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

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@cl $.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: Sunil Harman [mailto:sharman@co.okaloosa, fl.us] Sent: Friday, September 06, 2013 2:26 PM To: Gary Stanford Ce: John Dowd; Ernie Padgett; Cathy Cardreon Subject: RE: 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 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:GStanford@clerkofcourts.cc] Sent: Friday, September 06, 2013 1:16 PM To: Sunil Harman 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 Intine Screening Sunil, | certainly have not locked at this at Jength 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 <image001 .png> Finance Officer Okaloosa County Clerk of Circuit Court BCC Finance Division se atone orsen vanes 4 ane saslahllubeaelanconnstoecnnips aun gine 302 N. Wilson Street, Suite 203 Crestview, FL 32536 Tel: (850) 689-5000 x 3411 From: Cathy Cerdreon[maltoccardreon @co,okalonsaf.us Sent: Friday, September 06, 2013 11:56 AM To: Gary Stanford; Ernie Padgett Ce: John Dowd; Sunil 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, I 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: Sunil 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- I'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 Ce: 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: Sunit 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 44,318,169 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 shall 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., [AP Director of Airports, Okaloosa County 1701 State Road &5 North Eglin AFB, FL 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." 4 PLEASE NOTE: Florida has a very broad public records law. Email communications to or from Okaloosa County Clerk of Court employees are considered public records and are available to the public and madia upon request. Your e-mail communications, including your amall address, are subject to public disclosure, This email is Intended for the addressee(s) indicated above only. If you have received this email In error, please delete it immediately. HSTS04-13-H-CT1161 OTHER TRANSACTION AGREEMENT BETWEEN DEPARTMENT OF HOMELAND SECURITY TRANSPORTATION SECURITY ADMINISTRATION AND OKALOOSA COUNTY AIRPORT ADMINISTRATION RELATING TO NORTHWEST FLORIDA REGIONAL AIRPORT Checked Baggage Recapitalization Screening Construction Services Project Negotiated by the TSA pursuant to Aviation and Transportation Security Act, Pub. L. 107-71, 115 Stat. 597 49 U.S.C. §114(m)(1) and 106(1)(6). HSTS04-13-H-CT1161 Page 1 of 39 HSTS04-13-H-CT1161 ARTICLE I —- PARTIES The parties to this Other Transaction Agreement (OTA are the U.S. Department of Homeland Security, Transportation Security Administration (TSA) and the OKALOOSA COUNTY AIRPORT ADMINISTRATION (COUNTY) as owner and operator of NORTHWEST FLORIDA REGIONAL AIRPORT (VPS or Airport). The TSA and COUNTY agree to cooperate in good faith and to perform their respective obligations in executing the purpose of this Agreement. ARTICLE IT - LEGAL AUTHORITY This Agreement is entered into under the authority of the Aviation and Transportation Security Act, Pub. L. 107-71, 115 Stat. 597, specifically 49 U.S.C. § 114(m)(1) and 106()(6), which authorizes other transaction agreements. ARTICLE ITT —- SCOPE The purpose of this Agreement is to set forth the terms and conditions, as well as establish the respective cost-sharing obligations of the TSA and COUNTY with respect to the design, engineering and construction-related services necessary to implement the construction of the TSA recapitalization project design submitted by the COUNTY and reviewed by TSA pursuant to the TSA Planning Guidelines and Design Standards (PGDS) Version 4.1 found at: http://www.tsa.gov/research-center/airport-checked-baggage-guidance-materials This Project undertaken by COUNTY 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. ARTICLE IV — COST SHARING AND OTHER RESPONSIBILITIES 1. Capital Costs: 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 shall be accomplished in accordance with the TSA PGDS. 2. 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 Page 2 of 39 HSTS04-13-H-CT1161 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. 3. TSA will determine allowable and allocable costs in accordance with the OMB Circular A-87 “Cost Principles for State, Local and Indian Tribal Governments” codified at 2 C.F.R. Part 225 (together with Appendices A — D) and Appendix F of the TSA PGDS. TSA will reimburse COUNTY on an actual expense basis supported by one or more invoices submitted by COUNTY in accordance with Article X “Payment.” The parties understand and agree that all Project costs in excess of the TSA Reimbursement Limit of $4,318,169, as well as any costs that are inconsistent with OMB A-87 and the guidance set forth in the TSA PGDS, shall be borne solely by COUNTY unless otherwise agreed by the TSA in a written modification in accordance with this Article IV and Article XIII “Changes and/or Modifications.” Should the TSA reimbursements of $4,318,169,