Okaloosa County BOCC — October 15, 2013 — OTA_Internal Coordination_Email Comments — reading text

CONTRACT & LEASE INTERNAL COORDINATION SHEET Contract/Lease Number: “Tracking Number; '722¥7 Contractor/Lessee Name: DHS/TSA Grant Funded: YES_ NO | Purpose! Review CTA for Checked Baggage Recapltallzotion Screening Construction Services Prolect Date/Term: Execution of Agreement /NTP 1. Bd GREATER THAN $50,000 Amount: $4,318,169,00 2. [[] GREATER THAN $25,000 Department: VPS 3. [1] $25,000 OR LESS Dept. Monitor Name: Sunil Harman Document has been reviewed and includes any attachmenis or exhibits. Date: 7, W/ 5 Purchasing Review Risk Management Review wwe | | Date! Aff Risk Manager or designee £ County Alforney Review ATey S. . eH a / Date: ( 9 tyAHomey = \_ , , , Following Okcloosa County approval: Contract & Grant Document hes been received; Date: Contracts & Grants Manager Sandi Mack From: Sent: To: Ceo: Subject: Everyone, Don Amunds Monday, September 09, 2013 4:41 PM Ernie Padgett; Sandi Mack; Cathy Cardreon; Karen Rossi; Rick Owen Gary Stanford; TWard@cierkofcourts.cc; John Dowd FW: US Dept. of Homeland Security - TSA Issues an agreement to reimburse up to $4,318,169 of the construction cost for Checked Baggage Inline Screening Based on Legal, the Documents will be signed in the morning and the item ratified at the next BCC meeting. From: John Dowd Sent: Monday, September 09, 2013 4:31 PM To: Don Amunds; Ernie Padgett; Sunil Harman Ce: Gary Stanford; Cathy Cardreon; Jason Autrey; Richard Brannon Subject: RE: US Dept. of Homeland Security - TSA Issues an agreement to reimburse up to $4,318,169 of the construction cost for Checked Baggage Inline Screening Mr. Chairman: You have the authority to sign the document, which will have to be ratified at our next Board meeting. Thanks, John From: John Dowd Sent: Friday, September 06, 2013 3:56 PM To: Emie Padgett; Sunil Harman Ce: Gary Stanford; Cathy Cardreon; Jason Autrey; Richard Brannon Subject: RE: US Dept. of Homeland Security - TSA Issues an agreement to reimburse up to $4,318,169 of the construction cost for Checked Baggage Inline Screening I've reviewed it and approve. Thanks, John From: Ernie Padgett dna joes numaninaie se tie geen ne Sent: Friday, September 06, 201.3 3:33 PM Ta: Sunil Harman Ce: Gary Stanford; John Dowd; Cathy Cardreon Subject: Re: US Dept. of Homeland Security - TSA Issues an agreement to reimburse up to $4,318,169 of the construction cost for Checked Baggage Inline Screening Sounds to me the Chairman can sign it Today or Monday and not have to wait for the next meeting Ernie Sent from my iPhone On Sep 6, 2013, at 3:14 PM, "Sunil Harman” <sharman@co.okaloosa fl.us> wrote: Gary, You are correct, that is exactly what | said, this is not a grant it’s a GIFT — the best kind of federal largess. It is not a grant and therefore does not require a CFDA number. We will still need to list It on our single audit, however, it will be listed as an “other transaction”. Other transactions are not considered grants, or contracts. It money the agency has left over in its budget, which they like our County Finance are working to close out by the end of the fiscal year. Thanks and have a wonderful weekend, Sunil From: Gary Stanford [mailto:GStanford@clerkofcourts,cc] Sent: Friday, September 06, 2013 3:07 PM To: Sunil Harman Ce: John Dowd; Ernie Padgett; Cathy Cardreon Subject: RE: US Dept. of Homeland Security - TSA Issues an agreement to reimburse up to $4,318,169 of the construction cost for Checked Baggage Inline Screening Sunil, if | understand from what, | believe, you said at the Department Head meeting, this is not a grant? If that is the case, then the appropriate Emergency Procedure process in this particular case is in compliance with the County Purchasing Manual. | have attached pages related to that process from the County Manual, if needed, Let me know if you need something further from us at this time. From: Suni! Harman [mailto:sharman@co.okaloosa,fl.us] Sent: