Okaloosa County BOCC — May 15, 2013 — reading text

& Sewer. BACKGROUND: Okaloosa County Water & Sewer purchased the buildings on the East side of Oddfellow Road (directly west of the North parking lot for the Water & Sewer Administration Building) in 2006. The purchase price was $440,000.00 on a five year note at 5% interest. The final of five annual payments in the amount of $76,867.73 was paid on October 6, 2011. Mr. Joe Swales has submitted a Letter of Intent (LOI) to renew and a copy of his liability insurance. This lease would be for the standard one year term with the ability for the lessee to extend for two additional one year terms if desired. The annual rent for this lease is $4,800.00. OPTIONS: Approve or deny the Lease Agreement for Mr. Joe Swales. RECOMMENDATIONS: Staff recommends approval by the BCC to authorize the Chairman to execute the Lease Agreement with Mr. Joe Swales for unit 1310C Oddfellow Road, Fort Walton Beach, FL. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: May 21, 2013 TO: Honorable Chairman and Members of the Board FROM: John Hofstad SUBJECT: Lease of Motor graders DEPARTMENT: Public Works BCC DISTRICT: 1 and 3 STATEMENT OF ISSUE: Bids were opened April 25, 2013. Bids were received from five (5) companies (see attached tabulation). Cowin Equipment company (Pensacola, FL) is the low bidder meeting specifications with a lease price per grader of $15,976.56. BACKGROUND: Public Works currently holds two leases with ASC Volvo - Kansas State Bank of Manhattan (4 units per lease). The current leases expire on 06/15/2013 (4 units) and 01- 15-2014 (4 units). The current lease cost is $20,370.96 per grader for the lease expiring in June and $18,745.92 per grader per year for the lease expiring in January 2014. Cowin Equipment's bid also include the longest warranty period. Funding for the 1st four (4) units would come from the FY 12/13 budget. The additional four (4) units would be budgeted in the FY 13/14 budget. OPTIONS: Approve or Reject RECOMMENDATION: Staff recommends awarding the leases to Cowin Equipment Company, they being the low bidder meeting specifications and authorize the execution of the leases. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: May 21, 2013 TO: Honorable Chairman and Members of the Board FROM: John Hofstad SUBJECT: State Road 85 - Highway Beautification DEPARTMENT: Public Works BCC DISTRICT: 2 Statement of Issue: Okaloosa County has received a Roadside Beautification Assistance Program Grant from the Florida Department of Transportation (FDOT) for improvements to State Road 85 in Shalimar. A Joint Participation Agreement (JPA) has been created between the State of Florida Department of Transportation and Okaloosa County which requires execution by the Board of County Commissioners. Background and Analysis: On June 19, 2012, the Okaloosa County Commissioners approved support for the construction of one "Emerald Coast Gateway Project". The project consists of landscape design of State Road 85 from 690 ft. North of the median end at Loblolly Drive to 795 ft. South of the median end at Sunset Boulevard in Shalimar. The project will include a new underground, automated, irrigation system (with a pump and well water source) and the landscape plantings (Sabal Palms, Crepe Myrtles, Oleander, Dwarf Oleander, Bottle Brush, Plumbago, Lantana and Muley Grass). Under the Joint Participation Agreement, the County shall furnish services to undertake and complete the project on or before May 31st, 2014. The Department of Transportation will reimburse the County for direct project costs in the amount of $100,000. In addition, upon completion Okaloosa County shall have sole responsibility for permanently maintaining the subject landscaping in accordance with state standards. Continued maintenance includes; mowing, fertilization, weeding, edging, pruning, irrigation repair and the replenishment of mulch materials. In-house maintenance costs are estimated to be $26,000 per year; past discussion by the Board of County Commissioners have indicated that these costs would be borne by the Tourist Development Department. This is the largest of several "Gateway" roadway enhancement projects identified by the Ft. Walton Beach Chamber of Commerce in the visioning campaign to promote the Emerald Coast. After receiving buy in from all municipalities the Chamber is now ready to move forward. As their share of the project, the Ft. Walton Beach Chamber contracted with a Landscape Architect for the project design and permitting. Approval of the JPA with the FDOT will secure the $100,000 funding for this project. Options: Approve/Disapprove execution of the Joint Participation Agreement for roadway beautification. Recommendation: Authorize the Chairman to execute the Joint Participation Agreement with the Florida Department of Transportation and approve funding for continued permanent maintenance from the Tourist Development Department. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator  Financial Project No.: 416533-8-58-23 STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION ROADSIDE BEAUTIFICATION ASSISTANCE JOINT PARTICIPATION AGREEMENT This Agreement is between the STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION, “DEPARTMENT,” and OKALOOSA COUNTY, “COUNTY.” 