Okaloosa County BOCC — February 18, 2014 — reading text

Administration (FTA). The useful life criteria established by FTA for cutaways is four (4) years or 100,000 miles as stated in FTA Circular 5010.1D, an excerpt of which including the salient provisions is included as part of the attachment. The age and mileage of each vehicle proposed for replacement is provided in the attached Proposed Vehicle Replacement List. Due to their high mileage and age, the current fleet cannot sustain the demand of the fixed route service, which could lead to chronic interruptions of service or even shutting down operations when vehicles are unavailable while being repaired. This purchase is 100% FTA Grant funded. No local funds are required. The State contract is a competitively bid contract. Transit Plus has provided the majority of OCT’s vehicles in the past, and staff is pleased with the quality of the delivered product. The Okaloosa County Board of County Commissioners have previously approved and accepted FTA funds for the procurement of replacement transit vehicles. The approval of the vehicle purchase will fulfill the grant obligation. RECOMMENDATION: Staff recommends purchasing 19 Cutaway vehicles off the Florida State Contract and to initiate procurement of cutaway buses. RECOMMENDED BY: Packet Pg. 1068 APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 1069 Packet Pg. 1070 Packet Pg. 1071 Packet Pg. 1072 Packet Pg. 1073 Packet Pg. 1074 Packet Pg. 1075 Packet Pg. 1076 Packet Pg. 1077 Packet Pg. 1078 Packet Pg. 1079 Packet Pg. 1080 Packet Pg. 1081 Packet Pg. 1082 Packet Pg. 1083 Packet Pg. 1084 Packet Pg. 1085 Packet Pg. 1086 Packet Pg. 1087 Packet Pg. 1088 Packet Pg. 1089 Packet Pg. 1090  MAINTENANCE REPORT Other Light Duty Vehicles useful life met at 4 years or +100,000 miles Scheduled to be Replaced: Miles Repair Repair Minimum Mileage Driven Times Costs Age of Age Mileage Equip Year Description Nov 2013 FY13 FY13 FY13 Vehicle Surpassed Exceeded 0009 2007 BUS (CHAMPION) 23FT 16 PASS 160,002 24,774 13 $5,398 6 Yes Yes 0010 2007 BUS (CHAMPION) 23FT 16 PASS 168,115 20,207 23 $8,752 6 Yes Yes 0011 2007 BUS (CHAMPION) 23FT 16 PASS 294,133 30,896 14 $4,780 6 Yes Yes 0076 2007 BUS (CHAMPION) 23FT 16 PASS 151,586 29,918 13 $7,287 6 Yes Yes 0085 2009 BUS (CHAMPION) 23FT 102,729 25,241 11 $13,199 4 Yes Yes 0086 2008 BUS (CHAMPION) 23FT 179,495 33,399 16 $11,950 5 Yes Yes 0087 2008 BUS (CHAMPION) 23FT 192,459 28,169 22 $22,792 5 Yes Yes 0089 2008 BUS (CHAMPION) 23FT 156,395 25,958 17 $13,136 5 Yes Yes 0090 2008 BUS (CHAMPION) 23FT 124,177 22,902 13 $7,121 5 Yes Yes 0091 2008 BUS (CHAMPION) 23FT 181,881 33,978 15 $7,933 5 Yes Yes 0092 2008 BUS (CHAMPION) 23FT 196,884 34,042 12 $7,485 5 Yes Yes 0093 Paratransit 2008 BUS (CHAMPION) 23FT 126,861 31,666 13 $6,610 5 Yes Yes 0094 2008 BUS (CHAMPION) 23FT 132,955 21,557 16 $6,679 5 Yes Yes 0095 Paratransit 2008 BUS (CHAMPION) 23FT 168,311 30,201 12 $4,656 5 Yes Yes 0096 2008 BUS (CHAMPION) 23FT 134,858 19,546 15 $7,927 5 Yes Yes 0097 Paratransit 2008 BUS (CHAMPION) 23FT 157,733 34,913 23 $3,891 5 Yes Yes 0098 Paratransit 2008 BUS (CHAMPION) 23FT 164,820 18,379 18 $9,893 5 Yes Yes Medium Light Duty Vehicles useful life met at 5 years or +150,000 miles Scheduled to be Replaced: Miles Repair Repair Minimum Mileage Driven Times Costs Age of Age Mileage Equip Year Description Nov 2013 FY13 FY13 FY13 Vehicle Surpassed Exceeded 0003 2004 BUS (CHAMPION) 25 FT 17 PASS 160,387 11,698 17 $4,152 9 Yes Yes 0004 2004 BUS (CHAMPION) 25 FT 17 PASS 154,624 12,352 15 $3,062 9 Yes Yes Packet Pg. 1091  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: February 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Elliot Kampert SUBJECT: Set Public Hearing for Transit Route 33 DEPARTMENT: Growth Management BCC DISTRICT: All STATEMENT OF ISSUE: Discuss the setting of a public hearing regarding the possible termination of Transit Route 33. As provided by County's transit policies, it is necessary to hold a public hearing whenever significant changes to a transit route are considered. BACKGROUND: During its meeting of September 3, 2013, the Board of County Commissioners approved a motion to fund Transit Route 33 for 180 days, after which time if the City of Destin cannot assist with funding, Route 33 will be discontinued. March 29, 2014 is the 180th day for which the Board has provided funding. The cost to continue Route 33 for the remainder of the fiscal year is $38,000. As provided in the Okaloosa County Public Transit Fare and Route Modification Policy, the County must hold a public hearing to receive comments on proposed rate or route changes prior to adoption, followed by a 60 day period during which service will continue in order to give riders of the affected routes time to make