Okaloosa County BOCC — January 21, 2014 — Security Checkpoint Exit Lane Internal Coordination Sheet_Email Coordination Sheet_Bid Documents_Funding Spreadsheet

RECEIVED OCT 11208 ul CONTRACT & LEASE INTERNAL COORDINATION SHEET Tracking Number: 760. lf | Grant Funded: YF Contract/Lease Number: Contractor/Lessee Name: Purpose Date/Term: 1. [) GREATER THAN $50,000 Amount: $ 2. L] GREATER THAN $25,000 Department: Airport VPS 3. [[] $25,000 OR LESS Dept. Monitor Name: Sunil oan \\ 4 b4(L ‘ Document has been reviewed and includes any attachments or exhibits. Purchasing Review Procurement requirements are met: hp a Date: (0-(0-(% Purchasing Director or designee Risk Management Review Date: / / > 7 as Risk M ger or designee Date: County Attorney Following Okaloosa County approval: Contract & Grant Document has been received: Date: Contracts & Grants Manager Wendy Cain From: Tracy Stage Sent: Tuesday, January 14, 2014 11:30 AM To: Sunil Harman; Mike Stenson; Jon Morris; Lori Fox; Wendy Cain; Dave Miner Subject: FW: Airport Agenda Items - Jan 21 BCC Attachments: RS&H Security Checkpoint Exit Lane Control Systems Project TO #15 CPS.PDF; Security Checkpoint Exit Lane Control System at NWFRA.PDF; FDOT Grant Amendment.pdf; RFP/bid awards and resulting contracts Importance: High Below is the reply | received from Zan. Tracy Stage, A.A.E. Deputy Director Okaloosa County Airports (850) 651-7160 Ext. 4 http://www.flyvps.com From: Zan Fedorak Sent: Tuesday, January 14, 2014 11:23 AM To: Tracy Stage Cc: Kay Godwin Subject: FW: Airport Agenda Items - Jan 21 BCC Importance: High Tracy, | have attached the email that | received from the Clerk’s office regarding the process for RFP/bid awards. We plan to discuss this at next week's staff meeting to get staff informed. This process will affect future routing and associated processes for contract award. In the past, the use of the “Contract & Lease Internal Coordination Sheet” to route documents other than contracts or leases has caused confusion. We request that you use this form for coordination of contracts and leases only, to include amendments, to avoid further confusion. Regarding the attached documents: Task Order #15 was previously approved by Purchasing per Richard’s signature on the Task Order approval. Security Checkpoint was previously approved by Purchasing per signatures on the Contract & Lease Coordination Sheet. Grant application documents should be reviewed by the Clerk’s Contracts and Grants office. Please reference the comments above on including the “Contract & Lease Internal Coordination Sheet” for the grant review. Thanks Zan From: Jack Allen Sent: Tuesday, January 14, 2014 10:41 AM To: Zan Fedorak Subject: FW: Airport Agenda Items - Jan 21 BCC Importance: High Zan, Tracy just called and they are waiting on your response addressing the three issues we discussed yesterday with him in response to this email. The discontinued use of the Coordination sheet for docs that are not “Contracts/Leases”. The change concerning the two step process required by Finance/Purchasing involving Board approval of Contracts. The proper review of Grant application docs. Thanks, Jack From: Tracy Stage Sent: Monday, January 13, 2014 2:28 PM To: Zan Fedorak Cc: Jack Allen; Sunil Harman; Ernie Padgett; Jon Morris; Wendy Cain; Lori Fox Subject: Airport Agenda Items - Jan 21 BCC Good afternoon Zan, Pursuant to our discussion regarding the appropriate use of the Airport Coordination Sheet, and as subsequently agreed, | am requesting the Purchasing Department’s review, coordination and reply of the three attached agenda item packages (listed below) that the Department of Airports has proposed for the Jan 21 BCC meeting agenda. Two items, AR 2399 & 2401, have previously been routed to Purchasing and fwd to the required reviewing authority — specifically the County Attorney and Risk Management. Subsequent to their routing, we received previously requested grant funding from the FDOT and the items descriptions pertaining to funding have been updated and the “Grant Funded box” has been checked on the coordination sheet. Per our earlier e-mail correspondence and for clarification purposes, the Department of Airports does not decide who/when an item is to be reviewed by any of the reviewing entities identified on the “Contract & Lease Internal Coordination Sheet”. The item is sent to the Purchasing Dept and fwd on per policies/protocol. For item 2398, which is a grant, normally, the item is sent to Contracts and Grants and the County Attorney for coordination (by way of email) before