Okaloosa County BOCC — May 4, 2013 — Payment form & invoices — reading text

CONTRACT/LEASE PAYMENT APPROVAL FORM COMPLETE AND FORWARD TO THE NEXT APPROVING DEPARTMENT COMPLETED BY DEPARTMENT DATE: 3/11/2013 VENDOR NAME: _ University of Florida VENDOR #: 002711 COUNTY AGREEMENT # (Contact Contract/Lease Coordinator, if unknown) C08-1581-GM TASK COUNTY/FEMA VENDOR ORDER # PROJECT # BUDGET INVOICE # (if applicable) (if applicable) DEPARTMENT# ACCOUNT # AMOUNT FPC/2012-13FY/PLNG-002 n/a DIG 08-04 70890 534900 $35,000.00 FPC/2012-13FY/PLNG-003 n/a DIG 08-04 70890 534900 30,000.00 TOTAL $65,000.00 APPROVED FOR PAYMENT (please initial, as applicable and date): ENGINEER/ARCHITECT/PROJECT MANAGER DATE: COUNTY PROJECT MANAGER: L4B- DATE; aoe MM, 2013 DEPARTMENT HEAD: DATE: FINAL PAYMENT: YES NO CONTRACTS & GRANTS DATE: CONTRACTS & GRANTS MANAGER: DATE: COUNTY ADMINISTRATOR APPROVAL : (Only Payments $25,001 - $50,000) FINAL PAYMENT APPROVAL (if needed): PURCHASING DIRECTOR: (Only Contracts < = $25,000) COUNTY ADMINISTRATOR : (Only Contracts between $25,001 to $50,000) Contracts Over $50,000 — BCC Approved COMPLETED BY FINANCE - ACCOUNTS PAYABLE ONLY FISCAL YR: DATE RECEIVED: EXHIBIT H CONTRACT CLOSE-OUT CHECKLIST (To Be Prepared by the Contracts & Leases Coordinator) DATE: 3:1113 TO: Contracts & Grants Manager, Finance Department Contracts & Grants Division SUBJECT: Contract No. _CO8-|5 8 -GmM MANAGING DEPARTMENT: Growth mgmt CONTRACTOR'S NAME: University of florida h Economie Deve /grnet Council PROJECT TITLE: DiG V¥-OU Emerald (oost Tech nolos y Pork. The attached has met the final payment contract requirement in subject contract. Yes No 1. Final Invoice a | 2. Completed Contract/Lease Payment Approval Form ue J 3: Close-Out Documents Yes No N/A Signed Release of Lien Proof of Completion Advertisement Certificate of Insurance Consent of Surety to Final Payment Proof of Performance/Payment Bond Continuation 12 Months Following Final Payment OOOO | | PGCE] gaoom < es No N Oo 4. Agenda Request (i ple j Ce 4s) 5: Remarks 3M 3 DATE ntracts and Lease Coordinator a UFIFLoriDA | Business Affairs 232 Stadium Facilities Planning & Construction PO Box 115050 Nusiliary Services Gainesville, FL 32011-3050 352-273-1000 352-273-4034 fas {INVOICE — FPC/2012-13FY/PLNG-002 DATE November 29, 2012 RE: Conceptual Design & Preliminary Site Planning UF-383 Unmanned Air and Ground Vehicle Facility nniie and UF-283 Unmanned Air and Ground Vehicle Factlity Economic Development Council - Okaloosa County , Florida Kay Rasmussen (850)362-6467; kayr@florida-edc.org Advanced 3D model schematic design for interior and exterior of facility. Building Elevations, Floor Plans, Schematic Wall Sections, and site plan. :} $35,000 (Terms 45 days) scot. E Lleun Fugeneé Herring | Associate Director Facllitics Planning & Construction The Foundation for The Gator Nation An bods Oppestiatty institasiors UF FLORIDA Business Affairs 232 Stadium Facilities Planning & Construction PO Box 115050 Auxiliary Services Gainesville, FL 32611-5050 352-273-4000 352-273-4034 Fax INVOICE FPC/2012-13FY/PLNG-003 DATE January 31, 2013 RE: Conceptual Design & Preliminary Site Planning UF-383 Unmanned Air and Ground Vehicle Facility UF-283 Unmanned Air and Ground Vehicle Facility Economic Development Council — Okaloosa County , Florida Kay Rasmussen (850)362-6467; kayr@florida-edc.org Final 3D model with Fly around, Walk Through Animations, and High Resolution Renderings. Final conceptual design for interior and exterior of facility. Building Elevations, Floor Plans, and Schematic site plan. $30,000 (Terms 45 days) LgusE Hu Eugene | E Herring Associate Director Facilities Planning & Construction The Foundation for The Gator Nation An Equal Opportunity Institution INFORMATION SYSTEMS — MINUTETRAQ MEETING MANAGEMENT SOFTWARE Mr. Don Vanderhoek, Information Systems Director, requested approval to purchase an automated meeting agenda packet module (MinuteTraq) from IQM2 at an annual cost of $19,080. MinuteTraq is an extension of the Webcase application which provides live broadcast and video archive of BCC meetings. Mr. Vanderhoek stated the new application will manage the process of the agenda and allow the Board to migrate to a paperless environment while assisting in the compilation, distribution, and tracking of the agenda. Funding is included in next year’s Information Systems’ budget. He stated if approved, the cost will include four days of training, unlimited users, unlimited meeting groups, and unlimited storage. Mr. Harris made motion, seconded by Mr. Parisot, to approve the purchase. 