Okaloosa County BOCC — July 1, 2014

Agenda Okaloosa County Board of Commissioners Tuesday, July 1, 2014– 6:00 PM Crestview Courthouse I. County Administrator's Update II. Commissioner's Minute III. Public Comments Related to Current Agenda IV. Visitor 1. Okaloosa County Sheriff's Office requests to present proposal for land purchase in Shalimar. – Pg. 5 V. Public Hearing 1. Request Approval of Large Scale Amendment LPA 03-14 T-A-R, LLC for Transmittal for State Agency Review – Pg. 11 2. Request public comment to vacate a Portion of Railroad Street in the Oakdale Miniature Farms Plat – Pg. 40 VI. Consent Agenda 1. [AP] Request approval of final payment to Lord & Son Construction Inc. for the Interior Terminal Modifications for Police Station – Pg. 52 2. [AP] Request approval of Two Purchase Orders – Pg. 98 3. [AP] Request approval of Enterprise Fleet Management Lease Extension. – Pg. 102 4. [AP] Request approval of Assignment of Hangar Lease from Global Aircraft Leasing to Destin Beach Properties. – Pg. 113 5. [AP] Request approval of Supplemental Joint Participation Agreement No. 2 for the Destin Airport Control Tower – Pg. 123 6. [AP] Request approval of FOIA Fee to Eglin AFB – Pg. 129 7. [CAO] Request consideration and staff direction concerning approval of Fiscal Year 2015 1st Quarter Calendars. District: All. – Pg. 142 8. [CAO] Approval of Budget Resolutions & Transfers – Pg. 146 Revised: 6/27/2014 11:31 AM Page 1 of 4 Regular Meeting (North) Agenda July 1, 2014 9. [CAO] Request approval of a Resolution submitted by Surety Land Title of Florida, LLC for an Okaloosa Island Leasehold Conversion. – Pg. 151 10. [Non-BCC] Request Board ratify a Certification of Local Government Approval form Opportunity, Inc. District: All. – Pg. 154 11. [Non-BCC] Request Board ratify a Certification of Local Government Approval form 90Works. District: All. – Pg. 156 12. [Non-BCC] Request approval of Sheriff LETF requests for various education and crime reduction activities – Pg. 158 13. [PS] Request approval of and authorize the Chairman to execute the agreement to continue the Veterans' Court Coordinator position for the period of July 1, 2014 - June 30, 2015, with funds from the State of Florida Award allocation. – Pg. 166 14. [PUR] Request approval for contract negotiations with Glicksman Consulting, LLC for Actuarial Services (RM RFP 46-14). – Pg. 172 15. [PUR] Request Approval to Purchase Beach Cleaning Equipment. – Pg. 193 16. [PUR] Amendments for extension of contracts with The LPA Group, Inc. (C09-1736- AP) and Reynolds, Smith and Hills, Inc. (C09-1737-AP). – Pg. 195 17. [PUR] Seeking approval to purchase one (1) Grove 60 Ton Crane from Corwin Equipment Company for Public Works (RD 36-14). – Pg. 200 18. [PUR] Seeking Board approval to renew/amend contract with Matrix Design Group, Inc. (C13-2054-CAO). – Pg. 207 19. [PUR] Requesting approval for contract negotiation with Johns Eastern Company, Inc. For Third Party Administration (TPA) (RM 45-14). – Pg. 213 20. [PUR] Requesting approval to enter into contract negotiation with Trillion Aviation for Airport Management Consulting Services (AP RFQ 41-14). – Pg. 215 21. [PUR] Seeking approval of Change Order #4 for Jimmy Henderson Construction (C14-2171-HD). – Pg. 218 22. [PUR] Seeking Board approval to purchase one (1) Front End Loader for Water & Sewer from State Contract. – Pg. 221 23. [PW] Request a Public Hearing on July 15, 2014 related to the establishment of an Ordinance authorizing the use of Golf Carts on roadways within the unincorporated areas of Shalimar – Pg. 228 24. [PW] Request approval of Mosquito Control - Detailed Work Plan Budget - FY2015 – Pg. 233 25. [PW] Payment for right-of-way taking on Okaloosa Lane – Pg. 238 Okaloosa County Board of Commissioners Page 2 Printed 6/27/2014 Regular Meeting (North) Agenda July 1, 2014 26. [PW] Request to extend Task Order 67 for CEI Services for the Marler Park Boat Parking & Exhibit Pad project. – Pg. 240 27. [PW] Request approval of final payment in the amount of $4,189.27 to Genesis CEI Services, LLC for the 12th Avenue Sidewalk LAP Project – Pg. 242 28. [TDD] Request approval to schedule a public hearing on July 15, 2014 regarding proposed amendment of the Tourist Development Plan. – Pg. 248 29. [TDD] Request approval of payment in the amount of $760 to Life’s A Beach for design work to incorporate Bayview Plaza on the Floor Plan & Capacities brochure for the ECCC sales kit – Pg. 249 VII. Department Business A. John Hofstad/Public Works 1. Letter of Credit extension on Willow Creek Plantation Subdivision Phase 2A – Pg. 254 2. Request authorization to advertise the Request for Qualifications for Engineering Services on the PJ Adams Parkway Phase 1 Project – Pg. 264 B. Elliot Kampert/Growth Management 1. Request Setting of Public Hearing for July 15 for the Discontinuance of Fixed Route Transit Service – Pg. 266 C. Jeff Littrell/Water & Sewer 1. Staff to provide update on Eglin AFB Utilities Privatization and request authorization for staff to negotiate. District: All. – Pg. 267 2. Request approval of and authorize the Chairman to execute Amendment #1 of the Grant of Easement with the U.S. Air Force for a utility easement for the East County Sewer Conveyance Project. – Pg. 293 D. Ed Schroeder/Tourist Development 1. Request approval to enter into contract negotiations with the top three bidders of Request for Qualifications (RFQ) TDD-51-14 for the design and production of the 2014-2015 Visitors Guide for the Tourist Development Department – Pg. 338 Okaloosa County Board of Commissioners Page 3 Printed 6/27/2014 Regular Meeting (North) Agenda July 1, 2014 E. Sunil Harman/Airports 1. Request approval of The Request to Solicit RFQ's for the Baggage Handling System and Explosive Detection System for Bidding, Construction Administration and Inspection Services at NW Florida Regional Airport (VPS) – Pg. 340 VIII. Public Comments Okaloosa County adheres to the Americans with Disabilities Act and will make reasonable accommodations for access to this meeting upon request. Please call the County Administrator’s Office at (850) 651-7515 to make a request. For Hearing Impaired, Dial 1-800-955-8771 (TDD), and 1-800-955-8770 (Voice). Requests must be received at least 48 hours in advance of the meeting in order for Okaloosa County to provide the requested service. Okaloosa County Board of Commissioners Page 4 Printed 6/27/2014  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: July 1, 2014 TO: Honorable Chairman and Members of the Board FROM: Undersheriff Don Adams SUBJECT: Visitor - Okaloosa County Sheriff The Okaloosa County Sheriff's Office requests to present proposal for land purchase in Shalimar. Packet Pg. 5 From: John D. Peacock To: Rick Owen Subject: FW: Purchase of Shaliar Property Date: Wednesday, June 25, 2014 10:41:35 AM Attachments: image004.png image008.png David A. Simpson Parcel.pdf Contract Shalimar Property.pdf Let me know you got this for the agenda. Disregard the April 1 reference, he meant July 1. Thanks JD Major J.D. Peacock Administration Bureau Chief Okaloosa County Sheriff’s Office 1250 North Eglin Parkway Shalimar, FL 32579 850-651-7410 From: Donald L. Adams Sent: Wednesday, June 25, 2014 10:20 AM To: John D. Peacock Subject: FW: Purchase of Shaliar Property From: Donald L. Adams Sent: Friday, June 20, 2014 3:14 PM To: Ernie Padgett (epadgett@co.okaloosa.fl.us); kwindes@co.okaloosa.fl.us Cc: Larry Ashley; John D. Peacock; Douglas Gaylord; Marsha L. Weaver; abrown@sheriff-okaloosa.org Subject: Purchase of Shaliar Property Ernie/Kelly,    Per our previous conversations and continuing efforts we have entered a contract to purchase the .75 acres across the street from our 2nd Street facility.   Said property is located in the Town of Shalimar and it is our intent to develop the property to replace equipment storage and parking that will be lost during the expansion of our 2nd Street facilities. The property is zoned commercial and according to Shalimar’s Town Attorney, Mike Chesser there is no need to re-zone the property based on our intended use. Our contract is contingent upon BOCC approval and we would like to bring this matter before the board at the earliest possible convenience.   Can we establish this as an agenda item for the April 1st BOCC meeting in Crestview.    Please advise as what we might need to proceed on this issue. Don Packet Pg. 6 Donald L. Adams Undersheriff Okaloosa County Sheriff's Office         Office: 850-651-7410 Cell:       850-259-0490            The Mission of the Okaloosa County Sheriff’s Office: “Ensuring fair and equal administration of the law, safeguarding civil liberties and preserving public safety; Doing so with professionalism and unity of purpose, while being good stewards of the public’s trust”. PLEASE NOTE: This email may contain Law Enforcement Sensitive or Privileged Information, which is intended only for use by the individual or entity to which the email is addressed. If you have received this email in error, please delete it immediately. E-mail communications to or from Okaloosa County Sheriff’s Office employees are considered public records and are available to the public and media upon request. Your e-mail communications with attachments, including your email address, are subject to public disclosure. Packet Pg. 7 Packet Pg. 8 Packet Pg. 9 Map Output Page 1 of 1 Turn OFF POPUP BLOCKER Before Printing. Packet Pg. 10 http://webgis.co.okaloosa.fl.us/servlet/com.esri.esrimap.Esrimap?ServiceName=overview0... 6/10/2014  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: July 1, 2014 TO: Honorable Chairman and Members of the Board FROM: Elliot Kampert SUBJECT: LPA 03-14 T-A-R, LLC DEPARTMENT: Growth Management BCC DISTRICT: 3 PUBLIC HEARING: Consideration of a request changing the use of land submitted by T-A-R, LLC relating to property located off Point Center Road, Crestview. The request is to change the Comprehensive Plan Future Land Use Map (FLUM) designation for the property from Rural Residential (RR) to Low Density Residential (LDR), or a more restrictive FLUM designation. Property contains 194.31 acres, more or less. TRANSMITTAL HEARING FOR STATE AGENCY REVIEW. STAFF FINDINGS: • The proposed FLUM amendment is classified as a Type - 1 plan amendment which involves properties 10 acres or more in size. Type - 1 amendments must be transmitted to the State for state agency review. • The current RR FLUM category permits single-family dwellings and related uses at an allowable density of two (2) units to the acre. This density would allow up to 388 single-family dwellings on the amendment site. • The proposed LDR FLUM category permits single-family dwellings and related uses at an allowable density of four (4) units to the acre. This density would allow up to 777 single-family dwelling units on the amendment site. • Evaluation guidelines and criteria for Type - 1 amendments are specified in the Comprehensive Plan, Administration Element, Policy 1.15. After careful consideration of these criteria, staff believes the following issues warrant particular mention. c. a functional relationship of the proposed amendment to other more densely or intensely designated or development lands; Response: There are no other properties proximate to the amendment site designated by the County for low density residential use; all adjacent and nearby properties are designated RR and AG on the County’s FLUM. However, there is a subdivision within the City limits less than one half mile north of the subject property that has the density requested by the applicant (see Attachment I, City and County Zoning), as well as additional parcels bearing the City’s R-1 zoning . There are also subdivisions within the City west of State Road 85 along the Antioch corridor with the same density as requested. The property is accessed by a private, unpaved road owned by the applicant. There are two borrow bits adjacent to the amendment site and a C & D landfill just west of the site. Finally, the Antioch School is located inside the City of Crestview just north of the site. 4. The extent to which any development enabled by the amendment will promote an orderly and logical pattern of development relative to the area involved, and can co-exist in Packet Pg. 11  relative proximity to other adjacent or nearby land uses in a stable fashion over time such that no other use or condition is unduly negatively impacted directly or indirectly by another use or condition, or will otherwise interfere with the quiet use and enjoyment of properties enjoyed by other property owners in the vicinity of the amendment area. Response: While there are no other properties designated LDR on the County FLUM proximate to the amendment site, the proposed density is consistent with the character of development established by the outward growth of the City of Crestview (Attachment I). The site’s proximity to two active borrow pits and a landfill could pose issues for future residents of any development resulting from the proposed amendment. Finally, PJ Adams Road, which is one of the most congested roads in north Okaloosa County, is one of the primary roads that serve the subject property. Traffic concurrency will be an issue for any development of the property. 5. The amendment is intended to correct an oversight or mistake in the Plan or on the FLUM, or conditions and circumstances in the vicinity of the amendment area have changed to justify or give rise to a need for the amendment. Response: There are no oversights or mistakes on the FLUM to be corrected through this application. The site has been designated for rural residential use since 1990 and, in fact, has gone from 1 du/ac in 1990 to 2 du/ac in 2000. The applicant purchased the property in 2008. As noted in the application, the area south of I-10 is desirable for development due to proximity to Eglin Air Force Base. A review of aerial photographs of the area indicates that the existing subdivisions south of I-10 are substantially built out. • The amendment site is located within the Eglin North Encroachment Zone which necessitates review and comment by the County’s Military Representative. The site is not within the critical approaches or accident potential zones associated with Camp Rudder as identified in the Eglin Joint Land Use Study. • The applicant provided a letter dated January 23, 2014 from a local realtor indicating a need for building lots in the .25 - .35 acre lot size in the area south of I-10. Attached to this letter is data taken from Market Graphics Southeast which shows demand for new homes in market area MG 23 which is north Okaloosa County (Exhibit 1). However, according to Department records there have been 76 new subdivisions approved in the MG 23 area from 2004 to 2013 with a total of 5,506 building lots. PUBLIC COMMENT/OPPOSITION: None to date. PLANNING COMMISSION: The Planning Commission voted unanimously to recommend approval at a public hearing held June 12, 2014. MILITARY REPRESENTATIVE: No comment. STAFF POSITION: Staff has no objection to the proposed amendment provided the traffic concurrency and access issues are addressed during development. Packet Pg. 12  RECOMMENDATION: It is recommended that the Board consider the facts presented herein, the Planning Commission recommendation, as well as any facts that may be presented at the public hearing, and then decide whether or not to approve the FLUM amendment for state agency review. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 13  GIS ANALYSIS RESULTS Date: 5/14/2014 Project: 02-2N-24-0000-0001-0000 Permit: 377126-BCC-2014 and LPA 03-14 Property Address: LOCATED OF POINT CENTER RD, CRESTVIEW, FL Previous Zoning Change: NO Proposed FLU Change: LDR Acres: 211.05 Zoning: RR FLU: RR 1990 FLU: RLDR & AG-2 Fire District: NORTH OKALOOSA Commissioner District: 3 Census Tract: 20600 Soil Type: 6 – Dorovan – nearly level, very poorly drained soils that are organic – usually in freshwater swamps or drainage ways. 12 –Lakeland sand – 0 to 5% slope, excessively drained, permeability is rapid, the available water capacity is very slow, and runoff is slow. 23 – Troup Sand – 0 to 5% slopes, well drained 24 – Troup Sand, 5 to 8% slope, well drained uplands soil 25 – Troup Sand – 8 to 12 percent slopes, well drained soil 37 –Bonifay Sand – 5 to 8% slope, well drained, permeability is rapid in the surface and subsurface layer, landfills or septic tanks should have limitations Wind Zone: Below the 140mph Flood Zone: X 500 Year Flood Plain Map Number: 12091CO 235 & 255H Storm Surge Area: No Urban Development Area: No Water Efficient Area: No Wells: None Packet Pg. 14 Environmental Data: None Historical Data: None Wetlands: Uplands & Wetlands Water and Sewer: OCWS Within 3 mile of an Airport: NO Packet Pg. 15  ATTACHMENT - A 02-2N-24-0000-0001-0000 BLACKWATER RIVER STATE FOREST GARDEN CITY BAKER CRESTVIEW HOLT SUBJECT PROPERTY Legend : Roads Location Map Packet Pg. 16  ATTACHMENT - B 02-2N-24-0000-0001-0000 0 TATE 1 R S INTERSTATE 10 INTE POINT CENTER RD RHETT ENZOR RD SUBJECT PROPERTY Legend Parcel Lines Aerial Photo : Packet Pg. 17  ATTACHMENT - C 02-2N-24-0000-0001-0000 TIKELL DR T E 10 A RST INTE INTERSTATE 10 SINGLE FAMILY 0.331189 MUNICIPAL 7.029773 VACANT NO AG ACREAGE TIMBERLAND 3 65.489735 9.991938 POINT CENTER RD 40.36867 TIMBERLAND 4 TIMBERLAND 4 RHETT ENZOR RD 57.801191 26.120852 PASTURELAND 2 29.553791 NO AG ACREAGE 64.114756 IMPROVED AG 268.107304 TIMBERLAND 4 VACANT 15.540465 9.654555 WATER MNGT/STATE 280.467788 NO AG ACREAGE 27.671164 Existing Land Use Map : Packet Pg. 18  ATTACHMENT - D 02-2N-24-0000-0001-0000 CRESTVIEW AT E 10 RST INTERSTATE 10 INTE GARRETT PIT RD D ORR POINT CENTER RD N Z E SUBJECT PROPERTY E TT RH RR AG CON WATER FR Legend RR AG CON Future Land Use Map : Packet Pg. 19  ATTACHMENT - E 02-2N-24-0000-0001-0000 C TIKELL DR AT E 10 RST INTERSTATE 10 INTE LDR GARRETT PIT RD POINT CENTER RD SUBJECT PROPERTY AG-2 RLDR PL Legend : Rural Low Density Residential (RLDR) Agricultural -2 (AG-2) Future 1990 Land Use Map ) Packet Pg. 20  ATTACHMENT - F 02-2N-24-0000-0001-0000 CRESTVIEW TIKELL DR AT E 10 RST INTERSTATE 10 INTE RR POINT CENTER RD RHETT ENZOR RD LDR RR AG CON SUBJECT PROPERTY WATER FR Legend LDR RR AG CON Proposed Future Land Use Map : Packet Pg. 21  ATTACHMENT - G 02-2N-24-0000-0001-0000 LDR ORD#: 9825 LDR From: AG-2 ARENA RD AG ORD#: 826 MU From: LDR ORD#: 825 DENISE DR CRESTVIEW From: UMU R EGAN D 0 INTERST TATE 1 AT E 10 RS INTE AN T IO CH RD POIN AG TAGCENTER RD ORD#: 505 ORD#: 331 From: RR From: RR RR AG SUBJECT PROPERTY CON FR WATER Legend : RR 1 Mile FLU Map CON LDR Packet Pg. 22  ATTACHMENT - H 02-2N-24-0000-0001-0000 LDR CRESTVIEW EGAN DR AT E 10 T E RST IN AN T IO CH RD POINT CENTER RD SUBJECT PROPERTY RD Z OR E N TT RR HE R AG CON FR WATER Legend RR AG CON Eglin Enchroachment Zone Future Land Use Map : Packet Pg. 23  02-2N-24-0000-0001-0000 EAGLE DR R-1 A ARENA RD CRESTVIEW MU R D Y RR E S BE R-2 RA AN R-1 EGAN DR TI VE O CH EA E 10 RD INTERSTATE 10 AT PPL RST INTE C-1 BA R D CRA R POINT CENTER RD SUBJECT PROPERTY N ZO TE HET R RR AA INST WATER EGLIN AFB : Legend CRESTVIEW CITY LIMITS AA R-1 A RR R-2 C-1 Zoning Map R-1 Packet Pg. 24 Packet Pg. 25 Packet Pg. 26 Packet Pg. 27 Packet Pg. 28 Packet Pg. 29 Packet Pg. 30 Packet Pg. 31 Packet Pg. 32 Packet Pg. 33 Packet Pg. 34 Packet Pg. 35 Packet Pg. 36 Packet Pg. 37 Packet Pg. 38 Packet Pg. 39  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: July 1, 2014 TO: Honorable Chairman and Members of the Board FROM: John Hofstad SUBJECT: Public Hearing: to Vacate of a Portion of Railroad St Blk 9 Oakdale Mini Farms DEPARTMENT: Public Works BCC DISTRICT: 1 STATEMENT OF ISSUE: Mr. Richard P. Peterman, agent for Anchors, Smith and Grimsley, on behalf of their client, Gary McMorrow, is petitioning the Board of County Commissioners to vacate that portion of unopened Railroad Street bounded on the east by Lot 2, Block 9, Oakdale Miniature Farms, as recorded Plat Book 1, Page 129, of the Official Records of Okaloosa County, Florida and bounded on the west by right-of-way owned by the city of Crestview (Industrial Drive). BACKGROUND: The Oakdale Miniature Farms Subdivision was platted in October of 1946. The right-of-way in question was recorded as R. R. Street as part of the Oakdale Miniature Farms subdivision in Plat Book 1, Page 129, but improvements were never constructed. The requested right-of-way vacation is 44.29 feet wide on the south end and 49.35 feet wide on the north end, north to south distance is approximately 216 feet (see attached survey). If the vacation request is approved the vacated land granted to the applicant's parcel will be improved in association with development of the parcel. Public Works received a letter requesting the vacation of the unimproved R. R. Street right-of-way be made without any of the standard conditions that limit the use of the vacated right-of-way; except that a utility easement may remain in the westerly ten feet of the vacated right-of-way to protect any utility company that may have infrastructure in place. OPTIONS: Approve/Disapprove the vacation of right-of-way RECOMMENDATIONS: Approve to vacate right-of-way as requested by petitioner Gary McMorrow. RECOMMENDED BY: Packet Pg. 40 APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 41 Packet Pg. 42 Packet Pg. 43 Packet Pg. 44 Packet Pg. 45 Packet Pg. 46 Packet Pg. 47  RESOLUTION NO. 14 - ________ WHEREAS, Richard P. Petermann, an agent with the Anchors, Smith and Grimsley Firm, in behalf of Gary M. McMorrow, petitioned the Board of County Commissioners of Okaloosa County, Florida, to vacate a portion of the unopened Railroad Street right-of-way, more particularly described as follows. A portion of the unimproved right-of-way of Railroad Street lying west of Lot 2, Block 9, Oakdale Miniature Farms, according to the plat thereof as recorded in Plat Book 1, Page 129, Okaloosa County, Florida, and lying east of the abandoned L&N Railroad right-of-way (now Industrial Drive a city of Crestview right-of-way) and being more particularly described as follows: Begin at a 4” x 4” concrete monument L. B. #5024 marking the southwest corner of Lot 2, Block 9, Oakdale Miniature Farms, thence go on a westerly projection of the south line of said Lot 2, Block 9, N 890 56’ 36” W a distance of 44.29 feet to the east right-of-way of Industrial Drive; thence go along said east right-of-way N 110 25’ 30” E a distance of 215.42 feet; thence departing the right-of-way line go S 890 56’ 42” E a distance of 49.35 feet to the northwest corner of Lot 2, Block 9, Oakdale Miniature Farms; thence go S 120 44’ 18” W a distance of 216.48 feet to the point of beginning. Said parcel lying within the Northeast Quarter of the Northeast Quarter of Section 8, Township 3 North, Range 23 West, Okaloosa County, Florida and between the Easterly right- of-way of Industrial Boulevard and that property lying east of Industrial Boulevard, said parcel contains 9,888 square feet, 0.23 acres more or less. and WHEREAS, the Board has considered the same and heard the proposal in detail. NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Okaloosa County, Florida, as follows: 1. THAT the County reserves for itself, and any and all licensed utility companies, their successors and assigns a utility easement in the west ten feet of the right-of- way vacated hereby for the purpose of locating and maintaining public utilities and for stormwater/drainage purposes. No structures other than existing driveway connections, stormwater/drainage improvements and fencing approved by the Board of County Commissioners shall be permitted. Removal of existing fences for utility construction is permitted and will be the sole responsibility of the landowner to reinstall after completion of utility installation. Packet Pg. 48 DULY PASSED AND ADOPTED in the regular session this 1st day of July, 2014. BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA ____________________________________ Charles K. Windes, Jr. Chairman of the Board ATTEST: DON W. HOWARD CLERK OF CIRCUIT COURT By:__________________________________ Deputy Clerk Packet Pg. 49 Packet Pg. 50 Packet Pg. 51  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: July 1, 2014 TO: Honorable Chairman and Members of the Board FROM: Sunil Harman SUBJECT: Northwest Florida Regional Airport - Airport Police Station - Construction Final Payment DEPARTMENT: Airport BCC DISTRICT: All STATEMENT OF ISSUE: The Board of County Commissioners is requested to approve the final payment to Lord & Son Construction Inc. in the amount of $8,256.34. BACKGROUND: The project consisted of the construction of a new 850 square foot space for the new Airport Police Department located within the ticketing lobby area of the existing terminal facility at the Northwest Florida Regional Airport. The project was awarded to Lord and Son on January 8, 2014. The Notice to Proceed was granted on February 27, 2014. Construction was completed April 16, 2014 (11 days prior to contract expiration) with no time extensions. The original contract amount was $82,850.00. The contract was decreased by change order in the amount of -$286.59, resulting in a final contract amount of $82,563.41. All required project closeout forms have been provided by the contractor. These forms include: Final Pay Request Change Order #1 Final Inspection Punch List Substantial Completion Letter Contractor Warranty Form Affidavit of Payment Affidavit of Release of Lien Final Waiver of Lien Contractor’s Release of Liens Advertisement of Completion Extended Insurance Coverage Letter Consent of Surety for Final Payment Extended P&P Bonds Letter DBE Expenditure Report As-Built Drawings (Hard Copy and CD) The project is funded 100% by the Airport Capital Outlay account. OPTIONS: Approve, Reject or Table RECOMMENDATIONS: It is Staff's recommendation that the Board approve the final payment to Lord & Son Construction, Inc. in the amount of $8,256.34. Packet Pg. 52 RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 53 Packet Pg. 54 Packet Pg. 55 Packet Pg. 56 Packet Pg. 57 Packet Pg. 58 Packet Pg. 59 Packet Pg. 60 Packet Pg. 61 Packet Pg. 62 Packet Pg. 63 Packet Pg. 64 Packet Pg. 65 Packet Pg. 66 Packet Pg. 67 Packet Pg. 68 Packet Pg. 69 Packet Pg. 70 Packet Pg. 71 Packet Pg. 72 Packet Pg. 73 Packet Pg. 74 Packet Pg. 75 Packet Pg. 76 Packet Pg. 77 Packet Pg. 78 Packet Pg. 79 Packet Pg. 80 Packet Pg. 81 Packet Pg. 82 Packet Pg. 83 Packet Pg. 84 Packet Pg. 85 Packet Pg. 86 Packet Pg. 87 Packet Pg. 88 Packet Pg. 89 Packet Pg. 90 Packet Pg. 91 Packet Pg. 92 Packet Pg. 93 Packet Pg. 94 Packet Pg. 95 Packet Pg. 96 Packet Pg. 97  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: July 1, 2014 TO: Honorable Chairman and Members of the Board FROM: Sunil Harman SUBJECT: Purchase Order Approval for Airports DEPARTMENT: Airport BCC DISTRICT: All STATEMENT OF ISSUE: The Board of County Commissioners is requested to approve two "after-the-fact" purchase orders. BACKGROUND: The first purchase order is to Site Secure in the amount of $3,187.50 and is to repair failures to the airport security systems. On May 9th, the Airport Access Control System (ACAM)and Closed Circuit Television (CCTV) Security System completely failed. At the same time, the Capitol Police was escorting the Speaker of the House and airline operations were at their peak. The fees are associated with emergency engineering software support as our ACAM system server failed, causing our security systems to fail. At 4:45PM we did not have the time to process an emergency requisition in time to meet the Purchasing Policy requirement. The work was performed on May 9th through the evening and on May 10th. The cost was not known until June 2nd, when we received the May 29th invoice. Attempts were made to contact the Purchasing Department; however, it was after business hours. The second purchase order is for an invoice from DAL Global Services (Delta) for $1,370.00. This invoice was for services provided to Lockheed Martin Charter operations for which the Airport was fully reimbursed by Lockheed Martin. The costs for aircraft ground support from Delta were unknown until the Lockheed Martin Operation was completed. OPTIONS: Approve, Disapprove or Table RECOMMENDATIONS: The Airport staff recommends approval to prepare the after- the-fact Purchase Orders for these two invoices for payment by County Finance. RECOMMENDED BY: Packet Pg. 98 APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 99 Packet Pg. 100 Packet Pg. 101  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: July 1, 2014 TO: Honorable Chairman and Members of the Board FROM: Sunil Harman SUBJECT: Enterprise Fleet Management Lease Extension DEPARTMENT: Airport BCC DISTRICT: All STATEMENT OF ISSUE: A proposed extension for the Enterprise Fleet Management Lease for Okaloosa County Airports is being presented to the Board of County Commissioners for approval. BACKGROUND: The Enterprise Fleet Management Lease was approved by the Board on February 7, 2012 to lease vehicles for the three Airports facilities to complete day-to-day operations. The current vehicle walk away lease will expire June 2014. The new vehicles and walk away leases will not arrive at the dealership until December 2014. We are asking approval to extend the current lease at the same rates for an additional six months. The Contract and Lease Internal Coordination Sheet is attached. OPTIONS: Approve, Reject or Table. RECOMMENDATIONS: It is Staff's recommendation that the Board approve this lease extension as described above. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 102 Packet Pg. 103 Packet Pg. 104 Packet Pg. 105 Packet Pg. 106 Packet Pg. 107 Packet Pg. 108 Packet Pg. 109 Packet Pg. 110 Packet Pg. 111 Packet Pg. 112  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: July 1, 2014 TO: Honorable Chairman and Members of the Board FROM: Sunil Harman SUBJECT: Assignment of Hangar Lease DEPARTMENT: Airport BCC DISTRICT: All STATEMENT OF ISSUE: A proposed Assignment of Lease from Global Aircraft Leasing to Destin Beach Properties for Block 5 Lot 4 at the Destin/Ft. Walton Beach Airport is being presented to the Board of County Commissioners for approval. BACKGROUND: Global Aircraft Leasing, Mr. Ronnie Powers, previously entered into a ground lease for Block 5 Lot 4 at the Destin/Ft. Walton Beach Airport on October 26, 2011 and now requests to assign his responsibilities to Destin Beach Properties, Mr. Johnie Weems. The assignment of lease transfer fee has been received. The contract and lease internal coordination sheet is attached along with Mr. Weems' certificates of insurance. OPTIONS: Approve, Reject or Table. RECOMMENDATIONS: It is Staff's recommendation that the Board approve the Assignment of Lease as described above. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 113 Packet Pg. 114 Packet Pg. 115 Packet Pg. 116 Packet Pg. 117 Packet Pg. 118 Packet Pg. 119 Packet Pg. 120 Packet Pg. 121 Packet Pg. 122  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: July 1, 2014 TO: Honorable Chairman and Members of the Board FROM: Sunil Harman SUBJECT: Supplemental Joint Participation Agreement No. 2 DEPARTMENT: Airport BCC DISTRICT: All STATEMENT OF ISSUE: The Board of County Commissioners is requested to approve the second amendment to a Joint Participation Agreement (JPA) for the Destin Control Tower. BACKGROUND: This Supplemental Joint Participation Agreement No. 2 (SJPA) amends the previous JPA to include design, bidding, construction and construction phase services for the grant to construct the tower as well as the access road and utilities. This will enable the Airport to utilize the remaining $175,688 of the original $215,182 funding which would otherwise be unavailable for obligations of the tower project. The original JPA was limited to funding the environmental impact assessment of the tower project. OPTIONS: Approve, disapprove or table. RECOMMENDATIONS: Staff recommends the Board accept the SJPA, and authorize the Chairman to sign the grant by also approving the attached Signature Resolution. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 123 Packet Pg. 124 Packet Pg. 125 Packet Pg. 126 Packet Pg. 127 Packet Pg. 128  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: July 1, 2014 TO: Honorable Chairman and Members of the Board FROM: Sunil Harman SUBJECT: Approval to Pay Eglin a Fee for Information DEPARTMENT: Airport BCC DISTRICT: All STATEMENT OF ISSUE: The Board of County Commissioners is requested to approve payment of an $88.00 Freedom of Information Act (FOIA) fee for a copy of the Air Force (AF) lease pertaining to the hotel on Okaloosa Island. BACKGROUND: On October 11, 2013, the Airport requested a copy of the Air Force lease, because it was considering its plan to seek permission to develop a hotel lease on its present leasehold. The purpose was to assess what potential fees and restrictions might be anticipated. On March 3, 2014, the FOIA office notified that the document was ready for release and could be picked up. That same day, the Airport asked for the cost so that a Purchase Order could be prepared before the AF issued an invoice. The AF responded on March 10, 2014 that the Vice Wing Commander's letter dated February 6 "... is as close to an "invoice" as you will get...." That letter was never received at the Airport, but a copy was obtained when the document was picked up. With the information about the charge, a Purchase Order was prepared for payment, but VOIDED by Finance on 3/13/14 as "after the fact." Given the fact that the Air Force prepared the document before an estimate could be established; and that its "invoice" was dated prior to notifying the Airport of the amount to be charged, a "Catch 22" scenario was created whereby there was no way short of an "after the fact" Purchase Order to affect payment. OPTIONS: Approve, Disapprove, or Table. RECOMMENDATIONS: Staff recommends the Board of County Commissioners authorize payment in the amount of $88.00 to the Air Force. RECOMMENDED BY: Packet Pg. 129 APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 130 Packet Pg. 131 Packet Pg. 132 Packet Pg. 133 Packet Pg. 134 Packet Pg. 135 Packet Pg. 136 Packet Pg. 137 Packet Pg. 138 Packet Pg. 139 Packet Pg. 140  5711.txt From: Hoshihara, Lynn [lhoshihara@ngn-tally.com] Sent: Monday, June 23, 2014 8:41 PM To: Jon Morris Cc: Hoshihara, Lynn; Lori Fox; Stewart, Greg Subject: Re: FOIA Fee payment to Eglin Jon, Having reviewed these materials, I am of the opinion that the Air Force is entitled to payment of $88 for documents the County requested and received under the FOIA. I am still unclear as to why Finance voided the purchase requisition. Nonetheless, the County is legally obligated to pay the Air Force. Lynn > On Jun 23, 2014, at 4:09 PM, "Jon Morris" <jmorris@co.okaloosa.fl.us> wrote: > > Lynn, > > Sorry about this short suspense, but we have to get this $88 to Eglin by July 15th. I does not involve any contract payment, but we did agree to pay them the fee. I have included some stuff I got Online about FOIA. We tried to get them to waive it, but they wouldn’t. Sunil thinks we need to get it behind us to maintain our professional relationship with our lessor. I think we need legal concurrence by tomorrow to meet our Wednesday suspense. > > Thanks, > > Jon > Jon Morris, C.M. > Administration & Finance Manager > Okaloosa County Airports > (850)651-7160 Ext 1005 > > > > <FOIA Fee Payment to Eglin.pdf> Page 1 Packet Pg. 141  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: July 1, 2014 TO: Honorable Chairman and Members of the Board FROM: Roland Sims SUBJECT: Approval of Fiscal Year 2015 1st Quarter Calendars DEPARTMENT: County Administrator BCC DISTRICT: All STATEMENT OF ISSUE: In order for Public Hearings, Workshops and Employee Award presentations to be scheduled for the 1st Quarter of FY 2015, meeting schedules need to be approved and published. BACKGROUND: The attached calendars for 1st Quarter of FY 2015 (October - November - December) were prepared by County Administrator’s staff in July 2014. OPTIONS: Approve the attached calendars as presented or direct staff to add or change topics and/or meeting dates as needed. RECOMMENDATIONS: Approve the attached calendars. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 142  Board of County Commissioners Meetings & Workshops OCTOBER 2014 SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY 1 2 3 4 5 6 7 8 9 10 11 BCC Meeting 8:30 a.m., Crestview Courthouse 12 13 14 15 16 17 18 19 20 21 22 23 24 25 BCC Meeting 6:00 p.m. W&S Bldg. Fort Walton Beach 26 27 28 29 30 31 Packet Pg. 143  Board of County Commissioners Meetings & Workshops NOVEMBER 2014 SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY 1 2 3 4 5 6 7 8 BCC Meeting 6:00 p.m., Crestview Courthouse 9 10 11 12 13 14 15 Veterans Day Holiday 16 17 18 19 20 21 22 BCC Meeting 8:30 a.m., W&S Bldg. Fort Walton Beach 23 24 25 26 27 28 29 Thanksgiving Thanksgiving Holiday Holiday 30 Packet Pg. 144  Board of County Commissioners Meetings & Workshops DECEMBER 2014 SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY 1 2 3 4 5 6 BCC Meeting 8:30 a.m. Crestview Courthouse 7 8 9 10 11 12 13 14 15 16 17 18 19 20 BCC Meeting 6:00 p.m., W&S Bldg. Fort Walton Beach 21 22 23 24 25 26 27 Christmas Christmas Holiday Holiday 28 29 30 31 Packet Pg. 145  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: July 1, 2014 TO: Honorable Chairman and Members of the Board FROM: David Skarzynski, Budget Manager SUBJECT: Budget Resolutions & Transfers Resolution amending the Fiscal Year 2014 Budget, Capital Outlay Construction Fund, which did not reflect adequate appropriations for Okaloosa County Joint Fiber Project (Eglin North Gate to Duke Field), in the amount of $619,768. Resolution amending the Fiscal Year 2014 Budget, Water & Sewer Enterprise Fund, which did not reflect adequate appropriations for the acquisition of rights, titles, or interests in and to real property for or on parcels of land in the vicinity of Eglin air Force Base, Florida and contribution by the Air Force of Federal Funds for those acquisitions grant, in the amount of $1,100,000. Resolution amending the Fiscal Year 2014 Budget, Airport Enterprise Fund, which did not reflect adequate appropriations for from Florida Department of Transportation (FDOT) for security/surveillance systems at all three Okaloosa County airports grant, in the amount of $1,041,441. BT-14-41 Airport Enterprise Fund in the amount of $463,913. Provide local match funding for security/surveillance systems at all three Okaloosa County airports grant. Packet Pg. 146  RESOLUTION NO. A RESOLUTION AMENDING THE FISCAL YEAR 2014 BUDGET CAPITAL OUTLAY CONSTRUCTION FUND WHEREAS, the Board of County Commissioners in the original budget did not reflect adequate appropriations from InDyne for charges for services of Eglin Air Force Base – Okaloosa County joint fiber project, and WHEREAS, said additional revenue is evident, and WHEREAS, Section 129.06(2)(d), Florida Statutes provides that a County may, by resolution of the Board of County Commissioners at any time during the fiscal year, appropriate and expend funds received for a particular purpose from a source not anticipated in the original budget, and NOW, THEREFORE, BE IT RESOLVED, by the Board of County Commissioners of Okaloosa County, Florida that the budget for the Capital Outlay Construction Fund be increased, as follows: RECEIPTS DEPT-ACCOUNT AMOUNT Charges for Services 3100R-341910 $619,768 EXPENDITURES DEPT-ACCOUNT AMOUNT Fiber Optic Network 3110-563155 $619,768 Adopted this regular session the 1st day of July 2014. BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA ____________________________________ CHARLES K. WINDES, JR., CHAIRMAN ATTEST: DON W. HOWARD CLERK OF CIRCUIT COURT BY: ____________________________ Deputy Clerk Budget Amendment No. __________ Packet Pg. 147  RESOLUTION NO. A RESOLUTION AMENDING THE FISCAL YEAR 2014 BUDGET WATER & SEWER ENTERPRISE FUND WHEREAS, the Board of County Commissioners in the original budget did not reflect adequate appropriations for the acquisition of rights, titles, or interests in and to real property for or on parcels of land in the vicinity of Eglin air Force Base, Florida and contribution by the Air Force of Federal Funds for those acquisitions grant, and WHEREAS, said additional revenue is evident, and WHEREAS, Section 129.06(2)(d), Florida Statutes provides that a County may, by resolution of the Board of County Commissioners at any time during the fiscal year, appropriate and expend funds received for a particular purpose from a source not anticipated in the original budget, and NOW, THEREFORE, BE IT RESOLVED, by the Board of County Commissioners of Okaloosa County, Florida that the budget for the Water & Sewer Enterprise Fund be increased, additional receipts appropriated as follows: RECEIPTS DEPT-ACCOUNT AMOUNT Land 741401R-331390 $1,100,000 EXPENDITURES DEPT-ACCOUNT AMOUNT Land 741401-561300 $1,100.000 Adopted this regular session the 1st day of July 2014. BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA ____________________________________ CHARLES K. WINDES, JR., CHAIRMAN ATTEST: DON W. HOWARD CLERK OF CIRCUIT COURT BY: ____________________________ Deputy Clerk Budget Amendment No. __________ Packet Pg. 148  RESOLUTION NO. A RESOLUTION AMENDING THE FISCAL YEAR 2014 BUDGET AIRPORT ENTERPRISE FUND WHEREAS, the Board of County Commissioners in the original budget did not reflect adequate appropriations from Florida Department of Transportation (FDOT) for security/surveillance systems at all three Okaloosa County airports grant, and WHEREAS, said additional revenue is evident, and WHEREAS, Section 129.06(2)(d), Florida Statutes provides that a County may, by resolution of the Board of County Commissioners at any time during the fiscal year, appropriate and expend funds received for a particular purpose from a source not anticipated in the original budget, and NOW, THEREFORE, BE IT RESOLVED, by the Board of County Commissioners of Okaloosa County, Florida that the budget for the Airport Enterprise Fund be increased, additional receipts appropriated as follows: RECEIPTS DEPT-ACCOUNT AMOUNT Airport Development 741423R-334410 $1,041,441 EXPENDITURES DEPT-ACCOUNT AMOUNT Security System - NWFRAP 741423-562441 $337,500 Security System – Bob Sikes & Destin 741423-562442 $505,650 Other Improvements 741423-563490 $198,291 Adopted this regular session the 1st day of July 2014. BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA ____________________________________ CHARLES K. WINDES, JR., CHAIRMAN ATTEST: DON W. HOWARD CLERK OF CIRCUIT COURT BY: ____________________________ Deputy Clerk Budget Amendment No. __________ Packet Pg. 149 Packet Pg. 150  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: July 1, 2014 TO: Honorable Chairman and Members of the Board FROM: Surety Land Title, LLC SUBJECT: Okaloosa Island Leasehold Conversion Request Documents submitted by Surety Land Title of Florida, LLC for an Okaloosa Island Leasehold Conversion are attached. Packet Pg. 151 Surety Land Title of Florida, LLC 4100 S Ferdon Blvd - B3, Crestview, FL 32536 850-423-4613 office 850-423-0542 fax July 1, 2014 Ernie Padgett County Administrator Okaloosa County, Florida Re: Leasehold/Fee Simple Conversion Surety Land Title of Florida, LLC hereby presents for the Board’s consideration at the July 1, 2014 meeting of the County Commissioners Resolutions directing Surety Land Title of Florida to prepare Quitclaim Deeds for the accepted bidders of particular properties referenced therein. Once approved, Quitclaim Deeds for the accepted bidders for the particular properties will be sent to the Board Chairman’s office for his signature. Please let us know if you have any questions or need further information. Thank you for your consideration. Billie Jene Martin Processor/Receptionist Surety Land Title 4100 South Ferdon Blvd, Suite B3 Crestview, FL 32536 Packet Pg. 152  OKALOOSA ISLAND LEASEHOLD CONVERSION RESOLUTION NO. _____________ WHEREAS, the person(s) named below is/are the leaseholder(s) of record who has/have submitted the successful highest bid for the County’s Resolution Reversionary Interest in the parcel(s) described therein set immediately below such Bidder’s name(s); Bradley W Joyner, as his non-homestead property Unit No. 103 of Island Home Condominium, according to the plat thereof recorded in Condominium Plat Book 5, Pages 80 and 81, of the Public Records of Okaloosa County, Florida, together with an undivided share in the common elements appurtenant thereto and in accordance with and subject to the covenants, conditions, restrictions, terms and other provisions of the Declaration of Condominium for Island Home Condominium, and the schedule annexed thereto as recorded in Official Records Book 1245, Pages 1352 through 1495, together with the amendment thereto recorded in Official Records Book 1247, Pages 1606 through 1608, of the Public Records of Okaloosa County, Florida. NOW THEREFORE, the County’s Contractor, Surety Land Title of Florida, LLC. Is directed to prepare a quit claim deed, in previously authorized format, conveying the County’s Reversionary Interest to the successful bidder(s) for the signature of the chairman of the Okaloosa County Board of County Commissioners, and; Surety Land Title of Florida, LLC. Is further directed to complete the closing of the conveyance transaction by quitclaim deed to the successful bidder(s). THIS RESOLUTION was unanimously approved by the Okaloosa County Board of County Commissioners on ________________________, 2014. (OFFICIAL