placement on the BCC agenda. Is this the protocol we should continue pertaining to grants (grants only)? It is attached herewith with a coordination sheet. If there are any additional changes to the proper protocol or procedures on contracts, please let me know. 1. AR 2399 2. AR 2401 3. AR 2398 Thank you in advance for your review and your reply clearing these items for the agenda is appreciated. Should anyone question our efforts pertaining to coordination, this correspondence shall serve as reference. Thank you, Tracy Stage, A.A.E. Deputy Director Okaloosa County Airports (850) 651-7160 Ext. 4 http://www.flyvps.com RSH IMPROVING YOUR WORLD 10748 Deerwood Park Blvd South Jacksonville, Florida 32256 Voice 904 256 2500 Fax 904 256 2501 December 16, 2013 Tracy Stage, AAE Deputy Director Okaloosa County Airports 1701 State Road 85 N. Eglin AFB, Florida 32542 (850) 651-7160 x 1055 Re: Northwest Florida Regional Airport Passenger Exit Control Lane System RS&H Project No. 201-0940-011 Dear Tracy: Enclosed please find the bid summary for the above referenced project. We have reviewed all bids submitted for conformity to the requirements established in the bid documents. A total of two bids were received as detailed on the bid summary. Both bids reviewed were considered responsive to the bid requirements even some of the responses were considered marginal. Our analysis of the apparent responsive low bidder, Cathey Construction and Development, LLC indicates that they are qualified to perform the proposed construction. The total bid amount of the apparent responsive low bidder is reasonably near the anticipated construction cost. RS&H recommends the construction contract be awarded to Cathey Construction and Development, LLC, subject to legal, DBE and financial review and approval by Okaloosa County, Florida and Northwest Florida Regional Airport. Should you have any questions, please call me at (904) 256-2192. Laud Nt ‘ul Wenté; Project fone Enclosure CC: Wendy Cain - NWFRA Pat Hargrove, Mahesh Adhyaru, John Walz - RS&H NORTHWEST FLORIDA REGIONAL AIRPORT }PASSENGER EXIT CONTROL LANE SYSTEM Bid Opening: December 4, 2013 @ 3:00 PM BidiSummary 2 2 BIDDER BID ALLOWANCE 1 ALLOWANCE 2 TOTAL BID W/ ALLOWANCES 1 & 2 1 Cathey Ci and D LLC $484,846.00 $6,000.00 $6,000.00 $496,846.00 2 RL Burns Inc. $506,644.00 $6,000.00 $6,000.00 $518,644.00 3 4 5 BIDDER (IN ORDER READ) Bid Requirement 1 2 3 5 1 Acknowledge Addendum No. 1 (BF-1) x x 2 Acknowledge Addendum No. 2 (BF-2) x x 3 Bid Schedule (BS-1 / ADD 2) x x 4 Bid Bond (ITB-4 / BB-1) x x 5 Tabulation of Performance of Work (BF-7) xi x 6 Required Bidder’s Qualification Questionaire (BF-8 to BF-10) x x if Certified Copy of Resolution of Board of Directors (BF-11) x x 8 Form of Noncollusion Affidavit (BF-12) x x 9 Certification of Non-Segregated Facilities (MCP-11) x x 10 Conflict of Interest Disclosure Form (OC-1) x x 11 Drug-Free Workplace Certification (OC-2) x x 12___|Certification of Bidder Regarding Trench Safety (OC-3) x x 13 Indemnification and Hold Harmless (OC-4) x x 14 [Insurance Compliance (OC-5) x x 15 __|Affidavit - Worker's Compensation (OC-6) x x 16 __|Recycled Content Form (OC-9) x x 17___|Local Preference Data Sheet (OC-10) x x 18 | DBE Program (OC-11 to OC-15) x x 19 _|DBE Certificate of Compliance Form (OC-16) x x 20___|E-Verify Compliance Certification (OC-18) x x Responsive Bid? Yes Yes Project Title: Security Checkpoint Exit Lane Controls System (VPS) Reynolds Smith and Hills, Inc. Inv: Date: ——€09-1737-AP TO#: Contract #: Pay Application No.: County Airport Project# VPS003 County Airport Project Number [vpsoo3 FDOT Airport Match PFC's Airport Reserves Total Funding 50% 50% 100% 10% $617,907.00 $308,953.50 $308,953.50 PFC use will be approved in FAA Application #6 6/30/2016 Grant# AR742 Bid #: Date: | Construction Award Construction Start: Construction Complete: Cathey Construction (TBO 7th BCC) County Check # County Check Date Invoice Date Invoice # Invoice Amount 4207/562433 421-2051100 Check Total $496,846.00 Percentage Complete 0.00% Task Order (TO #12) Design and Bidding Services $43,739.00 43,739.00 43,739.00 12/18/13 2010940011-0001 | $ Percentage Complete 100.00% Task Order (TO # 15) (TBD 7th BCC) Construction Phase Service $77,322.00 0.00% Misc Charges $ - 43,739.00 $0.00 $ 43,739.00 Total Funding of Program Cost $ 43,739.00 | $ -_|$ - I$ $617,907.00] Grant Amount & Match | $ $308,953.50] Balance $308,953.50] Cathey Construction $ . TO # 12 Total to Date $ 43,739.00 $ * TO # 15 Total to Date Mise Charges $ . 1/14/2014 I Total $43,739.00