alternate arrangements if necessary. If the hearing is conducted on March 18, the final day of service will be May 16. There are adequate grant funds (US 98 Corridor) to cover the cost of the 60 day period without local contribution. The Destin City Council is meeting to discuss the funding on February 18. It is anticipated that City staff will notify the County as soon as a decision is rendered. OPTIONS: The Board may set the public hearing, or not set the public hearing. If the City Council is able to provide the necessary funding, the public hearing will be cancelled. RECOMMENDATIONS: Staff recommends that the Board of County Commissioners set a public hearing for March 18, 2014 to receive public comments regarding the termination of Transit Route 33, the hearing to be held at 9:00 AM or soon thereafter in the BCC Chambers located in the County Water and Sewer Building located at 1804 Lewis Turner Blvd in Ft Walton Beach. RECOMMENDED BY: Packet Pg. 1092 APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 1093  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: February 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Ed Schroeder SUBJECT: Horizons Burning Up The Beaches Car Show DEPARTMENT: Tourist Development Department BCC DISTRICT: STATEMENT OF ISSUE: Request approval of 2013 & 2014 Burning Up The Beaches car shows cablecast on Velocity channel. BACKGROUND: The previous Tourist Development Director, Dan O’Byrne, made a verbal commitment to L.A. Woodall to fund Horizons Foundation’s agreement with Masters Entertainment Group to produce a car show on location in Fort Walton Beach in 2013 and 2014. An invoice dated October 16, 2013 was received by then-interim TDD Director Rick Owen in early November 2013 for the 2013 show in the amount of $7500. A task order was approved for the 2013 show in January 2014, but payment cannot be processed since the task order was approved after the scope of work was completed. Further, the task order does not mention the additional $7500 in the Masters Entertainment Group agreement for the 2014 show. In addition, Mr. O’Byrne approved a Special Event and Sponsorship Funding Application for the Burning Up The Beaches event to be held in May 2014. The contract for direct sales call services as well as payment for such services and proof of attendance at shows will be required for reimbursement up to the approved amount of $9000. The Special Event and Sponsorship Expense Reimbursement Request and Special Event and Sponsorship Post-Event Report must be submitted no later than thirty days after the event to remain eligible for future year funding, if desired. Since approval of $15,000 for the two car shows was verbal and multiple funding sources are requested for the 2014 event ($7500 ad agency reimbursement for television show and $9000 special event funding for promotional activities), staff respectfully requests Board approval for these expenses in the interest of full disclosure and transparency. All reimbursements to Horizons will be made based on proof of payment for actual expenses incurred. OPTIONS: Approve or Disapprove RECOMMENDATION: Approve 1) task order 127 for $7500 for 2013 car show, 2) task order issuance for $7500 for 2014 car show, 3) special event funding for $9000 for direct sales calls. RECOMMENDED BY: Packet Pg. 1094 APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 1095 Packet Pg. 1096 Packet Pg. 1097 Packet Pg. 1098 Packet Pg. 1099 Packet Pg. 1100 Packet Pg. 1101 Packet Pg. 1102 Packet Pg. 1103 Packet Pg. 1104 Packet Pg. 1105 Packet Pg. 1106 Packet Pg. 1107 Packet Pg. 1108 Packet Pg. 1109 Packet Pg. 1110 Packet Pg. 1111 Packet Pg. 1112 Packet Pg. 1113 Packet Pg. 1114 Packet Pg. 1115 Packet Pg. 1116 Packet Pg. 1117 Packet Pg. 1118 Packet Pg. 1119 Packet Pg. 1120 Packet Pg. 1121 Packet Pg. 1122 Packet Pg. 1123  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: February 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Ed Schroeder SUBJECT: Approval of Peter Mayer Task Order 129 DEPARTMENT: Tourist Development Department BCC DISTRICT: STATEMENT OF ISSUE: Request approval for task order 129, which includes a magazine back cover designed to target leisure travelers, specifically in the southeastern US. BACKGROUND: America’s Best Vacations is a magazine targeting leisure travelers in the southeastern US. For $25,000 the Emerald Coast will be featured on the back cover of the magazine issue to be distributed in April 2014, along with an editorial of 400-500 words and pictures within the magazine. The Board approved the Strategic Marketing Plan on November 5, 2013, which included a line item for “Co-Op Opportunities” in the amount of $285,000. The co-op program is being reevaluated due to low partner participation. Additional