Friday, September 06, 2013 2:26 PM To: Gary Stanford Cc: John Dowd; Ernie Padgett; Cathy Cardreon Subject: RE: US Dept. of Homeland Security - TSA Issues an agreement to reimburse up to $4,318,169 of the construction cost for Checked Baggage Inline Screening Gary, The deadline provided us Is the 17" and not included in the document and is based on the DHS closing out its fiscal year. With respect to the references to City/County we can amend as scriveners errors. The DHS uses a standard boiler plate. Thanks, Sunil From: Gary Stanford [mailto:GSta nford@ dclarkofcourts.cc] OO Sent: Friday, September 06, 2013 1:16 PM To: Suni! Harman Ce: John Dowd; Erie Padgett; Cathy Cardreon Subject: RE: US Dept. of Homeland Security - TSA Issues an agreement to reimburse up to #4,318,169 of the construction cost for Checked Baggage Inline Screening Sunil, | certainly have not looked at this at length at this time, but have glanced at it and was Just wondering about the need or urgency for this to be signed immediately, in accordance with the County’s Emergency Procedures, instead of working this through the normal County review process, since | did not immediately notice any deadline referenced? In my brief review | did notice, however, that they reference City and not County in several locations throughout the agreement, Gary Stanford Finance Officer . Okaloosa County Clerk of Circuit Court <jimage001.png> BCC Finance Division 302 N. Wilson Street, Suite 203 Crestview, FL 32536 Tel: (850) 689-5000 x 3411 From: Cathy Cardreon [mailto:ccardreon@co.okaloosa.fl.us] Sent: Friday, September 06, 2013 11:56 AM To: Gary Stanford; Ernie Padgett Cc: John Dowd: Suni] Harman Subject: FW: US Dept. of Homeland Security - TSA Issues an agreement to reimburse up to $4,318,169 of the construction cost for Checked Baggage Inline Screening Gary, | spoke with the Chairman and he asked that | forward this document for your review; Chairman would like to know if it qualifies for emergency procedures so that he may sign. Thanks Cathy From: Karen Rossi Sent: Friday, September 06, 2013 9:22 AM To: Sunif Harman; Cathy Cardreon Subject; FW: US Dept. of Homeland Security - TSA Issues an agreement to reimburse up to $4,318,169 of the construction cost for Checked Baggage Inline Screening Sunil- ’'m forwarding this item to Cathy Cardreon who works in Don Amunds’ office. She is the person to contact for assistance with the Chairman’s signature. Thank you- Karen From: Sunil Harman Sent: Thursday, September 05, 2013 3:22 PM To: Karen Rossi Cc: Lori Fox; Tracy Stage Subject: FW: US Dept. of Homeland Security - TSA Issues an agreement to reimburse up to $4,318,169 of the construction cost for Checked Baggage Inline Screening Karen, As discussed, this is the item | need your assistance with in securing the Chairman’s signature, Thanks, Sunil From: Sunil Harman Sent: Friday, August 30, 2013 3:34 PM To: Ernie Padgett Cc: Rick Owen; Kathy Newby Subject: US Dept. of Homeland Security - TSA Issues an agreement to relmburse up to $4,318,169 of the construction cost for Checked Baggage Inline Screening This Project undertaken by County at VPS involves the modification to or construction of the Airport terminal building infrastructure to recapitalize the TSA EDS systems located within the Checked Baggage Inspection System. Terminal modifications include required changes to baggage conveyor components, mechanical, plumbing, electrical, structural, and telecommunications infrastructure to provide for the installation of Explosive Detection Equipment (EDS) within the baggage screening area, Explosive Trace Detection (ETD) equipment in the Checked Baggage Resolution areas, and the installation of applicable CBIS hardware and software for use with a checked baggage in-line baggage screening system. The objective of the Project is to enhance Airport security and baggage screening capabilities and throughput. The estimated cost of the Project (Total Project