Okaloosa County BOCC — September 2, 2014 — C08-1592-TDC renewal — reading text

O8-11-14P03:03 RCVD CONTRACT & LEASE INTERNAL COORDINATION SHEET Contract/Lease Number: €? GS-1995 -T pan Tracking Number:_/¢ Geb Grant Funded: YES NO Contractor/Lessee Name ct ecu: WOR Purposes Eu. dy | ole. 2 16 Pao. (lets et ene 5 od Date/Term:_/0 | Ji - ¢ | 3é/ ae 1. Ded crearer THAN $50,000 Amount: £P (2,04 4 2. L] GREATER THAN $25,000 Department: ~~ 7 jd 3. L] $25,000 or Less Document has been reviewed and includes any attachments or exhibits. Purchasing Review Procurement requirements are.met: , Ae Ze fod Date: "/ porte aurefnn alfetior or Designee Joanne Kublik c: ee dye ) fed LEN Risk Management Review Re & Puee ste Cc { . ms Approves sas written: / - len {Lip Ae y 4 ee pdf Lee PACE Date. / 7 %9 / Risk cydndger or designee County Attorney Review roved as written: we. VO STP J. SEN Date: “TTY Eahanty Attp nel! 3 Gregory T. Stewart Following Okaloosa County approval: Contracts & Grants Document has been received: Contracts & Grants Manager 08-13-14P02:36 RCVD CONTRACT/LEASE RENEWAL FORM Date: July 9, 2014 Company Name: Horizons of Okaloosa County Attn: Dr. Julia McNabb Address: 123 Truxton Avenue City, State, Zip: Fort Walton Beach, FL 32547 RE: Beach Parks Bathroom Cleaning Services Contract C08-1592-TIDC Dear: Dr. McNabb: The Okaloosa County Tourist Development Department agrees to renew the subject contract/lease, # C08-1592-TDC for an additional term. The contract renewal period will be October 1, 2014 to September 30, 2015. The annual budgeted amount for this coniract is $138,549. If you are in agreement, please sign below and return this form along with a current Certificate of Insurance listing Okaloosa County as co-insured (if applicable). COUNTY REPRESENTATIVES AUTHORIZED COMPANY REPRESENTATIVE , 1 a @ — Dept. Diecls PAO Contractor: Horizons oF OK aloose Count, ANC. Signature: ‘ TEL Approved os theo (as prescribed below on iter? 1) Approved By: Title: Chret Executive Oiea (as prescribed below on item 1) Date: E/2e/me Date: Bul y County Department Instructions: 1) Obtain signatures from Department Director, authorized Company Representative and then Purchasing Director <$25K and less, County Administrator <S$50K and less or Board >S50K, as necessary. If Board approval is required, the Chairman and County Administrator's signatures are required. Make sure the company provides a current Certificate of Insurance. (If applicable). 2) Keep a copy of this form for your records. 3) Send original to Purchasing Services Coordinator. If you have any questions please contact the Purchasing Director at 850-689-5960, Fax: 850- 689-5998. From Disability to Capability Walter Hooks Dr. Julia J. McNabb President Chief Executive Officer Beach Parks Bathroom Cleaning Fiscal Year October 1, 2014 — September 30, 2015 Presented to the Tourist Development Council on May 8, 2014 1, Horizons requests a contract in the amount of $138,549 annually to perform the duties outlined in the attached Scope of Work. This is an increase from our current contract, valued at $88,924. The increase is attributed to additional duties included in the scope of work and additional days of service. 2, The scope expands the current responsibilities and cleaning schedule as follows: a. Power wash picnic tables two times per year at Marler, Beasley, Access Ways 1, 2, 3, and 7 b. Pick up litter from the boat/trailer parking lot opened at Marler Park and Access Ways 4, 5, and 6 C. Empty trash cans and replace liners at the boat/trailer parking lot at Marler Park, and Access Ways 4, 5, and 6 d, Pick up litter from turn lane into parking lot of Beasley Park e. Blow sand from walk ways of Beasley Park f. Maintain shower trenches at Access Ways 1, 2, 3, and 7 to prevent standing water which leads to increased risk of slips and falls for visitors g. Increase cleaning schedule to include two additional days per week, two cleanings per day, at Marler, Beasley, and Access Way 1 during the period March 1 — September 30. Current schedule covers only Sunday, Monday, Thursday, Friday, and Saturday, h. Increase cleaning schedule to include one additional day per week, one cleaning per day at Marler, Beasley, and Access Way | during the period October 1 — February 28. Current cleaning schedule covers only one cleaning per day on Monday. i. Increase cleaning schedule to include three additional days per weck, two cleanings per day, at Access Ways 2, 3, and 7 during the period March 1 — September 30. Current schedule covers only one cleaning per day on Monday. j Add Access Ways 4, 5, and 6 to the cleaning schedule four days per week during the period March 1 — September 30 k. Add Access Ways 4, 5, and 6 to the cleaning schedule one day per week during the period October 1 — February 28 123 Truxton Avenue, Forl Walton Beach, Florida 32547 Office: $50.863,1530 Fax: 850.862.4589 E-Mail: jmenabb@horizonsfwb.com 3, The requested contract amount is based on factors to include: a. Required direct labor costs to complete scope, This contract employs 3 people who do not have disabilities and 17 people who have disabilities to include physical disabilities, hearing impairment, intellectual disabilities, autism, cerebral palsy, chronic mental health conditions, and severe pulmonary disease, b. Non-direct labor (crew supervision) on Supply, equipment, and labor management d. Payroll costs to include FICA, FUTA, SUTA, Worker’s Compensation, and payroll expense €. Proportional expense for health insurance benefits for workers f. Cleaning chemicals g. Bathroom paper products; can liners; gloves; small equipment h, Proportional expense for vehicles and large equipment i. General liability insurance as a factor of direct labor j. Employee expense such as drug testing and background screening k. Contingency allowance (5%) 1, General and Administrative