SEAL) OKALOOSA COUNTY BOARD OF COUNTY COMMISSIONERS ATTEST:____________________ By: ______________________________ Charles K. Windes, Jr., Chairman Clerk or Deputy Clerk Of Circuit Court Packet Pg. 153  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: July 1, 2014 TO: Honorable Chairman and Members of the Board FROM: Rick Owen SUBJECT: Approval of Support Document for Opportunity, Inc. DEPARTMENT: County Administrator BCC DISTRICT: All STATEMENT OF ISSUE: The Board needs to ratify Local Government Approval form for Opportunity, Inc. for continued provision of homeless prevention activities. RECOMMENDATION: Staff recommends Board ratify Local Government Approval form for Opportunity, Inc. . RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 154 Packet Pg. 155  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: July 1, 2014 TO: Honorable Chairman and Members of the Board FROM: Rick Owen SUBJECT: Approval of Support Document for 90Works DEPARTMENT: County Administrator BCC DISTRICT: All STATEMENT OF ISSUE: The Board needs to ratify Local Government Approval form for 90Works for continued provision of homeless prevention activities. RECOMMENDATION: Staff recommends Board ratify Local Government Approval form for 90Works RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 156 Packet Pg. 157  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: July 1, 2014 TO: Honorable Chairman and Members of the Board FROM: Sean T. Lynch, Sheriff's Office SUBJECT: Request Approval of LETF Disbursement The Sheriff is requesting the Board approve Law Enforcement Trust Fund disbursements for various activities in the following amounts: 1. Bridgeway Center, Inc., Treatment Alternatives for Safer Communities Intervention Program, $7,500 2. Youth Village, Youth Village Summer Camp Scholarship, $1,500 Total Disbursement Requested: $9,000 Packet Pg. 158 Packet Pg. 159 Packet Pg. 160 Packet Pg. 161 Packet Pg. 162 Packet Pg. 163 Packet Pg. 164 Packet Pg. 165  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: July 1, 2014 TO: Honorable Chairman and Members of the Board FROM: Dino J. Villani SUBJECT: Agreement to Continue Veterans' Court Coordinator Position DEPARTMENT: Public Safety BCC DISTRICT: All STATEMENT OF ISSUE: Request approval of the agreement to continue the Veterans' Court Coordinator position for the period of July 1, 2014 - June 30, 2015, with funds from the State of Florida Award allocation. BACKGROUND: The Okaloosa County Veterans' Court was awarded $150,000.00 from the State of Florida to use during the current fiscal year (July 1, 2014 - June 30, 2015). Request approval to utilize the funds from the State of Florida Award allocation to continue the Veterans' Court Coordinator full-time position for the period July 1, 2014 - June 30, 2015. The full-time status will include FICA, retirement, workers' compensation, leave accrual, holidays, and health/life/dental benefits. Initial funding will be charged 100% to the Judicial Innovations Fund and the fund will be reimbursed by the State of Florida Award monies as outlined in the contract. The amount of funding will be approximately $52,398.76. OPTIONS: Approve/Disapprove. RECOMMENDATIONS: Approve the agreement for the funding of court personnel between the First Judicial Circuit of Florida and Okaloosa County, Florida. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 166 Packet Pg. 167 Packet Pg. 168 Packet Pg. 169 Packet Pg. 170 Packet Pg. 171  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: July 1, 2014 TO: Honorable Chairman and Members of the Board FROM: Zan Fedorak SUBJECT: Request Approval for Contract Negotiations for Actuarial Services DEPARTMENT: Purchasing BCC DISTRICT: All STATEMENT OF ISSUE: [PUR] Request approval to enter into contract negotiations with Glicksman Consulting, LLC for Actuarial Services (RM RFP 46-14). BACKGROUND & ANALYSIS: On February 4, 2014 Risk Management received approval by the Board to solicit a Request for Proposals (RFP) to provide actuarial services. The RFP was advertised and on May 2, 2014 nine (9) proposals were received. The Review Committee met to discuss and evaluate the proposals and Glicksman Consulting, LLC ranked as the number one proposal. Risk Management is requesting permission to negotiate a contract with Glicksman Consulting, LLC for Actuarial Services. The County utilizes the actuarial services to project losses as part of the risk management program. The entire actuarial RFP can be viewed at <http://www.co.okaloosa.fl.us/actuarial.pdf>. OPTIONS: Approve/Disapprove the request to negotiate a contract with Glicksman Consulting, LLC for Actuarial Services. RECOMMENDATIONS: Staff recommends approval to negotiate a contract with Glicksman Consulting, LLC for Actuarial Services. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 172 Packet Pg. 173 Packet Pg. 174 Packet Pg. 175 Packet Pg. 176 Packet Pg. 177 Packet Pg. 178 Packet Pg. 179 Packet Pg. 180 Packet Pg. 181 Packet Pg. 182 Packet Pg. 183 Packet Pg. 184 Packet Pg. 185 Packet Pg. 186 Packet Pg. 187 Packet Pg. 188 Packet Pg. 189 Packet Pg. 190 Packet Pg. 191 Packet Pg. 192  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: July 1, 2014 TO: Honorable Chairman and Members of the Board FROM: Zan Fedorak SUBJECT: Request Approval to Purchase Beach Cleaning Equipment DEPARTMENT: Purchasing BCC DISTRICT: All STATEMENT OF ISSUE: [PUR] Request approval to Purchase Beach Cleaning Equipment. BACKGROUND & ANALYSIS: On June 3, 2014 the Board directed Public Works to continue cleaning the beaches on Okaloosa Island and in Destin. During the discussion, the Board directed Purchasing staff to solicit quotes in lieu of bids to procure the needed equipment. The requisition for the beach cleaning equipment will be entered on June 25, 2014 and quotes will be due by June 27, 2014. Therefore, the quotes will not be available with the agenda item but can be presented during the meeting on July 1, 2014 for clarification. Staff requests the Board approve issuing the Purchase Order for the beach cleaning equipment. Public Works staff has been utilizing sifting equipment to clean the beaches. However, vendors have presented demos of rakes and staff will be determining the best cleaning method which will be most advantageous to the County. In addition, Public Works has been cleaning the beaches with one self propelled unit and an existing tractor to pull the tow behind unit. The self propelled unit will be turned in at the end of the rental agreement. Public Works will need to purchase one tractor to pull one of the new tow behind units. Purchasing staff will be utilizing State Contract for the purchase of the new tractor. Initial pricing has indicated the price for the tractor will be between $40,000 and $50,000. OPTIONS: Approve/Disapprove the request to issue the Purchase Order for the beach cleaning equipment. RECOMMENDATIONS: Staff recommends approval to issue the Purchase Order for the beach cleaning equipment. RECOMMENDED BY: Packet Pg. 193 APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 194  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: July 1, 2014 TO: Honorable Chairman and Members of the Board FROM: Zan Fedorak SUBJECT: Approval of Amendments for The LPA Group, Inc. and Reynolds, Smith and Hills, Inc. DEPARTMENT: Purchasing BCC DISTRICT: All STATEMENT OF ISSUE: Approve amendments for extension of the contracts with The LPA Group, Inc. (C09-1736-AP) and Reynolds, Smith and Hills, Inc. (C09-1737-AP) for completion of previously approved Task Orders. BACKGROUND & ANALYSIS: Contracts with The LPA Group, Inc. and Reynolds, Smith, and Hills, Inc. will expire on July 8, 2014. There are currently four (4) Task Orders (#12 Amend 1, #15, #16 & #17) with the LPA Group, Inc. and two (2) Task Orders (#13 & #15) with Reynolds, Smith, and Hills, Inc. which have on-going work that will not be completed before the expiration of the contracts. On May 6, 2014 the Board approved to extend the contracts to allow completion of the open Task Orders. However, the extensions were not documented with amendments to the contract. Those amendments have been provided by legal and need to be signed by the Chairman. Staff requests Board approval for the Chairman to sign the amendments. OPTIONS: Approve/Disapprove the Chairman to sign amendments of the contracts with the LPA Group, Inc. (C09-1736-AP) and Reynolds, Smith, and Hills, Inc. (C09-1737-AP) for the completion of existing Task Orders. RECOMMENDATION: Staff recommends approval of the Chairman to sign the amendment of the contracts with the LPA Group, Inc. (C09-1736-AP) and Reynolds, Smith, and Hills, Inc. (C09-1737-AP) for the completion of existing Task Orders. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 195 Packet Pg. 196 Packet Pg. 197 Packet Pg. 198 Packet Pg. 199  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: July 1, 2014 TO: Honorable Chairman and Members of the Board FROM: Zan Fedorak SUBJECT: Seeking Approval to Purchase 60 Ton Crane (RD 36-14). DEPARTMENT: Purchasing BCC DISTRICT: All STATEMENT OF ISSUE: [PUR] Seeking approval to purchase one (1) Grove 60 Ton Crane from Corwin Equipment Company for Public Works (RD 36-14). BACKGROUND & ANALYSIS: The Public Works Department has requested the purchase of one (1) Grove 60 ton crane. Bids were opened on May 21, 2014 and two bids were received. Corwin Equipment Company submitted a bid meeting specifications for a total cost of $669,631. The other bid submitted was lower at $583,810. However, this bid did not meet the required specifications. The total funding approved for the crane in the FY14 Local Option Gas Tax (LOGT - 3202) Capital account was $600,000. Public Works staff is requesting the Board also approve exceeding the $600,000 budget for the purchase of the crane. The bridge conversion account has an under-run of $56,000 that can be utilized to fund a portion of the over run for the crane. In addition, under-runs on previous equipment purchases (3202-564402) can provide the remaining funding needs. OPTIONS: Approve/Deny purchase of One (1) Grove 60 Ton Crane from Corwin Equipment Company for $669,631 and approve the transfer of funding. RECOMMENDATION: Staff recommends approving purchase of One (1) Grove 60 Ton Crane from Corwin Equipment Company for $669,631 and approve the transfer of funding. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 200 Packet Pg. 201 Packet Pg. 202 Packet Pg. 203 Packet Pg. 204 Packet Pg. 205 Packet Pg. 206  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: July 1, 2014 TO: Honorable Chairman and Members of the Board FROM: Zan Fedorak SUBJECT: Seeking Approval to Renew/Amend Contract with Matrix Design Group DEPARTMENT: Purchasing BCC DISTRICT: All STATEMENT OF ISSUE: [PUR] Seeking Board approval to renew contract with Matrix Design Group, Inc. and approve Amendment 1 to include additional services (C13-2054-CAO). BACKGROUND & ANALYSIS: The existing contract with Matrix Design Group, Inc. provides consulting services for the RESTORE Act Management. This contract will expire on July 2, 2014. The contract has an option to renew for 2 additional one year periods. This is the first renewal option. Consideration of Amendment 1 is also requested. The amendment will provide additional consulting services to support the County’s efforts with National Fish and Wildlife Foundation (NFWF), Gulf Environmental Benefit Fund, and the Natural Resource Damage Assessment (NRDA) process. The additional cost will be an annual increase of $24,000 for a total contract cost of $171,436. The amendment will become effective on July 2, 2014 to coincide with the contract renewal. OPTIONS: Approve/Deny renewal of contract with Matrix Design Group, Inc. for an additional year per the renewal option to be in effect until July 2, 2015, and approve Amendment 1. Staff requests approval for the Chairman to sign the renewal and Amendment 1. RECOMMENDATION: Staff recommends renewal of contract with Matrix Design Group, Inc. for an additional year per the renewal option to be in effect until July 2, 2015, and approve Amendment 1. Staff requests approval for the Chairman to sign the renewal and Amendment 1. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 207 Packet Pg. 208 Packet Pg. 209 Packet Pg. 210 Packet Pg. 211 Packet Pg. 212  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: July 1, 2014 TO: Honorable Chairman and Members of the Board FROM: Zan Fedorak SUBJECT: Requesting Approval for Contract Negotiation for 3rd Party Administration DEPARTMENT: Purchasing BCC DISTRICT: All STATEMENT OF ISSUE: [PUR] Requesting approval to enter into contract negotiation with Johns Eastern Company, Inc. for Third Party Administration (TPA) of Property, Liability & Workers’ Compensation Claims. BACKGROUND: On February 4, 2014, Risk Management received Board approval to solicit for Third Party Administration of Property, Liability, and Worker’s Compensation Claims. Proposals were due on May 2, 2014 and Johns Eastern was the sole submittal. (Proposals were advertised through the Florida Purchasing Group (Bid Net), County Purchasing website, and the Northwest Florida Daily News.) Staff is requesting permission to negotiate and enter into a contract with Johns Eastern. The resulting contract will provide a TPA to process property liability, worker’s compensation claims, quarterly narratives, report status of claims, and provide assistance with risk management issues that may develop. The entire submittal by Johns-Eastern can be viewed at <http://www.co.okaloosa.fl.us/johns_eastern.pdf>. OPTIONS: Approve/Disapprove the request to enter into contract negotiation with Johns Eastern for Third Party Administration of Property, Liability, and Worker’s Compensation Claims. RECOMMENDATIONS: Staff recommends approval to enter into contract negotiation with Johns Eastern for Third Party Administration of Property, Liability, and Worker’s Compensation Claims. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 213 Packet Pg. 214  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: July 1, 2014 TO: Honorable Chairman and Members of the Board FROM: Zan Fedorak SUBJECT: Requesting Approval for Contract Negotiations for Airport Management Services DEPARTMENT: Purchasing BCC DISTRICT: All STATEMENT OF ISSUE: [PUR] Requesting approval to enter into contract negotiation with Trillion Aviation for Airport Management Consulting Services (AP RFQ 41-14). BACKGROUND: On April 15, 2014 the Airports received Board approval to solicit for Airport Management Consulting Services. Submittals were due on April 23, 2014 and five (5) were received. The Review Committee met to discuss and evaluate the proposals and ranked Trillion Aviation as the number one submittal. Staff is requesting permission to negotiate a contract with Trillion Aviation for Airport Management Consulting Services. The resulting contract will provide consulting services for the development of financial and business related reports, analyses and forecasts including, but not limited to; cash flows, bond sizing and debt service, rates and charges impacts, financial planning scenarios, and industry related regulatory compliance and litigation support. The entire submittal by Trillion can be viewed at <http://www.co.okaloosa.fl.us/trillion.pdf>. OPTIONS: Approve/Disapprove the request to enter into contract negotiation with Trillion Aviation for Airport Management Consulting Services. RECOMMENDATIONS: Staff recommends approval to enter into contract negotiation with Trillion Aviation for Airport Management Consulting Services. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 215 Packet Pg. 216 Packet Pg. 217  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: July 1, 2014 TO: Honorable Chairman and Members of the Board FROM: Zan Fedorak SUBJECT: Seeking approval of Change Order #4 for Jimmy Henderson Construction (C14-2171-HD). DEPARTMENT: Purchasing BCC DISTRICT: All STATEMENT OF ISSUE: [PUR] Seeking approval of Change Order #4 for Jimmy Henderson Construction (C14-2171-HD) for modification of the Health Department Building. BACKGROUND & ANALYSIS: The Board approved contract C14-2171-HD on April 1, 2014 for Jimmy Henderson II Construction, Inc to perform modifications to a modular building for the Health Department. Change Order #4 has been submitted for approval to add additional days and $750 to the project. The original completion date was proposed on May 16, 2014. Previous change orders have added 45 days to the project. Change Order #4 will add an additional 21 days which will establish July 21, 2014 as the new substantial completion date. Section XIV Change Orders, 3 (a) of the Purchasing Manual states where the cumulative effect of an approved Change Order will require an extension of a contract completion date by more than 60 days, Board approval will be required. Staff is requesting Board approval of Change Order #4 and authorization for the Chairman to sign the document. OPTIONS: Approve/Deny Change Order #4 for Jimmy Henderson Construction (C14-2171- HD) and authorization of the Chairman to sign the document. RECOMMENDATION: Staff recommends approval of Change Order #4 for Jimmy Henderson Construction (C14-2171-HD) and authorization the Chairman to sign the document. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 218 Packet Pg. 219 Packet Pg. 220  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: July 1, 2014 TO: Honorable Chairman and Members of the Board FROM: Zan Fedorak SUBJECT: Seeking Approval to Purchase One (1) Loader from State Contract DEPARTMENT: Purchasing BCC DISTRICT: All STATEMENT OF ISSUE: [PUR] Seeking Board approval to purchase one (1) Front End Loader for Water & Sewer from State Contract. BACKGROUND & ANALYSIS: The Water & Sewer Department has requested the purchase of a Front End Loader. GS Equipment has provided a quote for one (1) Kawasaki 65ZV-2 Wheel Loader from State Contract No. 760-000-10-1 for a total of $144,832. Water & Sewer and Fleet staff has approved the loader purchase. Purchasing staff requests Board approval to issue a purchase order to GS Equipment for the purchase of the loader. OPTIONS: Approve/Deny issuing a purchase order to GS Equipment for one (1) Kawasaki 65ZV-2 Loader for a total of $144,832. RECOMMENDATION: Staff recommends approval of issuing a purchase order to GS Equipment for one (1) Kawasaki 65ZV-2 Loader for a total of $144,832. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 221 Packet Pg. 222 Packet Pg. 223 Packet Pg. 224 Packet Pg. 225 Packet Pg. 226 Packet Pg. 227  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: July 1, 2014 TO: Honorable Chairman and Members of the Board FROM: John Hofstad SUBJECT: Shalimar Golf Cart Ordinance - request for public hearing DEPARTMENT: Public Works BCC DISTRICT: District 2 STATEMENT OF ISSUE: Staff is requesting that the BCC convene a Public Hearing on July 15, 2014 to hear arguments both for and against implementation of a new ordinance allowing the use of golf carts on County roads within the Lake Lorraine subdivision area of Shalimar. BACKGROUND: Earlier this year, the District 2 Commissioner and County staff were approached by residents of the Lake Lorraine area of Shalimar inquiring about the use of golf carts on County roads in and around the Town of Shalimar. Many of the residents of the Lake Lorraine subdivision are retirees and/or patrons of the local Shalimar Pointe Country Club. Golf carts are a fixture in this area as a means of transportation for those that enjoy the golfing lifestyle. In addition, the Town of Shalimar authorizes the use of golf carts as a means of travel for those residents within their jurisdictional boundary. On May 13, 2014, the District 2 Commissioner, along with staff of Public Works, hosted a Town Hall meeting at the Shalimar Pointe Country Club to engage discussion regarding the use of golf carts on County maintained roads in the area. This meeting was well attended with over 50 area residents participating in the discussion. After an explanation from staff as to the requirements and general conditions for allowing golf cart use on County roads, the Commissioner called for a vote on the issue from those in attendance. The overwhelming majority of residents supported the initiative and asked that the County begin the implementation process. Only a small segment of those in attendance (<10%) did not support the proposal. With the support of the local community, staff began the process of crafting an ordinance which would allow the use of golf carts on County maintained roads in the Lake Lorraine area. The County’s legal counsel drafted the attached ordinance which establishes the requirements/restrictions for the safe operation of golf carts in the Lake Lorraine, Meigs Drive, and Dogwood Drive areas of unincorporated Shalimar. The proposed ordinance is similar to an ordinance previously adopted by the Board in January 2012 which authorized the use of golf carts on County Roads in the vicinity of Rocky Bayou Country Club in the Niceville area. In order to formally adopt the proposed ordinance, the BCC must first convene a Public Hearing to hear arguments both for and against implementation. Staff is requesting that the Board convene said hearing at the regularly scheduled meeting of the BCC on July 15, 2014 in Fort Walton Beach at, or shortly after, 9:00am. OPTIONS: Approve/Disapprove convening a Public Hearing on July 15, 2014 during the regularly scheduled BCC meeting to hear arguments both for and against implementation of a Packet Pg. 228 golf cart ordinance for the Lake Lorraine area of unincorporated Shalimar. RECOMMENDATIONS: Staff requests that the Board of County Commissioners convene a Public Hearing on July 15, 2014 during the regularly scheduled BCC meeting to hear arguments both for and against implementation of a golf cart ordinance for the Lake Lorraine area of unincorporated Shalimar. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 229  ORDINANCE NO. 14-__ AN ORDINANCE OF THE BOARD OF COUNTY COMMISSIONERS OF OKALOOSA COUNTY, FLORIDA, CREATING A NEW SECTION 21-61, CHAPTER 21, ARTICLE III OF THE OKALOOSA COUNTY CODE OF ORDINANCES, AUTHORIZING THE USE OF GOLF CARTS WITHIN THE LAKE LORRAINE SUBDIVISION; MAKING FINDINGS; ESTABLISHING CERTAIN RESTRICTIONS FOR THE USE OF GOLF CARTS WITHIN THE LAKE LORRAINE SUBDIVISION; PROVIDING FOR CODIFICATION, SEVERABILITY AND AN EFFECTIVE DATE. RECITALS: WHEREAS, section 316.212, Florida Statutes, authorizes counties to designate certain county roads for lawful operation of golf carts if the County first determines that golf carts may travel on or cross such county roads upon considering the speed, volume and character of the motor vehicle using those county roads; and WHEREAS, the Board of County Commissioners (the “Board”) has determined, after considering factors including speed, volume, and the character of motor vehicle traffic within the Lake Lorraine subdivision that golf carts may safely travel on or cross certain public roads and streets within the Lake Lorraine subdivision subject to the restrictions contained herein; and WHEREAS, section 316.212, Florida Statutes, provides that appropriate signs shall be posted to indicate that golf cart operation is allowed; and WHEREAS, the operation of golf carts upon county roads by persons not holding a valid driver’s license constitutes a threat to the health, safety and welfare of the public; and WHEREAS, the Board believes that regulations proposed in this Ordinance promote and enhance the health, safety and welfare of its citizens. NOW, THEREFORE, BE IT ORDAINED BY THE BOARD OF COUNTY COMMISSIONERS OF OKALOOSA COUNTY, FLORIDA: 1 Packet Pg. 230 SECTION 1. FINDINGS OF FACT. The above recitals are incorporated by reference into this Ordinance and such recitals are adopted as Findings of Fact. SECTION 2. CREATION OF SECTION 21-61 OF THE OKALOOSA COUNTY CODE OF ORDINANCES. The Board hereby creates a new section 21-61 of the Okaloosa County Code of Ordinances, to read as follows: Sec. 21-61. Use of golf carts within the Lake Lorraine subdivision, Meigs Drive and Dogwood Drive areas of unincorporated Shalimar. Golf carts may travel on county-maintained roads within the Lake Lorraine subdivision (East of 12th Avenue/12th Street and 4th Avenue) and Meigs Drive and Dogwood Drive areas in unincorporated Shalimar and with the following restrictions: (1) A golf cart is defined as a motor vehicle that is designed and manufactured for operation on a golf course for sporting or recreational purposes and that is not capable of exceeding speeds of 20 miles per hour. (2) A golf cart may be operated on county-maintained roads only between the hours of sunrise and sunset. (3) A golf cart may only be operated upon a residential roadway with a posted speed limit of 25 mph or less that is clearly posted for use by golf carts. (4) A golf cart may not be operated upon 12th Avenue, 12th Street, 4th Avenue, 8th Street, 3rd Street, 2nd Street, or Old Ferry Road north of Meigs Drive and signs shall be posted to notify drivers of this restriction. (5) The number of passengers shall be restricted to the number of seats on the golf cart. All passengers shall remain seated during operation of the golf cart. No person shall ride on the exterior of the golf cart. (6) Golf carts must be equipped with efficient brakes, reliable steering apparatus, safe tires, a rearview mirror, and red reflector warning devices both front and rear. (7) Golf cart operators must have a valid driver’s license and obey all traffic regulations applicable to motor vehicles. Golf carts may not be operated on county roads by persons under the age of 16. 2 Packet Pg. 231  (8) No person shall drive any golf cart upon any area not designated for motor vehicle use or not specifically designated for golf cart use. (9) Before golf carts may be operated under this section, the owners thereof must purchase and maintain liability insurance insuring against personal injury and damage to property of any nature relative to the operation of golf carts on the designated public roads and streets. Minimum required insurance will be the same as for motor vehicles registered in the State of Florida. Proof of such insurance must be possessed at all times while operating a golf cart on the designated roads. SECTION 3. CODIFICATION IN THE CODE OF ORDINANCES. It is the intention of the Board, and it is hereby ordained that the provisions of this Ordinance shall become and be made a part of the Okaloosa County Code of Ordinances, and that the sections of this Ordinance may be renumbered to accomplish such intent. SECTION 4. SEVERABILITY. Should any section or provision of this Ordinance or any portion thereof, or any paragraph, sentence, or word be declared by a court of competent jurisdiction to be invalid, such decision shall not affect the validity of the remainder hereof other than the part declared to be invalid. SECTION 5. EFFECTIVE DATE. This Ordinance shall be effective as provided by law. PASSED AND ADOPTED in Regular Session this _____ day of ___________, 2014. BOARD OF COUNTY COMMSSIONERS OF OKALOOSA COUNTY, FLORIDA ATTEST: ____________________________ ___________________________________ Don Howard, Clerk of Court Charles K. Windes, Jr. Chairman APPROVED AS TO FORM: ____________________________ Gregory Stewart County Attorney 3 Packet Pg. 232  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: July 1, 2014 TO: Honorable Chairman and Members of the Board FROM: John Hofstad SUBJECT: Mosquito Control - Detailed Work Plan Budget - FY2015 DEPARTMENT: Public Works BCC DISTRICT: STATEMENT OF ISSUE: The Florida Department of Agriculture and Consumer Services (FDACS) requires all Mosquito Control Districts to produce a Detailed Work Plan (DWP) budget for the upcoming fiscal year. BACKGROUND: The DWP budget is a snapshot of a planned MC district budget for the upcoming Fiscal Year 2015. The attached DWP budget is equivalent to the preliminary budget presented to and examined by the County Administrator and other staff on the May 28, 2014 CAO Budget Review. The DWP budget is not expected to be a final district budget but provides FDACS with information ultimately utilized in State legislative decisions on Mosquito Control grant allocations. Final district budgets are to be delivered to FDACS on September 30th of each year as the Annual Certified Budget for Arthropod Control. The DWP Budget is delivered to FDACS before July 15th each calendar year. OPTIONS: Approve/Disapprove RECOMMENDATIONS: Staff recommends the Board approve the DWP Budget and allow the Chairman to sign the budget and any other related FDACS documentation relating to the FY2015 MC budget in the future. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 233 Packet Pg. 234 Packet Pg. 235 Packet Pg. 236 Packet Pg. 237  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: July 1, 2014 TO: Honorable Chairman and Members of the Board FROM: John Hofstad SUBJECT: Okaloosa Lane Right-of-way acquisition payment DEPARTMENT: Public Works BCC DISTRICT: 1 STATEMENT OF ISSUE: Public Works has received a signed Warranty Deed for the right-of- way acquisition in conjunction with the Okaloosa Lane paving and stormwater improvements. BACKGROUND: Staff is in the process of obtaining the necessary right-of-way along Okaloosa Lane to pave the existing dirt portion from Shoal River Middle School north to Aplin Road. The Bishops have returned the executed Warranty Deed to Public Works granting the County the required right-of-way adjacent to their parcels. As part of the acquisition effort staff had third party appraisals performed and a value of $4,000 was assigned to the parcel of land required from the Bishops. Mr. and Mrs. Bishop have agreed to accept the appraised value of $4,000 for the acquisition and have returned their signed Warranty Deed with the expectation of payment by the County. This is the first of seven parcels required from private property owners in order to construct the project; efforts continue to obtain all other remaining parcels. OPTIONS: Approve/Disapprove acceptance and recording of the warranty deed for necessary right-of-way along Okaloosa Lane and for payment of $4,000 to the Grantor; Mr. and Mrs. Bishop. RECOMMENDATIONS: Approve acceptance and recording of the warranty deed for necessary right-of-way along Okaloosa Lane and for payment of $4,000 to the Grantor; Mr. and Mrs. Bishop. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 238 Packet Pg. 239  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: July 1, 2014 TO: Honorable Chairman and Members of the Board FROM: John Hofstad SUBJECT: Marler Park CEI Task Order Extension DEPARTMENT: Public Works BCC DISTRICT: 2 STATEMENT OF ISSUE: Due to additional contract time required to complete the Marler Park Boat Trailer Parking & Exhibit Pad project, the parent contract and task order for CEI Services needs to be extended to allow for final invoicing and to close out the project. BACKGROUND: Task Order 67 with HDR Engineering, Inc. (Contract C1346) was previously extended with an end date of March 31, 2014. Due to added weather days and other unanticipated delays, an additional extension with an end date of September 30, 2014 is being requested. This request is for additional time only and does not increase the original Not-To-Exceed amount of $75,834.50. The parent contract will be amended with an additional extension and will reflect the specific task order requiring the additional time. The task order will be completed as written and paid at the rates so established under the parent contract from which the task order was written. No new work will be assigned under the task order and the parent contract will expire when work under the assigned task order is completed. OPTIONS: Approve/Disapprove the task order extension for CEI Services. RECOMMENDATIONS: Approve the task order extension for CEI Services. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 240 Amendment to Contract # C06-1346-PW With HDR Engineering, Inc. This amendment has an effective date of October 1, 2013 between the County of Okaloosa, Florida and HDR Engineering, Inc. Due to the additional contract time required to complete some projects that had previous task order extensions, the parent contract is being amended with an additional extension and will reflect the specific task order requiring the additional time. The task order will be completed as written and paid at the rates so established under the parent contract from which the task order was written. No new work will be assigned to your amended contract and the parent contract will expire when the assigned task orders are completed. Customer and vendor desire and agree to amend the contract, in consideration of the mutual covenants herein and other good and valuable considerations. Customer and vendor hereby agree as follows: Extend Term of Contract # C06-1346-PW until completion of all work assigned to the task orders listed below. At completion of all work associated with the task orders, the contract will terminate. Ratification and Entirety: Except as provided in the Amendment, all the terms and conditions of the Agreement are herby ratified and shall remain in full force and effect. This Amendment and the Agreement, together with all supplements, exhibits and schedules thereto, shall embody the final, entire agreement among the parties hereto and supersede any and all prior commitments, agreements, representations and understandings, whether written or oral, relating to the Agreement for this Amendment or the subject matter hereof, and may not be contradicted or varied by evidence of the prior, contemporaneous or subsequent oral agreement between the parties hereto. Unless otherwise defined herein, all capitalized terms shall have the meaning set forth in the Agreement. All terms and conditions of the Agreement and other amendments not modified by this Amendment remain in full force and effect. IN WITNESS WHEREOF, the parties have executed the Amendment as of the Amendment Effective Date by their duly authorized representative. County of Okaloosa, Florida By: _________________________________ By: __________________________________ Name: ______________________________ Name: _______________________________ Title: ________________________________ Title: _________________________________ Date: ________________________________ Date: _________________________________ The following Task Orders are being extended to the following dates: 67 – Marler Park Boat Parking & Exhibit Pad CEI – 9/30/14 Packet Pg. 241  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: July 1, 2014 TO: Honorable Chairman and Members of the Board FROM: John Hofstad SUBJECT: 12th Avenue Sidewalk CEI Services Final Payment DEPARTMENT: Public Works BCC DISTRICT: Two STATEMENT OF ISSUE: On January 6, 2014 Okaloosa County entered into a contract with Genesis CEI Services, LLC to perform Construction Engineering & Inspection services for the 12th Avenue Sidewalk LAP project in Shalimar. The negotiated contract was a Not-To-Exceed amount of $17,010.26. The project was substantially complete as of April 24, 2014 and the Contractor is in the process of submitting documentation to close out the project. BACKGROUND AND ANALYSIS: The 12th Ave. Sidewalk addition project consisted of adding pedestrian sidewalk along the south side of 12th Avenue from State Road 85 (Eglin Parkway) to 12th Street in Shalimar, FL. The project was funded via LAP Agreement from the Florida Department of Transportation. There was no funding match required by Okaloosa County with this Agreement. Genesis CEI Services, LLC has requested final payment be made for services performed. The final invoice amount is $4,189.27 and a complete summary can be found in the table below. 12th Ave. Sidewalk CEI Invoicing Summary (NTE $17,010.26) Date Invoice # Period Amount Total To-Date 1/26/14 G001 1/06/14 - 1/26/14 $3,187.67 $3,187.67 3/26/14 G002 1/27/14 - 3/02/14 $5,272.24 $8,459.91 4/11/14 G003 3/03/14 - 3/30/14 $4,361.08 $12,820.99 4/27/14 G004 3/31/14 - 4/27/14 $4,189.27 $17,010.26 OPTIONS: Approve/Disapprove the request for final payment to Genesis CEI Services, LLC in the amount of $4,189.27 for the 12th Avenue Sidewalk LAP project. RECOMMENDATION: Approve the request for final payment to Genesis CEI Services, LLC in the amount of $4,189.27 for the 12th Avenue Sidewalk LAP project. . RECOMMENDED BY: Packet Pg. 242 APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 243 Packet Pg. 244 Packet Pg. 245 Packet Pg. 246 Packet Pg. 247  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: July 1, 2014 TO: Honorable Chairman and Members of the Board FROM: Ed Schroeder SUBJECT: Public Hearing Request - TDT Ordinance Amendment DEPARTMENT: Tourist Development Department BCC DISTRICT: STATEMENT OF ISSUE: Request to schedule a public hearing on July 15, 2014 regarding proposed amendment of the tourist development plan. BACKGROUND: Pursuant to F.S. 125.0104(4)(c), the County has previously approved and adopted a tourist development ordinance setting forth the plan for tourist development. In order to substantially amend the plan of tourist development, F.S. 125.0104(4)(d) requires an ordinance enacted by an affirmative vote of a majority plus one additional member of the Board. The primary purpose of this amendment is to update the plan to identify funding for aquariums and museums as an appropriate use of tourist development tax revenues, and to update revenue projections under each percentage point. The TDC recommended approval of this amendment to the tourist development plan ordinance at its meeting on June 26. OPTIONS: Approve or Disapprove RECOMMENDATION: Approve public hearing to convene on or after 9:00 am on July 15, 2014 to receive comments regarding proposed amendments to the tourist development plan. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 248  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: July 1, 2014 TO: Honorable Chairman and Members of the Board FROM: Ed Schroeder SUBJECT: ECCC Floor Plan & Capacities Brochure Update – payment approval DEPARTMENT: Tourist Development Department BCC DISTRICT: STATEMENT OF ISSUE: Request approval of payment in the amount of $760 to Life’s A Beach for design work to incorporate Bayview Plaza on the Floor Plan & Capacities brochure for the ECCC sales kit. BACKGROUND: At the time services were engaged for the design work, staff thought payment would be made via credit card due to the dollar amount of the purchase. After services were performed and the invoice was received, the vendor advised he does not accept credit card payments. At this point, there is no method to pay the vendor in accordance with County purchasing policy now that the work has been performed without a prior arrangement for payment. Board approval is requested to pay the vendor. OPTIONS: Approve or Disapprove RECOMMENDATION: Approve payment in the amount of $760 to Life’s A Beach for design work to incorporate Bayview Plaza on the Floor Plan & Capacities brochure for the ECCC sales kit. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 249 Packet Pg. 250 Packet Pg. 251 Packet Pg. 252 Packet Pg. 253  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: July 1, 2014 TO: Honorable Chairman and Members of the Board FROM: John Hofstad SUBJECT: Willow Creek Phase 2A Subdivision DEPARTMENT: Public Works BCC DISTRICT: one STATEMENT OF ISSUE: The developer is requesting an extension of the warranty period and acceptance of the maintenance bond (new Irrevocable Standby Letter of credit No. 201101 from Summit Bank N. A.) for Willow Creek Plantation Subdivision Phase 2A. BACKGROUND: Willow Creek Plantation Subdivision Phase 2A was accepted by the Board of County Commissioners to enter into the 18-month warranty period on September 4, 2012. The Irrevocable Standby Letter of Credit No.201101 issued by Summit Bank, N. A. In the amount of Two Hundred Seven Thousand Five Hundred Seventy Three and 30/100 Dollars ($207,573.30) was provided by the developer to serve as maintenance bond. The said letter of credit expires on July 20, 2014, but project deficiencies have not been rectified by the developer. With the imminent expiration of the Letter of Credit on file the developer is requesting the Board of County Commissioners to approve an extension of the warranty period and acceptance of a new letter of credit. The new letter of credit is also from Summit Bank, N. A. (No. 201101) with an expiration date of July 20, 2015. All remediation work will be performed by the developer during the extended warranty period. OPTIONS: Approve/Disapprove the developer's request to extend the warranty period and accept Letter of Credit No. 201101 from Summit Bank, N. A. In the amount of ($207,573.30) which expires on July 20, 2015, for Willow Creek Plantation Subdivision Phase 2A. RECOMMENDATIONS: Approve the developer's request to extend the warranty period and accept Letter of Credit No. 200101 from Summit Bank, N. A. In the amount of ($207,573.30) which expires on July 20, 2015, for Willow Creek Plantation Subdivision Phase 2A. RECOMMENDED BY: Packet Pg. 254 APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 255 Packet Pg. 256 Packet Pg. 257 Packet Pg. 258 Packet Pg. 259 Packet Pg. 260 Packet Pg. 261 Packet Pg. 262 Packet Pg. 263  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: July 1, 2014 TO: Honorable Chairman and Members of the Board FROM: John Hofstad SUBJECT: Authorization to Advertise Request for Qualifications for PJ Adams Parkway - Phase 1 DEPARTMENT: Public Works BCC DISTRICT: 3 STATEMENT OF ISSUE: Request authorization from the Board of County Commissioners to advertise to receive letters of interest from qualified engineering firms to perform the Phase 1 Widening Design (from SR 85 to I-10) and Right of Way acquisition assistance (from SR 85 to Ashley Drive) Project. BACKGROUND: Okaloosa County and the Florida Department of Transportation (FDOT) entered into a Transportation Regional Incentive Program (TRIP) grant on April 24th to develop the widening plans for PJ Adams Parkway from SR 85 to I-10. Additionally, right of way acquisition is part of the grant for the four lane section from SR 85 to Ashley Drive. In total, the full project (design and right of way acquisition) is estimated to be $4.4 million. In order to complete the design and determine the exact right of way needs, it is necessary to obtain professional services from a qualified firm. In order to comply with the County Purchasing Policy, a request for qualifications advertisement has been prepared. Interested firms are being requested to submit Letters of Interest to perform the necessary work. Received letters will be evaluated and scored based on the guidelines in the RFQ by a selection committee. The recommended review committee includes: Nathan Boyles, District 3 Commissioner Jason Autrey, P.E., County Engineer Eric Broome, P.E., Design Engineer Rob VandenBroeck, Operations Manager Jeremy Williams, Water & Sewer Senior Right-of-Way Agent Rankings from the selection committee review will be presented to the Board of County Commissioners in the form of a recommendation to award. OPTIONS: Approve/Disapprove advertisement of the Request for Qualifications for the PJ Adams Parkway Phase 1 Widening Design and Right of Way Acquisition Assistance project and approve the proposal review committee. RECOMMENDATIONS: Approve advertisement of the Request for Qualifications for the PJ Adams Parkway Phase 1 Widening Design and Right of Way Acquisition Assistance project and approve the proposal review committee. Packet Pg. 264 RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 265  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: July 1, 2014 TO: Honorable Chairman and Members of the Board FROM: Elliot Kampert SUBJECT: Setting Public Hearing for Fixed Route Transit Discontinuance DEPARTMENT: Growth Management BCC DISTRICT: All STATEMENT OF ISSUE: Set public hearing for discontinuance of Transit Routes 1, 2, 3, 4, 5, 14, 20, 30, 32, and 33. BACKGROUND: Due to a projected budgetary shortfall, it is no longer feasible to operate the fixed route system without substantially increasing local funding. The Board of County Commissioners has requested assistance from the local municipalities, but as of this writing there is no commitment. As provided by the Okaloosa County Public Transit Fare and Route Modification Policy, the County must hold a public hearing to hear comments on route changes prior to implementation. In order for the discontinuance of the routes to coincide with the end of the current Fiscal Year (September 30), the hearing must be held no later than July 30, with the July 15 meeting being the last regularly scheduled meeting of July. Notices of the revised fare and route eliminations and the implementation date will be placed in all public transit vehicles and published in the Northwest Florida Daily News. RECOMMENDATION: The Department of Growth Management recommends that the Board conduct a public hearing to receive public input regarding the proposed discontinuance of transit routes 1, 2, 3, 4, 5, 14, 20, 30, 32, and 33. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 266  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: July 1, 2014 TO: Honorable Chairman and Members of the Board FROM: Jeff Littrell SUBJECT: Eglin AFB Utilities Privatization - Update & Authorize Staff to Negotiate DEPARTMENT: Water and Sewer BCC DISTRICT: All STATEMENT OF ISSUE: OCWS is providing an update on Eglin AFB Utilities Privatization (UP) and requesting that the BCC authorize staff to negotiate the proposal/contract, which may result in OCWS bringing a final proposal and contract to the BCC in the future for approval and execution. Eglin UP is for the potable water distribution system and the wastewater collection system. Please note that Eglin UP does not include wastewater treatment & disposal - OCWS has a separate contract for the treatment & disposal of wastewater from Duke Field, Eglin Main Base, and Camp Rudder. BACKGROUND: For an overview of Eglin UP and Defense Logistic Agency's (DLA) Request for Proposal (RFP), see the attached BCC Agenda Request from 2/5/2013 and the accompanying PowerPoint slides. Per the 2/5/2013 BCC Meeting, the County submitted a proposal to DLA in March 2013. The proposal on the 50-year contract is approximately $14M/year (2014 dollars) for the ownership, operations, maintenance, capital projects (engineering, construction, etc.), management, and financing of UP. Since the submission of the proposal, the following events have occurred: - Defense Contract Audit Agency (DCAA) conducted an audit on OCWS in April 2013. - Defense Contract Management Agency (DCMA) conducted an audit on OCWS in July 2013. - DLA extended the Period of Validity on 1/17/2014 to 4/29/2014. - OCWS conducted a "UP Workshop" on 4/3/2014 with the County's UP Team - see attached agenda for attendees and discussion topics. - DLA extended the Period of Validity on 4/25/2014 to 10/31/2014. - DLA issued RFP Amendment 9 on 6/4/2014. This amendment revises some of the terms, conditions, and infrastructure inventory. - DLA issued three (3) Negotiation Messages on 6/4/2014 pertaining to: water only proposal, wastewater only proposal, water/wastewater combined proposal. In this correspondence, DLA notified Okaloosa County that "negotiations are hereby opened and are expected to last through October 1, 2014". At this time, DLA has not yet asked for a revised price/proposal, but they plan on going back and forth with negotiations between now and 10/1/2014. Some negotiations will be in writing while others will be face to face or by phone. In responding to DLA, it will be a fully coordinated effort. Responses will be drafted and closely coordinated with the following UP Team: County Administrator, the County legal team, OCWS senior leadership, Constantine Engineering (under contract for program manager/engineering), Environmental Services Group (under contract for Packet Pg. 267 contract operations), Burton & Associates (OCWS rate consultant), First Southwest Company (County Financial Advisor), and other County departments & constitutional offices - Purchasing, HR, Risk Management, Finance, and Contracts & Grants. Because of the expected substantial amount of back and forth effort, and knowing that time will be of the essence with each response, staff are requesting BCC authorization for staff to respond to DLA's requests and to negotiate the proposal. The current version of the terms and conditions of the contract are already established in DLA's RFP, as amended. Those terms and conditions will be revised per the exceptions we took in the County's proposal and per the negotiation process. The final proposal and contract will come back to the BCC in the future for approval and authorization for the Chairman to execute it. Throughout negotiations, OCWS staff will stay in close coordination with the other members of the UP Team as listed above. OPTIONS: Approve or deny. RECOMMENDATIONS: Staff recommends that the BCC authorize staff to negotiate the proposal/contract. Pending negotiations and the Federal Government's timetable, OCWS will bring a final proposal and contract back to the BCC in the future for approval and execution. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 268  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: February 5, 2013 TO: Honorable Chairman and Members of the Board FROM: Jeff Littrell SUBJECT: Eglin AFB Utilities Privatization (UP) Proposal DEPARTMENT: Water and Sewer BCC DISTRICT: All STATEMENT OF ISSUE: OCWS is requesting BCC approval to submit a proposal for Eglin AFB Utilities Privatization (UP) and authorize the Chairman to sign the proposal/contract offer documents on behalf of Okaloosa County Water & Sewer. Eglin UP is for the potable water distribution system and the wastewater collection system. Please note that Eglin UP does not include wastewater treatment & disposal - OCWS has a separate, independent contract for the treatment & disposal of wastewater from Duke Field, Eglin Main Base, and Camp Rudder. A PowerPoint file is attached which gives a broad overview of Eglin AFB Utilities Privatization. BACKGROUND: In accordance with 10 U.S.C. §2688 - Utility Systems: Conveyance Authority, The Defense Energy Support Center (DESC) and/or Defense Logistics Agency (DLA) seek to identify and obtain information from responsible sources in connection with the privatization of the water distribution and wastewater collection systems at Eglin Air Force Base (AFB), Florida. Privatization is defined as the conveyance of a utility system to a municipal, private, regional, district, or cooperative utility company or other entity. The conveyance may consist of all right, title, and interest of the United States in the utility system. The expected term of a contract is 50-years. On June 7, 2011, the BCC gave direction to OCWS to pursue the above-mentioned Eglin AFB Utilities Privatization (UP), where OCWS would serve as the system owner (SO) and we would assemble a team, composed of a contract operations company and a program manager/engineering firm. On September 6, 2011, the BCC approved the selection of Environmental Services Group (ESG) for contract operations and The Constantine Group (TCG) for program management/engineering. This approval was based on a recommendation from a selection committee. Since then, OCWS has entered into Master Services Agreements (MSAs) with ESG and TCG. The purpose of these MSAs is to setup a contract that allows these two companies to work with OCWS to prepare the Eglin UP proposals after DLA issues the Request for Proposal (RFP). The proposals are very voluminous and complex - it is a tremendous amount of work to be done in a relatively short period of time. Four (4) volumes will be required for the water distribution system, and four (4) volumes will be required for the wastewater collection system. In addition, two (2) more volumes are required to make a joint proposal for both water and wastewater. All in all, the total proposal is about 12” thick. The MSAs for ESG and TCG stipulate that they will prepare the proposals for the County, at no cost to the County. If the County is successful and is selected for Eglin UP, ESG and TCG will enter into a 5-year contract with OCWS. There is a great amount of time and risk incurred by ESG and TCG, because there is the possibility that UP will not be awarded at all, due to the federal budget situation. It is also possible that the UP may be awarded to some other proposer. If/when the Packet Pg. 269 Eglin UP was to be awarded to the County, then ESG and TCG would still not be compensated for their work in putting together the proposal. At that time, the County would negotiate rates with ESG and TCG for a 5-year contract. If the County desires to utilize ESG and/or TCG beyond the 5-year period, the County has the option of nine 5-year renewals. Again, per the MSAs, under no scenario will ESG and/or TCG be compensated by the County for their work preparing the proposals. On Sept 28, 2012, DLA issued the RFP for privatization of the water distribution system and wastewater collection system of Eglin AFB. Since then, OCWS, ESG, TCG, and their sub- consultants - CDM-Smith, HDR, Veterans Consulting & Contracting, and Gustin, Cothern, & Tucker - have been working diligently on a proposal, which is due to DLA on or before February 19. Of the 10 volumes being submitted, Volume 3 of the water and Volume 3 of the wastewater serve as the contract documentation. This contract documentation (Volume 3) is attached for your review. All the other volumes are specific to water and sewer. The infrastructure-related topics include information such as, but not limited to the following: information about OCWS, past performance documentation, references, transition plan, emergency response plan, service interruption plan, catastrophic loss plan, O&M/Quality Management Plan, Initial Systems Deficiency Corrections (ISDCs) plan, Initial Repair and Replacement (R&R) plan, 50-year CIP for R&R, and financial information. Volume 3 was prepared by HDR, who has been successfully awarded prior UP contracts at other Air Force bases, and input was provided by OCWS, TCG, and other County staff. Volume 3 has since been through the County Contract Review process and has been revised further with input from Purchasing, Risk Management, Legal, and Contracts & Grants. Because the legal documentation was so voluminous, Ms. Heather Encinosa (Nabors, Giblin & Nickerson) assisted Mr. Dowd with the legal review/input. Like HDR, Ms. Encinosa has prior UP experience at other Air Force bases. The County Contract Review coordination sheet is also attached for your review. The OCWS UP Team is now in the process of reviewing and printing the 10 volumes. OCWS is requesting that the BCC authorize the Chairman to sign the pertinent sections of the proposal/contract offer, on behalf of OCWS, at the appropriate time before Feb 19. Currently, there is still a lot of printing, binding, and collating to be done. Should the BCC approve this agenda item and authorize the Chairman to sign, OCWS would get the final documentation to the Chairman for signatures during the week of February 11. After the February 19 submittal, the future timeline is somewhat uncertain. It is possible that the Federal Government will further delay UP or place it on hold. If DLA does intend to move forward awarding a contract to OCWS, there would be negotiations and then OCWS would enter into a contract for a transition period, which is expected to be 6-9 months. During this period, the infrastructure would transition from being operated and maintained by Eglin to being operated and maintained by OCWS. During this transition period, OCWS would be taking a full inventory of the system and doing an investigation/analysis on the infrastructure, mostly underground. OCWS would be able to opt out of the contract or we would be able to renegotiate the contract and enter into the final 50-year contract. At the conclusion of the transition period, OCWS would be given a Bill of Sale, and we would be responsible for owning, operating, maintaining, and replacing the water distribution system and wastewater collection system for a Packet Pg. 270 period of 50 years. At the end of the 50-year contract, the infrastructure reverts back to Eglin AFB or there is the possibility to re-negotiate. If OCWS were to be awarded the contract for Eglin UP, this transaction would yield great benefits to OCWS rate payers and to Okaloosa County as a whole. As the owner, we would enhance our existing relationship with Eglin AFB by establishing a 50-year relationship. We would maintain control of decision making and how to most effectively utilize our resources. The ownership role provides for a greater opportunity to create new sources of positive cash flow, which assists in stabilizing operations, and potentially in mitigating future rates increases. Our expanded operations could also serve to facilitate investigating other consolidation of services opportunities in the local and regional area. OPTIONS: Approve or Deny. RECOMMENDATIONS: Staff recommends BCC approval to submit a proposal for Eglin UP and to authorize the Chairman to sign the proposal/contract offer documents on behalf of Okaloosa County Water & Sewer. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 271 Water and Wastewater System Utility Privatization Proposal Eglin Air Force Base Florida Packet Pg. 272  Eglin AFB Utility Privatization Project Overview • Solicitation for Proposals from Utilities and Private Companies • Water and Wastewater Systems Privatization • 50 year Contract Term and Bill of Sale • Defense Logistics Agency (DLA) is Managing the Procurement of Services • Utility Privatization Project DOES NOT include the Wastewater Treatment Facilities. • Wastewater Treatment is Separate Contract Packet Pg. 273  Eglin AFB Locations • Eglin AFB UP includes the following locations: • Main Base • Santa Rosa Island • Duke Field • Mid-Bay Shores • Camp Rudder Maxwell/Gunter • 7th Special Forces Group Recreation Area (White Point • Navy EOD • Numerous Test Sites • Cape Sand Blas and Ranges • Poquito Bay Housing • Camp Pinchot Area Packet Pg. 274 Eglin AFB Reservation Map Packet Pg. 275  Water System Overview Water assets include water distribution, storage, water supply, and treatment: • 652,305 Lineal feet of various size/type of pipe • 747 Fire hydrants • 1249 Valves, various size/types • 82 Water wells, pumps, etc. Packet Pg. 276  Water System Overview Water assets include water distribution, storage, water supply, and treatment: • 992 Backflow preventers, various size/types • 17 Elevated Tanks and other ground storage tanks • Associated chemical systems and other ancillary equipment Packet Pg. 277  Wastewater System Overview Wastewater assets include gravity collection system, force mains, and pump stations : • 398,358 Lineal feet of various size/type of gravity collection piping • 1058 manholes, various sizes/types • 83 Wastewater pumping stations Packet Pg. 278  Wastewater System Overview Wastewater assets include gravity collection system, force mains, and pump stations : • 62,222 Lineal feet of various size/type of force main piping • Associated buildings, systems, and other ancillary equipment Packet Pg. 279  Utility Privatization Procurement 1. Submit Proposals 1. Water 2. Wastewater 3. Combined 2. Proposals Due February 19 3. DLA Proposal Review (6-12 mos) 4. If Selected, Negotiations & DLA Audit of County and Subs 5. Transition Period (6-9 mos) 6. Final Negotiation and 50-yr Contract Execution 7. Bill of Sale-Transfer of Ownership Packet Pg. 280 Water and Wastewater System Utility Privatization Proposal Eglin Air Force Base Florida Packet Pg. 281 Packet Pg. 282 Packet Pg. 283 Packet Pg. 284 Packet Pg. 285 Packet Pg. 286 Packet Pg. 287 Packet Pg. 288 Packet Pg. 289  OKALOOSA COUNTY WATER & SEWER ADMINISTRATION Eglin AFB Utilities Privatization (UP) Workshop April 3, 2014 Attendees: - Ernie Padgett, County Administrator - OCWS – Jeff Littrell, Director; Mark Wise, Deputy Director; Kim Kilpatrick, Financial Manager; Valerie Broxson, Administrative Manager - Constantine Team (Program Manager & Engineers) – Jim Kizer & Joey Crews - ESG Team (Contract Operations) – John Eddlemon & staff - Clerk of Court – Gary Stanford, Finance Director; Jodi Gates, Financial Services Manager; Marcella Eubanks, Contracts & Grants Manager - Purchasing – Zan Fedorak, Purchasing Manager; Jack Allen, Purchasing Coordinator; Jo Kublik, Contracts Coordinator - Risk Management – Gary Real, Manager - Nabors Giblin Nickerson (County Attorney) – Heather Encinosa, John Jenkins - Burton & Associates (OCWS Rate Model Consultant) – Mike Burton - First Southwest Company (County Financial Advisor) – Mark Galvin Purpose today – background, financial structure, future contract What is UP, briefly? - If selected and a contract is negotiated, Okaloosa County would have a 50-year contract to own (Bill of Sale), operate, and maintain all of Eglin’s water distribution system and wastewater collection system. - Expands over 3 counties (minus Hurlburt Field) – primarily in Okaloosa, but infrastructure also in Santa Rosa & Walton - Includes approx. 