Okaloosa County BOCC — June 21, 2016 — County Contract Review Coordination Sheet — reading text

CONTRACT & LEASE INTERNAL COORDINATION SHEET Contract/Lease Number: € /L/ <l (1?7 - S Tracking NUmbefI_fii‘e;[(o_ . [ . Grant Funded: YES NO Contractor/Lessee Name: { tfifib\jia__fl—to,\_l_ Purpose }-:)w bo i qpbv‘hlla/tf LLY)Q«Y‘/YYLO«)L / Date/Term: 1. D GREATER THAN $50,000 Amount: 2. [] GREATER THAN $25,000 Department: (30O 3. [ $25,000 0R LESS Dept. Monitor Name:_(_ 3 / ’///CL[ [///L/A-D(, Document has been reviewed and includes any attachments or exhibits. Purchasing Coordination - £ "1’}\&/ (/ L,/( pate:_ &~ /91-14 Puréhasing Mana"ger or Designee Joanne Kublik erSunnie-Ested Risk Management Review Approved as written: DA (51’_( Golp [ f Date: Risk Manager or designee Laura Porter or Krystal King County Attorney Review Approved as written: \Qu'\ eatheacless Date: County Attorney Gregory T. Stewart, Lynn Hoshihara, Kerry Parsons or designee . Yt Following Okaloosa County approval: [ Contracts & Grants Document has been received: Date: Contracts & Grants Manager Mark Wise Fa o e niaad | From: Parsons, Kerry <KParsons@ngn-tally.com> Sent: Monday, June 13, 2016 4:51 PM To: Mark Wise; Joanne Kublik; Zan Fedorak Cc: Jeff Littrell; Gerard Menze; Jeb S. Chessher; Darren L. Alford; Greg Stewart; Laura Porter; Lynn Hoshihara Subject: RE: Arbennie Pritchett WRF Expansion - Constantine Contract Amendment for Reclaim Water Expansion and Septage Receiving System Expansion Mark: With the revisions sent today, the First Amendment and Exhibits are approved for legal sufficiency. Kerry From: Mark Wise [mailto:mwise@co.okaloosa.fl.us] Sent: Monday, June 13, 2016 4:05 PM To: Joanne Kublik; Zan Fedorak; Laura Porter; Parsons, Kerry; Lynn Hoshihara; Greg Stewart Cc: Jeff Littrell; Gerard Menze; Jeb S. Chessher; Darren L. Alford Subject: RE: Arbennie Pritchett WRF Expansion - Constantine Contract Amendment for Reclaim Water Expansion and Septage Receiving System Expansion One more change, sorry. Jim Kizer’s signature block has been changed to Joey Crews. Jim is out of town this week, and Joey has signature authority (he has signed numerous Task Orders, etc. on behalf of Constantine). Update version attached. Mark Wise, P.E. Deputy Director Okaloosa County Water & Sewer (850) 685-0297 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: Mark Wise Sent: Monday, June 13, 2016 9:30 AM To: Joanne Kublik <jkublik@co.okaloosa.fl.us>; Zan Fedorak <zfedorak@co.okaloosa.fl.us>; Laura Porter <Iporter@co.okaloosa.fl.us>; 'Parsons, Kerry' <KParsons@ngn-tally.com>; Lynn Hoshihara <lhoshihara@co.okaloosa.fl.us>; Greg Stewart <gstewart@co.okaloosa.fl.us> Cc: jlittrell@co.okaloosa.fl.us; Gerard Menze <gmenze@co.okaloosa.fl.us>; Jeb Chessher (jschessher@co.okaloosa.fl.us) <jschessher@co.okaloosa.fl.us>; Darren Alford (dlalford @co.okaloosa.fl.us) <dlalford @co.okaloosa.fl.us> Subject: RE: Arbennie Pritchett WRF Expansion - Constantine Contract Amendment for Reclaim Water Expansion and Septage Receiving System Expansion Importance: High Contract Review Team, Just wanted to provide an update to you on the below request from May 20, for items to go through contract review to obtain a Coordination Sheet... We have received direction from the County Legal team that this contract cannot be utilized for the design of the reclaimed water expansion. Therefore, we have updated the documents with that change. In addition, our budget for the septage expansion has decreased a little bit due to outside circumstances. Therefore, the scope and resulting cost for the septage expansion shrunk a little bit. With this 2 changes in mind, all 3 documents have been updated (mainly, language has been deleted and prices reduced). New, updated documents are attached — clean versions and tracked changes of each, so that you may view in whichever format you prefer. Although you will see a lot of red in the tracked changes version, this is because of the mass deletion. In summary, Work Task 9 is now the septage expansion (previously Work Task 10), and references to reclaimed water expansion are gone. Due to the urgency associated with the unfunded mandate which is driving the septage expansion, we really need to get this on the June 21 BCC. Please review, and let me know if you have any questions. Jo, once the Coordination Sheet is signed by all parties, please let me know, so | can get the document signed and submit the agenda request. Thanks, Mark Mark Wise, P.E. Deputy Director Okaloosa County Water & Sewer (850) 685-0297 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: Mark Wise Sent: Friday, May 20, 2016 6:13 PM To: Joanne Kublik <jkublik@co.okaloosa.fl.us>; 'Parsons, Kerry' <KParsons@ngn-tally.com> Cc: Zan Fedorak <zfedorak@co.okaloosa.fl.us>; jlittrell@co.okaloosa.fl.us; Greg Stewart <gstewart@co.okaloosa.fl.us>; Lynn Hoshihara <lhoshihara@co.okaloosa.fl.us>; Jeb Chessher (jschessher@co.okaloosa.fl.us) <jschessher@co.okaloosa.fl.us>; Gerard Menze <gmenze @co.okaloosa.fl.us> Subject: Arbennie Pritchett WRF Expansion - Constantine Contract Amendment for Reclaim Water Expansion and Septage Receiving System Expansion Importance: High Good Evening, Please begin County Contract Review of the attached