Okaloosa County BOCC — July 1, 2014 — reading text

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