1. The DEPARTMENT has the authority, under Section 334.044(26), Florida Statutes, to enter into this Agreement; and 2. A Roadside Beautification Assistance Program has been created by Section 334.044(26), Florida Statutes, to “provide for the conservation of natural roadside growth and scenery and for the implementation and maintenance of roadside beautification programs”; and 3. The COUNTY has certified to the DEPARTMENT that it has met the eligibility requirements of said Section 334.044(26), Florida Statutes; and 4. The DEPARTMENT shall reimburse the COUNTY for direct costs under FP ID: 416533-8-58-23 for costs directly related to landscape of State Road 85 from North of Loblolly Drive to South of Sunset Boulevard , hereinafter referred to as the “PROJECT”; and 5. The COUNTY has authorized the Mayor or COUNTY Official to enter into this Agreement; NOW, THEREFORE, in consideration of the mutual covenants, promises and representations contained herein, the parties agree as follows: 6. The recitals in paragraphs 1-5 above are true and correct and are made a part of this Agreement. 7-SERVICES AND PERFORMANCE A. The COUNTY shall furnish the services with which to undertake and complete the PROJECT. Said PROJECT consists of Landscaping, Irrigation and other related materials to establish and maintain the project, as further described in Exhibit A (Scope of Services), attached hereto and made a part hereof. B. The COUNTY agrees to undertake and complete the PROJECT in accordance with all applicable statutes, rules and regulations, including DEPARTMENT standards and specifications. The COUNTY shall take the necessary steps to insure the PROJECT is completed within state or COUNTY right-of-way, or an appropriate easement has been acquired for off right-of-way actions. The COUNTY shall be responsible for obtaining clearances/permits required for the PROJECT from the appropriate permitting authorities. 1  i). The parties agree that this Agreement shall act as the COUNTY’S permit from the DEPARTMENT to perform the PROJECT. However, if the PROJECT requires bore work to be performed, the COUNTY shall obtain a permit from the DEPARTMENT prior to performing the bore work. ii). The COUNTY shall notify the DEPARTMENT field office responsible for overseeing the PROJECT at least 48 hours prior to beginning work on the PROJECT. C. Upon completion of the PROJECT, the appropriate COUNTY representative shall certify to the DEPARTMENT the project has been completed in accordance with the “Project Concept Report” (if applicable) and project plans and specifications. D. The DEPARTMENT will be entitled at all times to be advised as to the status of work being done by the COUNTY and of the details thereof. Therefore, the COUNTY shall provide a monthly report to the DEPARTMENT project manager. E. If the COUNTY hires a consultant, it must certify that its consultant has been selected in accordance with the Consultants Competitive Negotiation Act (Section 287.055, Florida Statutes). F. The COUNTY shall not sublet, assign or transfer this Agreement without prior written consent of the DEPARTMENT. G. The COUNTY shall have sole responsibility for maintaining the subject landscaping according to state standards, as well as stipulations outlined in Exhibit “B” both during and after completion of the PROJECT. H. The COUNTY: i). Shall utilize the U.S. Department of Homeland Security’s E-Verify system to verify the employment eligibility of all new employees hired by the COUNTY during the term of the contract; and ii). Shall expressly require any subcontractors performing work or providing services pursuant to the state contract to likewise utilize the U.S. Department of Homeland Security’s E-Verify system to verify the employment eligibility of all new employees hired by the subcontractor during the contract term. 8-TERM A. The COUNTY shall commence the project activities subsequent to the execution of this Agreement and said activities shall be performed in accordance with the following schedule: i). The PROJECT is to be completed on or before May 31, 2014. 2  B. This Agreement shall not be renewed. This Agreement shall expire on the date of which the PROJECT is to be completed unless the COUNTY submits a written request for an extension of time and the DEPARTMENT’s District Secretary or Designee grants a written extension prior to expiration of the Agreement. 9-COMPENSATION AND PAYMENT A. i) The DEPARTMENT shall reimburse the COUNTY for direct costs of the PROJECT. The parties agree that DEPARTMENT’s maximum participation is ONE HUNDRED THOUSAND and 00/100 DOLLARS ($100,000.00). Any additional costs, such as design of the project or other items not covered by this Agreement, shall be the COUNTY's sole responsibility. ii) The COUNTY shall submit one invoice (3 copies) plus supporting documentation required by the DEPARTMENT to Production Management, 1074 Highway 90, Chipley, FL, 32428, for approval and processing. iii) The DEPARTMENT shall reimburse the COUNTY upon receipt of a properly submitted invoice and supporting documentation. Supporting documentation shall include a copy of the cancelled check tendered by the COUNTY to the consultant/contractor who performed the work under the PROJECT. Supporting documentation shall also include dates of services and items of work performed on the PROJECT. iv) Invoices shall be submitted by the COUNTY in detail sufficient for a proper pre-audit and post-audit thereof, based on quantifiable, measurable and verifiable deliverables as established in Exhibit “A,” Scope of Services and Project Plans when approved by the DEPARTMENT. Deliverables must be received and accepted in writing by the DEPARTMENT’s Project Manager or