Okaloosa County BOCC — August 19, 2014 — reading text

Facilities Maintenance also had an unfinished Task Order to the LPA contract outstanding. The FM Task Order was issued on 5/14/2014 to prepare the project bid specifications for two roof replacement projects. Those specifications have been prepared and the work associated with the Task Order is nearly complete. LPA performed the requested work in good faith. FM failed to notify the Board in a timely fashion to be included in the original list of Task Orders to be allowed under the contract extension. Without the Board's approval of this request, FM will have no authorization to pay LPA for the work done under the Task Order. RECOMMENDATIONS: (FM) Requests approval to include LPA Task Order 21 on the List of Approve Task Orders under the Contract Extension and for the Contract Extension to continue until the Task Order is complete. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 734 Packet Pg. 735 Packet Pg. 736 Packet Pg. 737 Packet Pg. 738 Packet Pg. 739 Packet Pg. 740 Packet Pg. 741  The LPA Group Master Agreement Extensions Percent Division TO No. Amount Contract No. Firm Complete Project Description Airports 12 Amend 1 $7,800.00 C09-1736-AP LPA 81% DTS-Restrictive Covenant Design Services, Bidding, and Construction Admin Services Airports 15 $63,440.00 C09-1736-AP LPA 44% for Boarding Bridges A-1 and A-2 at VPS Design, Bidding, and Construction Services for Bag Lift for "B" Gates at Airports 16 $19,795.00 C09-1736-AP LPA 16% VPS Airports 17 $12,940.00 C09-1736-AP LPA 43% Architectural Renderings for Airport Development at VPS Write bid specifications for roof replacements at Sheriff's Brackin St FM 21 $9,750.00 C09-1736-AP LPA 90% (Crestview) location and portions of the OC Jail. RS&H, Inc. Master Agreement Extensions Percent Division TO No. Amount Contract No. Firm Complete Project Description Permitting, Design and Bidding Services for Air Traffic Control Tower at Airports 13 $424,203.00 C09-1737-AP RS&H, Inc. 43% DTS Construction Phase Services for Security Checkpoint Exit Lane Airports 15 $77,322.00 C09-1737-AP RS&H, Inc. 0% Controls System at VPS Packet Pg. 742  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: August 19, 2014 TO: Honorable Chairman and Members of the Board FROM: Don Turner SUBJECT: Progress Funding for Sheriff's New Shalimar Building DEPARTMENT: Facility Maintenance BCC DISTRICT: All STATEMENT OF ISSUE: (FM) Requests BCC approval of Progress Funding for the Sheriff's New Shalimar Building. BACKGROUND: The work on the Sheriff's new Shalimar building is progressing at a quick pace. Short-term and permanent financing solution are currently in the works, but funding from those programs is not yet available. The Board authorized a total of $175,000 in initial funding for the design services fees and for a portion of the CM's fees. To keep the project on schedule, additional funding in the amount of $188,562 is needed to pay current and anticipated expenses for the next 3-4 weeks. Staff recommends that the funding needed may be transferred from General Fund Reserves to Capital Outlay (301-3160) - Sheriff's New Shalimar Buildings. General Fund Reserves may be restored when the short-term financing is in place. RECOMMENDATIONS: (FM) Requests BCC approval of Progress Funding in the amount of $188,562 for the Sheriff's New Shalimar Building and to authorize the transfer of the funds from General Fund Reserves, or other such source as the Board deems appropriate, to the appropriate Capital Outlay account. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 743  SUNGARD PENTAMATION, INC. PAGE NUMBER: 1 DATE: 08/13/2014 OKALOOSA COUNTY BOCC AUDIT21 TIME: 11:16:01 EXPENDITURE AUDIT TRAIL SELECTION CRITERIA: orgn.fund=’301’ and orgn.orgn4=’3160’ ACCOUNTING PERIOD: 12/14 SORTED BY: FUND,DEPARTMENT TOTL,DEPARTMENT,ACCOUNT TOTALED ON: FUND,DEPARTMENT TOTL,DEPARTMENT PAGE BREAKS ON: FUND,DEPARTMENT TOTL FUND − 301 − CAPITAL PROJECTS FUND DEPARTMENT − 3160 − CAP OUTLAY PROJ−JUDICIAL ACCOUNT CUMULATIVE DATE T/C ENCUMBRANC REFERENCE VENDOR BUDGET EXPENDITURES ENCUMBRANCES DESCRIPTION BALANCE 301−510−519−3160−3160 − CAP OUTLAY PROJ−JUDICIAL 534500 CS−PERSONNEL 16,156.00 16,155.24 .00 BEGINNING BALANCE TOTAL CS−PERSONNEL 16,156.00 16,155.24 .00 .76 546101 RM−GAL RENOVATIONS 9,460.00 10,414.90 .00 BEGINNING BALANCE TOTAL RM−GAL RENOVATIONS 9,460.00 10,414.90 .00 −954.90 561100 LAND−GENERAL GOVERNMENT 400,000.00 400,000.00 .00 BEGINNING BALANCE TOTAL LAND−GENERAL GOVERNMENT 400,000.00 400,000.00 .00 .00 562132 SHALIMAR ANNEX−PHASE II 738,080.00 734,722.52 .00 BEGINNING BALANCE TOTAL SHALIMAR ANNEX−PHASE II 738,080.00 734,722.52 .00 3,357.48 562170 COURTHOUSE ANNEX EXTENSN 27,697.00 27,697.00 .00 BEGINNING BALANCE TOTAL COURTHOUSE ANNEX EXTENSN 27,697.00 27,697.00 .00 .00 562224 SHERIFF−SHALIMAR BUILDING 175,000.00 65,976.02 .00 BEGINNING BALANCE TOTAL SHERIFF−SHALIMAR BUILDING 175,000.00 65,976.02 .00 109,023.98 562248 SHERIFF−CAMPUS RENOVATION 150,000.00 26,941.52 .00 BEGINNING BALANCE TOTAL SHERIFF−CAMPUS RENOVATION 150,000.00 26,941.52 .00 123,058.48 562249 CLERK−RECORDING OFFICE 50,000.00 40,630.54 .00 BEGINNING BALANCE Packet Pg. 744 TOTAL CLERK−RECORDING OFFICE 50,000.00 40,630.54 .00 9,369.46 562281 CRV−REMODEL/EXPANSION PRJ 175,000.00 .00 5,800.00 BEGINNING BALANCE TOTAL CRV−REMODEL/EXPANSION PRJ 175,000.00 .00 5,800.00 169,200.00 599300 RESERVE−FUTURE CAP OUTLAY 27,301.00 .00 .00 BEGINNING BALANCE * THERE IS A NOTE ASSOCIATED WITH THIS TRANSACTION  SUNGARD PENTAMATION, INC. PAGE NUMBER: 2 DATE: 08/13/2014 OKALOOSA COUNTY BOCC AUDIT21 TIME: 11:16:01 EXPENDITURE AUDIT TRAIL SELECTION CRITERIA: orgn.fund=’301’ and orgn.orgn4=’3160’ ACCOUNTING PERIOD: 12/14 SORTED BY: FUND,DEPARTMENT TOTL,DEPARTMENT,ACCOUNT TOTALED ON: FUND,DEPARTMENT TOTL,DEPARTMENT PAGE BREAKS ON: FUND,DEPARTMENT TOTL FUND − 301 − CAPITAL PROJECTS FUND DEPARTMENT − 3160 − CAP OUTLAY PROJ−JUDICIAL ACCOUNT CUMULATIVE DATE T/C ENCUMBRANC REFERENCE VENDOR BUDGET EXPENDITURES ENCUMBRANCES DESCRIPTION BALANCE 599300 RESERVE−FUTURE CAP OUTLAY (cont’d) TOTAL RESERVE−FUTURE CAP OUTLAY 27,301.00 .00 .00 27,301.00 TOTAL DEPARTMENT − CAP OUTLAY PROJ−JUDICIAL 1,768,694.00 1,322,537.74 5,800.00 440,356.26 TOTAL DEPARTMENT TOTL − CAPITAL OUTLAY−JUDI 1,768,694.00 1,322,537.74 5,800.00 440,356.26 TOTAL FUND − CAPITAL PROJECTS FUND 1,768,694.00 1,322,537.74 5,800.00 440,356.26 TOTAL REPORT 1,768,694.00 1,322,537.74 5,800.00 440,356.26 Packet Pg. 745 * THERE IS A NOTE ASSOCIATED WITH THIS TRANSACTION Packet Pg. 746  Okaloosa County Sheriff's Office Addition Concrete, Masony, Dewatering, and Elevator Pit Waterproofing Date 08/13/2014 SEQ NUM DESCRIPTION OF WORK TOTALS 1a GENERAL CONDITIONS $ 19,514 1b GENERAL REQUIREMENTS $ 1,562 2 SITEWORK $ 12,192 3 CONCRETE $ 139,606 4 MASONRY $ - 5 METALS $ - 6 WOOD AND PLASTICS $ - 7 THERMAL AND MOISTURE PROTECTION $ 4,000 8 DOORS AND WINDOWS $ - 9 FINISHES $