred other than the direct cost to R & E, such as mileage (including fuel, maintenance, and labor costs) and capital costs (such as tractor-trailers). This analysis found the least expensive option to be hauling the biosolids to Florala @ $6.25/CY. Fortunately, a bid award and resulting contract to R & E Farms would give staff the flexibility of the 3 options above as needed. With an estimate of 13,110 CYs in a calendar year, the yearly cost to haul to R & E Farms would be approximately $82,000. OCWS budgeted $60,000 in FY2014 for this expense; therefore, a budget transfer will be needed before the end of the fiscal year to cover the added cost of FDEP’s unfunded mandate. OPTIONS: Approve/Disapprove award of bid to R & E Farms for biosolids removal and transportation being the lowest responsive bidder. RECOMMENDATION: Staff recommends approving award of bid to R & E Farms for biosolids removal and transportation being the lowest responsive bidder. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 906 Packet Pg. 907 Packet Pg. 908 Packet Pg. 909 Packet Pg. 910 Packet Pg. 911 Packet Pg. 912 Packet Pg. 913 Packet Pg. 914 Packet Pg. 915 Packet Pg. 916 Packet Pg. 917 Packet Pg. 918 Packet Pg. 919 Packet Pg. 920 Packet Pg. 921 Packet Pg. 922 Packet Pg. 923 Packet Pg. 924 Packet Pg. 925 Packet Pg. 926 Packet Pg. 927 Packet Pg. 928 Packet Pg. 929 Packet Pg. 930 Packet Pg. 931 Packet Pg. 932 Packet Pg. 933 Packet Pg. 934 Packet Pg. 935 Packet Pg. 936 Packet Pg. 937 Packet Pg. 938 Packet Pg. 939  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: February 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Elliot Kampert SUBJECT: 2014 FTA Certifications and Assurances DEPARTMENT: Growth Management BCC DISTRICT: ALL STATEMENT OF ISSUE: The Department of Growth Management requests that the Board authorize the Chairman and County Attorney to sign the Federal Fiscal Year 2014 FTA Certifications and Assurances. It also requests approval for the Contracts and Grants staff’s use of an electronic PIN number certifying the Chairman’s signature to submit the Certifications and Assurances electronically. BACKGROUND: The Federal Transit Administration (FTA) has consolidated and updated the various pre-award Certifications and Assurances required for its Federal transit assistance (funding) programs for Federal fiscal year (FY) 2014. Certifications and Assurances are required to be awarded Federal Transit Administration grant funding. Okaloosa County is allocated FTA 5307 and 5311 funding annually. RECOMMENDATIONS: The Department of Growth Management recommends that the Board authorize the Chairman and County Attorney to sign the Federal Fiscal Year 2014 FTA Certifications and Assurances, and to approve the electronic submission of the 2014 FTA Certifications and Assurances. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 940  FTA FISCAL YEAR 2014 CERTIFICATIONS AND ASSURANCES PREFACE Except as the Federal Transit Administration (FTA or We) determines otherwise in writing, before FTA may award Federal transit assistance (funding or funds) to support a public transportation Project, an Authorized Representative (You) of the Project sponsor (Applicant) must select certain Certifications and Assurances required by Federal law or regulation. The Authorized Representative must be duly authorized by the Applicant to, among other things, sign these Certifications and Assurances and bind the Applicant’s compliance. You, as the Authorized Representative, must select all Certifications and Assurances required of your Applicant (or it) to support its applications for FTA funding during Federal fiscal year (FY) 2014. We request that you read each Certification and Assurance and select those that will apply to all Projects for which your Applicant might seek FTA funding. As required by Federal law and regulation, only if you select adequate Certifications and Assurances on your Applicant’s behalf, may FTA award Federal funding for its Project. We have consolidated our Certifications and Assurances into twenty-four (24) Groups. At a minimum, you must select the Assurances in Group 01 on your Applicant’s behalf. If your Applicant requests more than $100,000, you must also select the “Lobbying” Certification in Group 02, unless it is an Indian tribe or organization or a tribal organization. Depending on the nature of your Applicant and its Project, you may also need to select some Certifications and Assurances in Groups 03 through 24. However, instead of selecting individual Groups of Certifications and Assurances, you may make a single selection that will encompass all twenty-four (24) Groups of Certifications and Assurances that apply to all our programs. FTA, your Applicant, and you understand and agree that not every provision of these twenty-four (24) Groups of Certifications and Assurances will apply to every Applicant or every Project FTA funds even if you make a single selection encompassing all twenty- four (24) Groups. Nor will every provision of all Certifications and Assurances within a single Group apply if that provision does not apply to your Applicant or its Project. The type of Project and Applicant will determine which Certifications and Assurances apply. Your Applicant is ultimately responsible for compliance with the Certifications and Assurances selected on its behalf that apply to its