5 yeas. WATER & SEWER —- REQUEST TO SEEK QUOTES FOR PURCHASE OF PIPE AND FITTINGS FOR MAIN ISLAND PUMP STATION IMPROVEMENTS Mr. Jeff Littrell, Water & Sewer System Director, requested authorization to seek quotes in lieu of formal bids for the purchase of miscellaneous pipe and associated fittings for improvements at the Main Island Pump Station. Mr. Parisot made motion, seconded by Mr. Harris, to approve this’ request. 5 yeas. GROWTH MANAGEMENT —- FINAL PLAT APPROVAL FOR WILLOW CREEK PLANTATION PHASE 2A Mr. Elliot Kampert, Growth Management Director, presented for consideration the final plat for Willow Creek Plantation Phase 2A as submitted by MooreBass Consultants on behalf of Willow Creek Plantation at Crestview LLC. It is a proposed 92-lot single-family subdivision located on Airport Road in Crestview and contains 102.5 acres. Mr. Harris made motion, seconded by Mr. Campbell, to grant final plat approval for Willow Creek Plantation Phase 2A. 5 yeas. Mr. Kampert requested the Board amend the Subrecipient Agreement (County Contract Control #C08-1581-GM) with the Economic Development Council (EDC) that governs the use of Enterprise Florida Defense Infrastructure Grant 08-04 to authorize the use of subcontractors to fulfill the project scope of work, to allow September 4, 2012 -~L0- Minute Book 67, Page Okaloosa County Board of County Commissioners Okaloosa County to directly pay the subcontractor using grant funds, and to extend the expiration of the contract for one year. Mr. Amunds asked if EDC will be asked to submit task orders, noting that all county departments are required to abide by the County Purchasing Policy and the Contracts & Leases Procedures. Mr. Curry replied the process will remain the same. He said in the past the invoice was paid by EDC and then submitted for reimbursement. The amendment would be a direct payment to the vendor. Mr. Amunds asked if the county will initiate the contracts with these companies. Mr. Larry Sassano, Executive Director of the EDC, stated the only change is that EDC will not be the fiscal agent. Mr. Amunds asked, “You don’t see a need to change this?” Mr. Curry replied they feel it is applicable. He stated EDC will review the invoice and the county will seek reimbursement. Mr. Amunds asked Mr. Stanford if he has seen any documents. Mr. Stanford answered they have not seen all the details and cannot answer questions at this point. Upon inquiry by Mr. Curry, Mr. Amunds said he would like for the Finance Department to have an opportunity to review this. Mr. Curry said this could be approved subject to the Clerk’s approval. Mr. Parisot made motion, seconded by Mr. Harris, to approve “lacking negative feedback from the Clerk’s Office.” 5 yeas. OLD BUSINESS - MEDICAID BACKLOG AND PENDING LAWSUIT AGAINST THE AGENCY FOR HEALTH CARE ADMINISTRATION Mr. Greg Stewart, Special Counsel with Nabors, Giblin & Nickerson, stated he will provide an update relating to the Medicaid backlog and pending lawsuit against the Agency for Health Care Administration (AHCA). The Florida Association of Counties (FAC) and numerous counties, including Okaloosa County, instituted a lawsuit contesting the validity of HB 5301 on the basis that it constituted an unfunded mandate and it sought to impose charges that were barred by the Statute of Limitations (four years). HB 5301 altered the manner in which the Medicaid contribution from counties was assessed and collected. As part of the legislation, AHCA was required to certify the amount owed by various counties during the period of November 1, 2001 to April 30, 2012. The certification number to Okaloosa County was September 4, 2012 =—Lie Minute Book 67, Page Okaloosa County Board of County Commissioners