82 wells, 17 tanks, 747 fire hydrants, 83 lift stations, 1,058 manholes, and over 200 miles of piping - 6-month Transition Period (under contract) occurs before 50 years starts - Annual revenue would begin at approx. $14M first year, with an approx. 1.5% annual escalator for 50 years - Does not include wastewater treatment & disposal, which is separate contracts o County Contract #C09-1740-WS for $5,232,000 – 7SFG o County Contract #C11-1906-WS for $16,699,568 – Duke, Main Base, Camp Rudder Background: - Apr 2009 – OCWS did not submit Statement of Interest (SOI) & Letter of Interest (LOI) in response to a Sources Sought Notice (SSN) from Defense Logistics Agency (DLA) - May 2009 – conversations with Eglin’s 96th Civil Engineering Group (96CEG) o PURPOSE – USAF & OCWS: Eglin’s Mission, County Strategic Plan (Military Partnerships & Gov’t Consolidation), stability for both entities, OCWS ratepayers - Jul 2012 – OCWS submitted a SOI and LOI to DLA in response to another SSN Packet Pg. 290  - Sep 2012 – Master Services Agreements (MSAs) executed with Constantine (C12-1983-WS) & ESG (C12- 1982-WS) upon completion of the RFQ bidding process o Task Order 1 for Constantine & ESG o The County’s ownership role - Sep 2012 – DLA issues RFP - Feb 2013 – OCWS submits proposal (12 volumes) to DLA, approved by BCC (attached Agenda Request); the following volumes were submitted for Water Only, Wastewater Only, and Water & Wastewater Combined (see attached Table of Contents): o Volume I – various operational plans, Initial Repair and Replacement (R&R) Plan, Transition Plan o Volume II – past performance o Volume III – contract documentation (attached)  Prepared by HDR & Heather Encinosa  The contract language “is what it is” with many FAR references, BUT we can take exception to pertinent items; most exceptions are because we are local gov’t - not a private sector contract operations company  County Contract Review Coordination Sheet (attached) o Volume IV – price schedules - Apr 2013 – DCAA audit - Jul 2013 – DCMA audit - Jan 2014 – Period of Validity extended to 4/29/2014 - Letter of Intent to Award could potentially be before 4/29/2014 o Realistic possibility – pros & cons - Other pertinent info: o Org Chart (see attached) o 2 new positions – UP Program Manager, UP Financial Officer (Compliance Officer / Small Business Liaison Officer); JDQs submitted Financial Structure: - Long-term expenses o Purchase system from Eglin o Reimbursed from Eglin o O&M – ESG o Engineering/Program Management – TCG & subs o R&R Plan (AKA “CIP”) – major construction projects o Debt Service o Some expenses from OCWS budget – i.e. major construction projects & major main breaks – would be billed to UP department - Financing - New fund/dept/acct numbers? - Protecting our rate payers Future Contract: - Transition Plan (see attached Proposed Transition Expenses, which was in proposal) - DLA issued RFP w/ 8 amendments - We responded with a 12-volume proposal - Example of MacDill AFB contract Packet Pg. 291 - The 50-yr Contract will consist of elements from both the RFP, as amended, and the proposal as negotiated and amended. In other words, the language for the contract is already established (RFP & proposal combined) - For many components of the fed gov’t contract, “it is what it is” with the exception to the items listed in Volume 3 of the proposal. - Matrix – comparing the contract sections to the proposal sections - Team Members: Please review matrix and review any sections that pertain to your area of expertise or oversight. If you have any comments or questions, please email Mark W, and he will coordinate appropriately. Please review in the next few weeks, if at all possible, in preparation for a Letter of Intent from DLA. Packet Pg. 292  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: July 1, 2014 TO: Honorable Chairman and Members of the Board FROM: Jeff Littrell SUBJECT: College Blvd Eglin Easement Amendment #1 DEPARTMENT: Water and Sewer BCC DISTRICT: District: 1 STATEMENT OF ISSUE: Staff requests the Board of County Commissioners execute Amendment #1 of a previous utility easement between Okaloosa County Water & Sewer and Eglin Air Force Base for the East County Sewer Conveyance Improvements Project. BACKGROUND: In 2011, OCWS staff identified the need for an Eglin AFB easement to install approximately 5 miles of 16'' sewer force main in the Rocky Bayou area. A portion of the new force main that was to be replaced in the area was located along East College Blvd along Eglin Air Force Base property. An Eglin AFB utilities easement was obtained by OCWS for that portion of the project using a description based off latitude & longitude calls. Since that time, OCWS has the need for an additional 100' x 100' parcel along the same before mentioned route for a sewer lift station. This lift station, called the "East County Repump Station" is needed in order to divert East County flow (Bluewater Bay area) from the Niceville-Valparaiso Regional Sewer Board WWTP to the Arbennie Pritchett WRF. Additionally, staff has also rewritten the 30'-wide easement for the pipe alignment using bearing and distances based off Florida State Plain North. This easement amendment is conceptually depicted on the attached "East County Master Sewer Plan" as Phase 2 (pipeline) and Phase 9 (lift station). OPTIONS: Approve or deny. RECOMMENDATIONS: Staff recommends BCC approval for the Chairman to execute Amendment #1of the Air Force’s “Grant of Easement” for the East County Sewer Conveyance Improvements Project. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 293 Packet Pg. 294 Packet Pg. 295 Packet Pg. 296 Packet Pg. 297 Packet Pg. 298 Packet Pg. 299 Packet Pg. 300 Packet Pg. 301 Packet Pg. 302 Packet Pg. 303 Packet Pg. 304 Packet Pg. 305 Packet Pg. 306 Packet Pg. 307 Packet Pg. 308 Packet Pg. 309 Packet Pg. 310 Packet Pg. 311 Packet Pg. 312 Packet Pg. 313 Packet Pg. 314 Packet Pg. 315 Packet Pg. 316 Packet Pg. 317 Packet Pg. 318 Packet Pg. 319 Packet Pg. 320 Packet Pg. 321 Packet Pg. 322 Packet Pg. 323 Packet Pg. 324 Packet Pg. 325 Packet Pg. 326 Packet Pg. 327 Packet Pg. 328 Packet Pg. 329 Packet Pg. 330 Packet Pg. 331 Packet Pg. 332 Packet Pg. 333 Packet Pg. 334 Packet Pg. 335  Phase 1: Rocky Bayou 16" Force Main (FM) Phase 7: Replace Meigs-Seminole Lift Station Phase 2: Rocky Bayou 16" FM Phase 8: Hwy 20 12" FM Phase 3: Rocky Bayou 16" FM Phase 9: New College Blvd Lift Station LLY Phase 4: Rocky Bayou 16" FM Phase 10: NVOC 16" FM KE Phase 5: Eglin Main 20" FM & 2 Lift Stations Phase 10a: NVOC 16" FM Alternate Phase 6: Replace 10" FM at Canal with 16" FM WOLVERINE JACKSO N E Y EG LA R LL JC CO ER ROG S STIC VAL A ANDREW 5 Y8 HW ND BO Arbennie Pritcehtt WRF R TW O BE NR GE Proposed Eglin Main Lift Station LEWIS TURNER East County Master Sewer Plan - Page 1 . MAP PROJECTION: Lambert Conformal Conic Projection Stateplane : Flo ida Nor th (0903) NAD 1983(90), NAVD 1988. Existing Phase 3 Phase 6 Phase 9 StreetCenterlines PUBLIC RECORD: This map was created by Okaloosa County GIS and is in the public domain pur uant Phase 1 Phase 4 Phase 7 Phase 10 to Chapter 119 , Florida Statutes. DISCLAIMER: Phase 2 Phase 5 Phase 10a 1 inch = 2,500 feet Okaloosa County h reby expressly disclaims Phase 8 any liability for errors or omissions in these maps, indexes or legends. Packet Pg. 336  85 Y2 UNNAME D HW Proposed College Blvd Lift Station EN BOW DOIN COL LEG E ON N E LC DIANE GARD EVER G R EE CI 48TH E FA NVOC WWTP PARKV IE AS A HART 47TH CEDAR CA GR CH JA S O N E 46TH LY RR I LL CARIE EL FIR PAL M ST CHARLES E EV K OR W NIC K M EE JE D I S VAT LT M CR COOK FF O N A JO BI ND LEWI S GO LF CO URSE AD ON 3R D ER ER HN CAMPBELL AT PARK AM BO S W TE R SO LD TWA EV S Post Office SLift WEE Station MARION DEER CO AN N Existing 14" FM IN RT 2N (To be Abandoned after Phase 9) S K 85 (Hwy 20 & Palm Blvd- VIS BLO SSO M PA D EL Y WA FOREST LY A LL HWY to be abandoned after DPhase E9) 37TH FRIAR TUCK TIN W KE MARQ UET TE WA NG IS PO VA JUNIPER LA KR RHONDA RO A SPEN ELM RUCKEL AB ST WOLVERINE CREE K AN IT HELM S HIL JO NES CEDAR M C KILCULLEN AR E S TR O CE L ALLEN E T 32ND DE EN IOWA R B A C U TT A M S 31ST YS MU Y BALLY D R N IL WA LL VE HO L K RY L GO IL OH R MCEWEN 30TH GA VE GLENDALE LI TH I NO O E 29 RE BOX ER EDG E DYER 28TH M ROC WISE IS KY B BULLOCK IDE AT JO H PINE AY O DREW Rocky Bayou Lift Station 27TH T N SI U MS S LS JA C K SO STIC MAG NO 26TH (To be Abandoned after Phase 9) STEPHEN HIL N L IA HUN KAREN QUINCE BAILEY D KE L FAIRW O O VAL A WHITE JA MARKE T REEVES NT NA 25TH TERESA NORDBERG ME TING LINCOLN BE ED REDWOO D CA S JUDITH DU UN 23RD E AC CHIC H CHRISTY AN IS EDG EWATER RE SEM IN WASHING TON 22ND NC N DR D 22ND D PAL M TO N A PINE HI EW OKALOO SA AN 21ST R 23R BAYO U A AGO NUTMEG Y8 5 20TH RILEY P D KUMQ UAT O LE JUNIPER GLEN 20TH LINDEN HW PINE Phase 1: Rocky Bayou 16" Force Main (FM) MAPLE Phase 7: E ReplaceMEI Meigs-Seminole Lift Station 18TH 19TH Y FIN IEW BA GS LE DG CK E E TV T TEE BISCAYNE E S A LS Phase 2: Rocky Bayou 16" FM NS Phase 8: Hwy 20 12" FM 17TH HARDING WE AN SU VAL PARAISO SAILBOAT SL VIRGI NIA CORAL SYCAMO RE UNION EY OU NELSON POINT OS VINE MICHIG AN Phase 9: New College Blvd Lift Station MAPLE LINDEN BAY Phase 3: Rocky Bayou 16" FM OAK PINE ROSE P OAK SHO RES ST PA RE RA 13TH R AN LANCASTER Y FLORIDA TT KV BAYSHO RE Phase 10: NVOC 16" FM DR AN Phase 4: Rocky Bayou 16" FM IE EMM ETT SHADOW GRAN D 11TH W EW REDBUD PA D E S LM N IDA COON NORTHRIDGE JOHN SIMS MISSI SSIPPI S ID LA AR Phase 5: Eglin Main 20" FM & 2 Lift Stations R Phase 10a: NVOC 16" FM Alternate E N IS V WAT E M K IEW AD PAR 7TH PIN OAK IL N 10 ED Y LO RE LL E AY B LU E Phase 6: Replace 10" FM at Canal with 16"H FM COUG AR TURT W W BAY KE AN W LE SIC Replacement of JASM INE DOLPHIN PO IN G NM I I LY HW MERMeigs-Seminole Lift Station H RANG E LA LD BLUE PINE TAL A LAKESID O I A C HAN PR B ER M U D Y 20 TS T CL UB CA YACH HICKORY CHOCTAWHATCHEE LID CEDAR C ER PINE LA O A WI N E R TT D CIL WA IB T PU R B D AU EA East County Master Sewer Plan - Page 2 . N MAP PROJECTION: Lambert Conformal Conic Projection Stateplane : Flo ida Nor th (0903) NAD 1983(90), NAVD 1988. Existing Phase 3 Phase 6 Phase 9 StreetCenterlines PUBLIC RECORD: This map was created by Okaloosa County GIS and is in the public domain pur uant Phase 1 Phase 4 Phase 7 Phase 10 to Chapter 119 , Florida Statutes. DISCLAIMER: Phase 2 Phase 5 Phase 10a 1 inch = 2,500 feet Okaloosa County h reby expressly disclaims Phase 8 any liability for errors or omissions in these maps, indexes or legends. Packet Pg. 337  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: July 1, 2014 TO: Honorable Chairman and Members of the Board FROM: Ed Schroeder SUBJECT: Visitors Guide RFQ TDD-51-14 Contract Negotiation DEPARTMENT: Tourist Development Department BCC DISTRICT: STATEMENT OF ISSUE: Request approval to enter into contract negotiations with the top three bidders of Request for Qualifications (RFQ) TDD-51-14 for the design and production of the 2014-2015 Visitors Guide for the Tourist Development Department. BACKGROUND: The Selection Committee has reviewed all bids and requests approval to enter into contract negotiations with the top three bidders: Life’s A Beach, Compass Media, and Avanti. The Tourist Development Council was apprised of the Selection Committee’s decision at its June 26, 2014 meeting. OPTIONS: Approve or Disapprove RECOMMENDATION: Approve contract negotiations with the top three bidders of Request for Qualifications (RFQ) TDD-51-14 for the design and production of the 2014-2015 Visitors Guide for the Tourist Development Department. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 338  TDD VISISTORS GUIDE RANKING SHEET RFQ # 51-14 Company Name Ed Schroeder Nancy Hussong Kendra Nixon Dale Peterson Totals 99 90 90 98 377 LIFE’S A BEACH PUBLICATIONS 94 85 82 82 343 COMPASS MEDIA 49 60 3 10 122 AVANTI GROUP Total Person Scoring (Print): __Zan Fedorak___ Date: _____June 24, 2014____ Packet Pg. 339  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: July 1, 2014 TO: Honorable Chairman and Members of the Board FROM: Sunil Harman SUBJECT: Northwest Florida Regional Airport-Solicitation of RFQ's for the BHS/EDS DEPARTMENT: Airport BCC DISTRICT: All STATEMENT OF ISSUE: The Airports Department is seeking approval by the Board of County Commissioners to solicit Requests for Qualifications (RFQs) for an aviation consultant (or consultant team) for bidding and construction phase services of the Transportation Security Administration Recapitalization Project at the Northwest Florida Regional Airport. Services to be performed by the Consultant include preparation of Other Transaction Agreement amendment(s), Bid Phase support, all Professional Construction Administration services, Project Site Manager resident inspection service for the in-line EDS Baggage Handling System, project management support, and coordination with VPS and TSA staff associated with new explosive detection and bag processing rate improvements to the airport's Baggage Handling System. It is the intent to select only one consultant (team) for these services. Additionally, the Board is requested to approve appointment of the below review committee members: Mr. Curtis Couch, TSA Site Manager Mr. Kevin Metcalfe, TSA Checkpoint Manager Mr. Tracy Stage, Airports Deputy Director Mrs. Juanita Wright, Airports Operations Supervisor Mr. Patrick Kennedy, Airports Operations Coordinator BACKGROUND: The County has executed an agreement with the Department of Homeland Security and the Transportation Security Administration for the Recapitalization Project at VPS. New Explosive Detection Systems (EDS) and associated conveyor equipment both upstream and downstream of the machines will replace those that are currently in use and quickly approaching the end of their life-cycle. The newly configured baggage handling system will provide for better explosive threat detection and increase the throughput rate. The work will be conducted on the outbound baggage system for standard sized conveyors. The airline ticket counter lines and the two parallel, plow merges upstream of the EDS machines will be refurbished with new control devices, drives and conveyor/drive belts. The project is 100% funded by the Department of Homeland Security. An Other Transaction Agreement (OTA) in the amount of $4.3M was received and executed by the Board on September 17, 2013 to fund this project. OPTIONS: Approve/Reject /Table RECOMMENDATIONS: Staff recommends Board approval of the RFQ process allowing for Purchasing to solicit aviation consultants as well as the appointment of the review committee. Packet Pg. 340 RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 341