costs 4, Excess revenue above expenses is used to provide services and supports to residents of Okaloosa County who have developmental and other disabilities. Horizons provides a broad range of services to over 400 people of all ages diagnosed with autism, cerebral palsy, Prader-Willi syndrome, Down syndrome, and intellectual disabilities, Services include providing people who have the most significant disabilities a home and supports necessary for community living, pre-vocational and vocational training, employment services, behavior services, medical management, financial management, hygiene management, transportation, child care, caregiver and parent training, Horizons employs 165 staff to support our mission: "To create a path from disability to capability by providing exceptional services so people ofall ages can work, play, learn, achieve personal goals, and live meaningful lives." 5. Reconciliation/Accountability: A billing schedule will be developed based on a per park/per day rate, Horizons will bill the county for services monthly, based on the per park/per day rate and adjusting for days the parks are closed due to weather or other conditions. Horizons will maintain documentation noting any dates on which services are not performed. Dates of service will be included on the invoice. Horizons requests that any performance issues are brought to the supervisor’s attention immediately upon discovery and that reports include the date, time, location, and problem, 123 Truxton Avenue, Fort Walton Beach, Florida 32547 (850) 863-1530 Fax (850) 862-4589 MAY 89 Rec’D EXHIBIT I SCOPE OF WORK Marler Park $66,774 Frequency: March 1 - September 30 Clean facility 7 days per week October 1 — February 28 Clean facility 2 days per week Equipment and Products: Horizons supplies all equipment and supplies to complete this work Scope Clean counters, sinks, toilets, stalls, sweep and mop floors Restock paper Pick up litter from grounds and parking lot Empty trash cans, replace liners Clean grills Complete afternoon check to include emptying trash, replacing liners, and restocking all paper *Power wash picnic tables 2 times per year *Empty additional trash cans from boat/trailer parking lot *Pick up litter from boat/trailer parking lot Beasley Park $36,422 Frequency: March 1 -— September 30 Clean facility 7 days per week October 1 — February 28 Clean facility 2 days per week Equipment and Products: Horizons supplies all equipment and supplies to complete this work . Scope Clean counters, sinks, toilets, stalls, showers; sweep and mop floors Restock paper Pick up litter from grounds and parking lot Empty trash cans, replace liners Clean prills Complete afternoon check to include emptying trash, replacing liners, and restocking all paper *Pick up litter from turn lane into park *Blow sand from walk ways Access Way 1 $18,211 Frequency: March 1 — September 30 Clean facility 7 days per week October 1 — February 28 Clean facility 2 days per week Equipment and Products: Horizons supplies all equipment and supplies to complete this work Scope Clean counters, sinks, toilets, stalls, showers; sweep and mop floors Restock paper Pick up litter from grounds and parking lot Empty trash cans, replace liners Clean grills Complete afternoon check to include emptying trash, replacing liners, and restocking all paper *Keep shower trench free of sand *Pressure wash picnic tables 2 times per year Access Ways 2, 3, 7 $10,062 Frequency: March 1 — September 30 Clean facility 4 days per week October 1 — February 28 Clean facility 1 day per week Equipment and Products: Horizons supplies all equipment and supplies to complete this work Scope Clean counters, sinks, toilets, stalls, showers; sweep and mop floors Restock paper Pick up litter from grounds and parking lot Empty trash cans, replace liners Clean grills Complete afternoon check to include emptying trash, replacing liners, and restocking all paper *Keep shower trench free from sand *Pressure wash picnic tables 2 times per year Access Ways 4, 5, 6 $7,080 Frequency: March 1 — September 30 Litter and Trash 4 days per week October 1 — February 28 Litter and Trash 1 day per week Equipment and Products: Horizons supplies all equipment and supplies to complete this work Scope *Pick up litter from grounds and parking lot *Empty trash cans, replace liners *Denotes additional work beyond scope of current contract Total Contract: $138,549.00 Horizons of Okaloosa County, Inc. Billing Schedule for Fiscal Year 2014-2015 Month: October November December January February March April May June July August September Totals: 3600 3600 3600 3600 3600 12600 12600 12600 12600 12600 12600 12600 106200 Marler, Beasley Accessways Accessway 1 600 600 600 600 600 2400 2400 2400 2400 2400 2400 2400 19800 Accessways 300 300 300 300 300 1200 1200 1200 1200 1200 1200 1200 9900 Two times per year 1324.5 1324.5 2649 Total Billing: 5824.5 4500 4500 4500 4500 17524.5 16200 16200 16200 16200 16200 16200 138549 TOURIST DEVELOPMENT DEPARTMENT CONTRACT APPROVAL FORM CONTRACTOR NAME: HORIZONS (C08-1592-TDC) PURPOSE: BEACH PARKS BATHROOM CLEANING SERVICES TERM: 1 year beginning on October 1, 2014 with automatic renewals AMOUNT: NOT TO EXCEED $138,549 I have reviewed the above-referenced Contract and find it to be in compliance with the Tourist Development Department Operations & Procedures Manual, the Okaloosa County Purchasing Manual and applicable local, state and federal laws, rules and regulations. (Initial applicable authorization) LI This approval authorizes the contract to be entered into by the County and executed by the appropriate authorizing official in accordance with the Okaloosa County Purchasing Manual. _ This approval authorizes the payment under the Contract to be processed for payment. APPROVED AS TO FORM AND LEGALITY: SS TDD ATTORNEY oS LYNN HOSHIHARA JUNE 30, 2014