Okaloosa County BOCC — August 24, 2013 — RON Apron Hi Mast Lighting -VPS_Internal Coordination Sheet and Email Correspondence — reading text

CONTRACT & LEASE INTERNAL COORDINATION SHEET Tracking Number: MY Grant Funded: YES__ NO_X__ Contract/Lease Number: C12-1988-AP Contractor/Lessee Name: Bill Smith Electric, Inc. Purpose: Final CO, Final Payment and Closeout Docs for RON Apron High Mast Lighting VPS 1. [.) GREATER THAN $50,000 Date/Term: Amount: $47,314.08(Includes retainage of $35,684.94) 2. KK] GREATER THAN $25,000 3. [1] $25,000 OR LESS Department: Airport VPS Dept. Monitor Name: Dino Villani Document has been reviewed and includes any attachments or exhibits. Purchasing Review equirements are met: Date: slols sing Director or designee Risk Management Review Approxed as written: Date: Risk Manager or désignee County Attorney Review Approved as written: Date: County Attorney Following Okaloosa County onion Contract & Grant Document has been received: Date: Contracts & Grants Manager Wendy Cain From: Brenda L. Bailey [BBailey@clerkofcourts.cc] Sent: Friday, July 26, 2013 11:37 AM To: Tracy Stage Ce: Wendy Cain; Gary Stanford Subject: RE: CW Roberts Tracy, Please proceed as usual for now. From: Tracy Stage [mailto:tstage@co.okaloosa.fl.us] Sent: Wednesday, July 17, 2013 9:27 AM To: Gary Stanford Cc: Brenda L. Bailey; Dino Villani; Richard Brannon; Wendy Cain Subject: RE: CW Roberts Gary, | am assembling closeout documents now for another project closeout for BCC approval. Please let me know what to include or not include before | send the package through review. Thanks, TS From: Gary Stanford [mailto:GStanford@clerkofcourts.cc] Sent: Wednesday, July 17, 2013 8:42 AM To: Nathan Boyles; Richard Brannon Cc: Brenda L. Bailey; Tracy Stage; Ernie Padgett; Dino Villani Subject: Re: CW Roberts Thanks, Commissioner. We do not want to add unnecessary information to your agenda, however we are very sensitive to provide the BCC all of the documentation needed. We will review and monitor the documentation. Gary Stanford sete Finance Officer 2 7 Okaloosa County Clerk of Circuit Court tye gin: BCC Finance Division ~, {5 “302. N. Wilson Street, Suite 203 ° Crestview, FL 32536 Tel: (850) 689-5000 x 3411 From: Nathan Boyles [mailto:nboyles@co.okaloosa.fl.us] Sent: Monday, July 15, 2013 11:05 PM To: Richard Brannon <rbrannon@co.okaloosa.fl.us> Cc: Brenda L. Bailey; Tracy Stage <tstage@co.okaloosa.fl.us>; Ernie Padgett <epadgett@co.okaloosa.fl.us>; Dino Villani <dvillani@co.okaloosa.fl.us>; Gary Stanford Subject: Re: CW Roberts Thanks, Let's all just try to be aware of the agenda items being processed, including what is necessary or prudent, but excluding everything else. Otherwise, I'll miss the forest for all the trees :). N. Nathan D. Boyles Commissioner, Okaloosa County-District 3. nboyles@co.okaloosa.fl.us Please note: Due to Florida's very broad public records laws most written communications to or from County employees regarding County business are public records available to the public and media upon request. Therefore, this e-mail communication, including your email address, may be subject to public disclosure and public record retention requirements. Sent from my iPad On Jul 15, 2013, at 1:33 PM, "Richard Brannon" <rbrannon@co.okaloosa.fl.us> wrote: Brenda, While the grant requirements may call for documentation that each employee sign and comply with the Everify requirements, and that those records be kept, there is no justifiable reason for those individual employee compliance forms to be submitted with the agenda request. | would highly recommend that this practice cease. Richard Brannon CPPB FCCM Purchasing Director Okaloosa County Board of County Commissioners 602 C North Pearl Street Crestview, Florida 32536 850-689-5960 rbrannon@co.okaloosa.fl.us “Please note: Due to Florida's very broad public records laws, most written communications to or from County employees regarding County business are public records, available to the public and media upon request. Therefore, this written e-mail communication, including your e- mail address, may be subject to public disclosure.” From: Brenda L. Bailey [mailto:BBailey@clerkofcourts.cc] Sent: Monday, July 15, 2013 1:15 PM To: Tracy Stage; Nathan Boyles Cc: Ernie Padgett; Richard Brannon; Dino Villani; Gary Stanford Subject: RE: CW Roberts Gentlemen, This project was partially funded by a Federal grant and as such historically we have required the contractor to provide the federally mandated “certified payrolls” with the final pay request. From a documentation stand point, we strive to maintain a duplicate record of what is presented to the BCC via the agenda and the original “hard copy” documents as forwarded to Finance for payment. If this is an issue, we can work on a solution to satisfy the grant compliance requirement and the agenda criteria. Brenda L. Bailey Contracts and Grants Manager . Okaloosa County Clerk of Circuit Court <image001.png> Contracts and Grants 1804 Lewis Turner Blvd., Suite 206 Fort Walton Beach, FL 32547 Tel: (850) 651-7200 x 4381 From: Tracy Stage [mailto:tstage@co.okaloosa.fl.us] Sent: Monday, July 15, 2013 11:59 AM To: Nathan Boyles Cc: Ernie Padgett; Richard Brannon; Brenda L. Bailey; Dino Villani Subject: Re: CW Roberts Commissioner, Although "E-Verify" is not listed on the closeout checklist, which I believe Richard is referencing, we have to insure they are included in the package per the Contracts and Grants Department. Brenda (ccd) can better explain, as I understand it, should the application get to Finance, they will be looking for these documents in order to make payment to include for auditing purposes. Brenda, please advise. Thank you, Tracy Stage, A.A.E. Deputy Director Okaloosa County Airports On Jul 15, 2013, at 11:08 AM, "Nathan Boyles" <nboyles@co.okaloosa.fl.us> wrote: FYI Nathan D. Boyles Commissioner, Okaloosa County-District 3. nboyles@co.okaloosa.fl.us Please note: Due to Florida's very broad public records laws most written communications to or from County employees regarding County business are public records available to the public and media upon request. Therefore, this e- mail communication, including your email address, may be subject to public disclosure and public record retention requirements. Sent from my iPad Begin forwarded message: From: Richard Brannon <rbrannon@co.okaloosa.fl.us> Date: July 15, 2013, 11:07:41 AM CDT To: Dino Villani <dvillani@co.okaloosa.fl.us> Ce: "Nathan Boyles" <nboyles@co.okaloosa.fl.us> Subject: RE: CW Roberts Dino, There is no requirements for “E Verify” documentation to be part of an agenda request for a final payment. Richard Brannon CPPB FCCM Purchasing Director Okaloosa County Board of County Commissioners 602 C North Pearl Street Crestview, Florida 32536 850-689-5960 rbrannon@co.okaloosa.fl.us “Please note: Due to Florida's very broad public records laws, most written communications to or from County employees regarding County business are public records, available to the public and media upon request. Therefore, this written e-mail communication, including your e-mail address, may be subject to public disclosure.” From: Dino Villani Sent: Monday, July 15, 2013 7:23 AM To: Richard Brannon Subject: Fwd: CW Roberts Can you address? Begin forwarded message: From: "Nathan Boyles" <nboyles@co.okaloosa.fl.us> Date: July 14, 2013, 9:11:20 PM CDT To: Dino Villani <dvillani@co.okaloosa.fl.us> Ce: Ernie Padgett <epadgett(@co.okaloosa.fl.us> Subject: CW Roberts Any idea why I am having to wade through E-verify sheets for every employee who worked at the airport under CW Roberts just to approve a final payment and retainage release? It seems both completely unnecessary to the approval (not to mention a waste of everyone's time) and insensitive to those people whose personal information is appearing in the agenda package. N. Nathan D. Boyles Commissioner, Okaloosa County-District 3. nboyles(@co.okaloosa.fl.us Please note: Due to Florida's very broad public records laws most written communications to or from County employees regarding County business are public records available to the public and media upon request. Therefore, this e-mail communication, including your email address, may be subject to public disclosure and public record retention requirements. Sent from my iPad