Cost) relates to the activities to modify the airport terminal building infrastructure and the baggage handling system (BHS) to support the installation and operation of the EDS and ETD equipment. It does not include the costs of acquisition, delivery or installation of the EDS and ETD equipment itself. TSA will be solely responsible for the acquisition, delivery, installation, and testing of the EDS and ETD equipment at the designated Project location(s). All work performed by COUNTY pursuant to this Agreement shali be accomplished in accordance with the TSA PGDS. The cost of the security- related portion of the Project has been determined to be $4,318,169 (CBIS Project Costs). TSA agrees to reimburse COUNTY for of the allowable, allocable and reasonable CBIS Project Costs, including design and construction management in addition to construction costs but not to | exceed a total reimbursement of $4,318,169 (TSA Reimbursement Limit). TSA shall reimburse COUNTY for every dollar submitted by COUNTY for reimbursement of allowable, allocable and reasonable CBIS Project Costs up to the TSA Reimbursement Limit of $4,318,169, The attached agreement to be executed by the Commission Chairman and later ratified by the Board is attached. Sunil Harman A.A,E., JAP Director of Airports, Okaloosa County 1701 State Road 85 North Eglin AFB, Fi. 32542-1498 850-651-7160 ext. 4 <image002.jpg> Northwest Florida Regional Airport (VPS) Destin Airport (DTS) Crestview / Bob Sikes Airport (CEW) "Please note: Due to Florida's very broad public records laws, most written communication to or from County employees regarding County business are public records, available to the public upon request, Therefore, this written e-mail communication, including your e-mail address, may be subject to public disclosure." PLEASE NOTE: Florida has a very broad public records law. Email communications to or from Okaloosa County Clerk of Court ernployees are considered public records and are available to the public and media upon request. Your e-mail communications, including your email addrass, are subject to public disclosure. This email is inended for the acdressee(s) indicated above only. If you have received this email in error, please delete it immediately, Sandi Mack From: Cathy Cardreon Sent: Monday, September 09, 2013 2:45 PM To: Don Amunds Co: Sandi Mack Subject: FW: US Dept. of Homeland Security - TSA Issues an agreement to reimburse up to $4,318,169 of the construction cost for Checked Baggage Inline Screening The document is on my desk for your signature, going to the Dr. but Sandi is here. It’s got all the approvals andiam sending you this string of emails for you to read. Theresa Ward is back in her office today. Gotta go. ans peng eeu Eee Sete cate Ger antes ea atte ue na goed oak anand From: John Dowd . Sent: Friday, September 06, 2013 3:56 PM To: Ernie Padgett; Sunil Harman Ce: Gary Stanford; Cathy Cardreon; Jason Autrey; Richard Brannon Subject: RE: US Dept. of Homeland Security - TSA Issues an agreement to reimburse up to $4,318,169 of the construction cost for Checked Baggage Inline Screening I’ve reviewed it and approve. Thanks, From: Ernie Padgett Sent: Friday, September 06, 2013 3:33 PM To; Sunil Harman Cc: Gary Stanford; John Dowd; Cathy Cardreon Subject: Re: US Dept. of Homeland Security - TSA Issues an agreement to reimburse up to $4,318,169 of the construction cost for Checked Baggage Inline Screening Sounds to me the Chairman can sign it Today or Monday and not have to wait for the next meeting Ernie Sent from my iPhone On Sep 6, 2013, at 3:14 PM, “Sunil Harman" <sharman@co,okaloosa.fl.us> wrote: Gary, You are correct, that is exactly what { said, this is not a grant it’s a GIFT ~ the best kind of federal largess. It is not a grant and therefore does not require a CFDA number. We will still need to list it on our single audit, however, it will be listed as an “other transaction”. Other transactions are not considered grants,