documents in hopes of making it on the June 7 BCC agenda. | realize this is somewhat last minute, and it is a rather lengthy agenda request, but it is a rather straightforward solution to a complicated problem (prohibition of land application of septage) and also addresses the reclaimed water facilities to be constructed with grant money. We are under a serious timecrunch, due to an unfunded mandate from the state and an aggressive grant timeline. If you could expedite this review, we would greatly appreciate it. The agenda request will give proper context to the Contract Amendment. Regarding the 2 Exhibits, these are the original Exhibits already approved by this group and the BCC, except the new language is highlighted. If you have any questions, please contact me anytime day or night. | am giving this highest priority. If you have any suggested revisions, please make them in a tracked changes format. v/r, Mark Mark Wise, P.E. Deputy Director Okaloosa County Water & Sewer (850) 685-0297 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. Mark Wise “ From: Laura Porter Sent: Monday, June 13, 2016 3:20 PM To: Mark Wise; Joanne Kublik; Zan Fedorak; Parsons, Kerry; Lynn Hoshihara; Greg Stewart Cc: Jeff Littrell; Gerard Menze; Jeb S. Chessher; Darren L. Alford Subject: RE: Arbennie Pritchett WRF Expansion - Constantine Contract Amendment for Reclaim Water Expansion and Septage Receiving System Expansion Approved for Risk Management purposes. Iaura gforter Risk Manager Okaloosa County Board of County Commissioners (850) 689-5977 Fax: (850) 689-5973 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: Mark Wise Sent: Monday, June 13, 2016 9:30 AM To: Joanne Kublik; Zan Fedorak; Laura Porter; Parsons, Kerry; Lynn Hoshihara; Greg Stewart Cc: Jeff Littrell; Gerard Menze; Jeb S. Chessher; Darren L. Alford Subject: RE: Arbennie Pritchett WRF Expansion - Constantine Contract Amendment for Reclaim Water Expansion and Septage Receiving System Expansion Importance: High Contract Review Team, Just wanted to provide an update to you on the below request from May 20, for items to go through contract review to obtain a Coordination Sheet... We have received direction from the County Legal team that this contract cannot be utilized for the design of the reclaimed water expansion. Therefore, we have updated the documents with that change. In addition, our budget for the septage expansion has decreased a little bit due to outside circumstances. Therefore, the scope and resulting cost for the septage expansion shrunk a little bit. With this 2 changes in mind, all 3 documents have been updated (mainly, language has been deleted and prices reduced). New, updated documents are attached — clean versions and tracked changes of each, so that you may view in whichever format you prefer. Although you will see a lot of red in the tracked changes version, this is because of the mass deletion. In summary, Work Task 9 is now the septage expansion (previously Work Task 10), and references to reclaimed water expansion are gone. Due to the urgency associated with the unfunded mandate which is driving the septage expansion, we really need to get this on the June 21 BCC. Please review, and let me know if you have any questions. Jo, once the Coordination Sheet is signed by all parties, please let me know, so | can get the document signed and submit the agenda request. Thanks, Mark Mark Wise, P.E. Deputy Director Okaloosa County Water & Sewer (850) 685-0297 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: Mark Wise Sent: Friday, May 20, 2016 6:13 PM To: Joanne Kublik <jkublik@co.okaloosa.fl.us>; 'Parsons, Kerry' <KParsons@ngn-tally.com> Cc: Zan Fedorak <zfedorak@co.okaloosa.fl.us>; jlittrell@co.okaloosa.fl.us; Greg Stewart <gstewart@co.okaloosa.fl.us>; Lynn Hoshihara <lhoshihara@co.okaloosa.fl.us>; Jeb Chessher (jschessher@co.okaloosa.fl.us) <jschessher@co.okaloosa.fl.us>; Gerard Menze <gmenze@co.okaloosa.fl.us> Subject: Arbennie Pritchett WRF Expansion - Constantine Contract Amendment for Reclaim Water Expansion and Septage Receiving System Expansion Importance: High Good Evening, Please begin County Contract Review of the attached documents in hopes of making it on the June 7 BCC agenda. | realize this is somewhat last minute, and it is a rather lengthy agenda request, but it is a rather straightforward solution to a complicated problem (prohibition of land application of septage) and also addresses the reclaimed water facilities to be constructed with grant money. We are under a serious timecrunch, due to an unfunded mandate from the state and an aggressive grant timeline. If you could expedite this review, we would greatly appreciate it. The agenda request will give proper context to the Contract Amendment. Regarding the 2 Exhibits, these are the original Exhibits already approved by this group and the BCC, except the new language is highli If you have any questions, please contact me anytime day or night. | am giving this highest priority. If you have any suggested revisions, please make them in a tracked changes format. v/r, Mark Mark Wise, P.E. Deputy Director Okaloosa County Water & Sewer (850) 685-0297 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