Okaloosa County BOCC — April 1, 2014 — reading text

Packet Pg. 469 Packet Pg. 470 Packet Pg. 471 Packet Pg. 472 Packet Pg. 473 Packet Pg. 474  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: April 1, 2014 TO: Honorable Chairman and Members of the Board FROM: John Vaughn SUBJECT: Outstanding Invoices DEPARTMENT: Fleet BCC DISTRICT: All STATEMENT OF ISSUE: Request approval to pay for four outstanding invoices. Three to Comdata (February 3, 2014 for $594.28, February 17, 2014 for $445.17 and March 3, 2014 for $58.23) for a total of $1,097.68, and another invoice to Mobark dated January 28, 2014 for $2,907.40. BACKGROUND: Historically these invoices have been paid by after-the-fact purchase orders. "After-the-fact" meaning the department submitted a requisition and authorized the purchase prior to a purchase order being issued. Finance no longer approves of this technique. Fleet Operations requests approval for direct payment of these four outstanding invoices. OPTIONS: Approve/Disapprove. RECOMMENDATIONS: Recommend approval of a direct payment for four outstanding invoices as outlined above. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 475 Packet Pg. 476 Packet Pg. 477 Packet Pg. 478 Packet Pg. 479 Packet Pg. 480 Packet Pg. 481 Packet Pg. 482 Packet Pg. 483 Packet Pg. 484 Packet Pg. 485 Packet Pg. 486  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: April 1, 2014 TO: Honorable Chairman and Members of the Board FROM: Ed Schroeder SUBJECT: [TDD] Burning Up the Beaches Car Shows DEPARTMENT: Tourist Development Department BCC DISTRICT: STATEMENT OF ISSUE: Request approval of contracts with Horizons for 2013 & 2014 Burning Up The Beaches car shows. 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 to be aired nationally on cable television. The two-year agreement totals $15,000. Legal counsel has advised that the County is under no obligation to honor a verbal agreement. However, there is documentation to show Horizons honored their end of the agreement and a DVD of the 30 minute 2013 television show has been provided to TDD staff. A contract for these services would have to be entered into between the County and Horizons for each year and payment issued via purchase order. The Tourist Development Council voted at its February 27, 2014 meeting to recommend honoring the verbal commitment to pay for the 2013 and 2014 event videos. Funding is available in the revised Strategic Marketing Plan approved by TDC on February 27 and BCC on March 18. OPTIONS: Approve or Disapprove RECOMMENDATION: Approve contracts with Horizons for the 2013 & 2014 Burning Up the Beach car shows. RECOMMENDED BY: APPROVED BY: Packet Pg. 487 Ernie Padgett, County Administrator Packet Pg. 488 Packet Pg. 489 Packet Pg. 490 Packet Pg. 491 Packet Pg. 492 Packet Pg. 493 Packet Pg. 494 Packet Pg. 495 Packet Pg. 496 Packet Pg. 497 Packet Pg. 498 Packet Pg. 499 Packet Pg. 500 Packet Pg. 501 Packet Pg. 502 Packet Pg. 503 Packet Pg. 504 Packet Pg. 505 Packet Pg. 506 Packet Pg. 507 Packet Pg. 508 Packet Pg. 509 Packet Pg. 510 Packet Pg. 511 Packet Pg. 512 Packet Pg. 513  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: April 1, 2014 TO: Honorable Chairman and Members of the Board FROM: John Hofstad SUBJECT: Nature Lake Phase I Warranty Period DEPARTMENT: Public Works BCC DISTRICT: 1 STATEMENT OF ISSUE: The developer has requested approval by the Board of County Commissioners for the Nature Lake Phase I subdivision to enter into the 18-month warranty period as required before acceptance into the County’s permanent maintenance system. BACKGROUND AND ANALYSIS: Plans for the Nature Lake subdivision project were approved for construction on December 5, 2012. The project consists of 160 single family residential lots to be developed in up to three (3) phases over a period of years. In order to address the traffic impact created by the proposed development, the Developer and the County entered into a Development Agreement on July 2013. As required in section 4.4(a) of the agreement, a turn lane from Lake Silver Road into the main entrance road of the development has been constructed as part of the phase I project. Nature Lake Phase I has been constructed, inspected, and found to be in substantial conformance with the approved plans. OPTIONS: Approve/Disapprove the Developer's Request. RECOMMENDATIONS: Approve acceptance of the work performed within the Nature Lake Phase I subdivision to enter into the 18-month warranty period and accept Irrevocable Standby Letter of Credit No. SB72258L Issued by Whitney Bank in the amount of Two Hundred Fifty Thousand Dollars ($250,000.00). RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 514 Packet Pg. 515 Packet Pg. 516 Packet Pg. 517 Packet Pg. 518 Packet Pg. 519 Packet Pg. 520 Packet Pg. 521 Packet Pg. 522 Packet Pg. 523 Packet Pg. 524 Packet Pg. 525 Packet Pg. 526 Packet Pg. 527 Packet Pg. 528 Packet Pg. 529 Packet Pg. 530 Packet Pg. 531 Packet Pg. 532 Packet Pg. 533 Packet Pg. 534 Packet Pg. 535  Memorandum TO: Edwin S. Sanguyo P.E., Public Works Engineer FROM: Don Phillips, Engineering Division DATE: March 7, 2014 SUBJECT: Nature Lake Phase 1 Inspection Report for 18-Month Warranty Period Nature Lake Phase 1 MAILING ADDRESS: LENGTH: Approx. Total: 7,368’ CG Olson, LLC 1241 Airport Rd. Suite C Destin, Fl. 32541 TELEPHONE: (850) 598-7400 FILE #81101 Irrevocable Standby Letter of Credit NO. SB72258L (Whitney Bank) Expiration Date: April 1, 2016 RIGHT OF WAY: 66 feet PAVEMENT WIDTH: 24.0 feet Passed STREET SIGNS: In place Passed SUB-GRADE DENSITY: Standard 98%, In place 99.15% avg. Passed BASE DENSITY: Standard 95.0%, In place 95.50% avg. Passed ASPHALT DENSITY: Standard 92%, In place ASPHALT THICKNESS ROADWAY: Standard 1.50”, In place 1.5/8” Passed ASPHALT THICKNESS CUL-DE-SAC: Standard 2.00”; In place 2.25% Passed GRASSING AND SHOULDERS: Roadside swales and shoulders are shaped and stabilized with seed & mulch. Sod is installed where additional stabilization is required. Sod shall replace seeded swales and shoulders as each lot is developed. DRAINAGE AND EASEMENTS: All drainage structures are in place. Retention areas are constructed and stabilized. Packet Pg. 536  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: April 1, 2014 TO: Honorable Chairman and Members of the Board FROM: John Hofstad SUBJECT: PJ Adams TRIP Agreement with FDOT DEPARTMENT: Public Works BCC DISTRICT: 3 STATEMENT OF ISSUE: In an effort to assist local jurisdictions with off-system roadway improvements, the Florida Department of Transportation (FDOT) utilizes the Transportation Regional Incentive Program (TRIP) as a way to dedicate funds. The attached TRIP agreement will allow the FDOT and County to partner up for a $4.4 million dollar project geared towards improvements on PJ Adams Parkway. In order to accept the funds from FDOT, the Board of County Commissioners must adopt a resolution supporting the project and authorize the chairman to execute the agreement. BACKGROUND: As part of the ongoing effort to make capacity improvements to PJ Adams Parkway, Public Works' staff has been working with FDOT staff to find ways to joint venture on project improvements. Through the TRIP program, FDOT has agreed to match $2.2 million dollars of county funds (for a project total of $4.4 million) to complete the full four lane design from SR 85 to Interstate 10 and to acquire right of way from SR 85 to Ashley Drive. The proposed four lane widening will follow the recommendations of the previously approved PD&E study for PJ Adams Parkway / Antioch Road. Due to the value of the proposed project, engineering design services and right of way acquisition assistance will be advertised and procured in accordance with County purchasing requirements that are consistent with State statutes. In anticipation of this agreement, Public Works has been programming funds over the past few years to serve as the program match. The $2.2 million match provided by Okaloosa County is currently available and budgeted. It is anticipated that once Okaloosa County is successful with this project that future TRIP agreements to further the right of way acquisition and construction will be made available from FDOT. OPTIONS: Approve/Dissapprove execution of the attached resolution supporting the TRIP agreement (Exhibit 2 of the agreement) by the Chairman and execution of the TRIP Agreement with FDOT for $2.2 million in match funds for improvements to PJ Adams Parkway. RECOMMENDATIONS: Approve execution of the attached resolution supporting the TRIP agreement (Exhibit 2 of the agreement) by the Chairman and execution of the TRIP Agreement with FDOT for $2.2 million in match funds for improvements to PJ Adams Parkway. Packet Pg. 537 RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 538 CONTRACT & LEASE INTERNAL COORDINATION SHEET / Contract/Lease Number: Tracking Number: 'J - Contractor/Lessee Name:______________________________ Grant Funded: YES Purpose 'T Date/Term: / (-q 1. 0 GREATER THAN $50,000 Amount: , LOQ CTtF. r 2. GREATER THAN $25,000 Department: 3. LII $25,000 OR LESS Dept. Monitor Name: / AA.ZFILQ_J Document has been reviewed and includes any attachments or exhibits. Purchasing Review ment requirements3pt: / Date: 3-3-1 4~ cm13 ~ Ap ;I r Risk Management Review Date: Risk nager or designee 4 County Attorney Review Date: Cou ty At tor neyJ * Following