Okaloosa County BOCC — July 15, 2014 — reading text

and both projects will be bid together with an anticipated construction duration of 180 days. OPTIONS: Approve/Disapprove the request to advertise the RFB and administer the construction contract for Grant Agreement No. S0697 for the Tanglewood and Overbrook Stormwater Basin Improvements. RECOMMENDATIONS: Approve the request to advertise the RFB and administer the construction contract for Grant Agreement No. S0697 for the Tanglewood and Overbrook Stormwater Basin Improvements. RECOMMENDED BY: Packet Pg. 399 APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 400  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: July 15, 2014 TO: Honorable Chairman and Members of the Board FROM: John Hofstad SUBJECT: Final Payment - 12th Avenue Sidewalk Addition LAP DEPARTMENT: Public Works BCC DISTRICT: 2 STATEMENT OF ISSUE: Main Street Construction Services, LLC contracted with Okaloosa County to perform the work associated with the 12th Avenue Sidewalk Addition LAP Project. All work has been completed and found to be in compliance with the approved plans and specifications. Substantial Completion was achieved on April 24, 2014 and Final Acceptance of the project was given on May 15, 2014 after a final inspection was conducted by Genesis CEI and County representatives. The Contractor has submitted a final invoice along with all required documentation and is requesting final payment including release of retainage. BACKGROUND AND ANALYSIS: On October 10, 2013 Okaloosa County entered into a contract with Main Street Construction Services, LLC to perform the work associated with the 12th Avenue Sidewalk Addition LAP Project. Through the course of the project there were two change orders resulting in a net decrease of $4,940.00 with 12 added contract days (due to weather). This total change order amount includes balancing estimated plan quantities with final installed quantities used to complete the project. Main Street Construction Services, LLC has requested that final payment be made for all work performed. A final pay application for the contract balance of $9,086.28 is attached. This final pay request will release all retainage and cause the work to enter the one year performance warranty period. OPTIONS: Approve/Disapprove final payment to Main Street Construction Services, LLC in the amount of $9,086.28 for work associated with the 12th Avenue Sidewalk Addition LAP Project. RECOMMENDATION: Approve final payment to Main Street Construction Services, LLC in the amount of $9,086.28 for work associated with the 12th Avenue Sidewalk Addition LAP Project. RECOMMENDED BY: Packet Pg. 401 APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 402 Packet Pg. 403 Packet Pg. 404 Packet Pg. 405 Packet Pg. 406 Packet Pg. 407 Packet Pg. 408 Packet Pg. 409 Packet Pg. 410 Packet Pg. 411 Packet Pg. 412 Packet Pg. 413 Packet Pg. 414 Packet Pg. 415  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: July 15, 2014 TO: Honorable Chairman and Members of the Board FROM: John Hofstad SUBJECT: Event Permit - Emerald Coast 2014 Fall Classic Volleyball Event DEPARTMENT: Public Works BCC DISTRICT: Two STATEMENT OF ISSUE: Southern Events Management, Inc., has requested permission to utilize county beach area to conduct a five day volleyball tournament. BACKGROUND and ANALYSIS: County Ordinance #13-07 (regulation of county recreational areas, including parks and beaches) addresses Special Events at county parks, beaches, or recreational areas within Okaloosa County. A request has been received from Southern Events Management, Inc., to conduct a five day volleyball tournament near the Boardwalk on Okaloosa Island. The event would take place beginning Wednesday, Oct. 1st and would continue through Sunday, Oct. 5th between the hours of 7:30 A.M. and 5:00 P.M. each day. Setup for the event would begin Monday, Sept. 29th and final break down would take place Monday, Oct. 6th. This request has been reviewed by Public Works, Public Safety, the Sheriff’s Office and the Tourist Development Department. The Lessee at the Boardwalk has concurred with the request. OPTIONS: Approve/Disapprove RECOMMENDATIONS: Approve the request for a Special Event permit for Southern Events Management to conduct a 5-day volleyball tournament to be held on the County beach adjacent to the Boardwalk on Okaloosa Island. RECOMMENDED BY: APPROVED BY: Packet Pg. 416 Ernie Padgett, County Administrator Packet Pg. 417 Packet Pg. 418 Packet Pg. 419 Packet Pg. 420 Packet Pg. 421  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: July 15, 2014 TO: Honorable Chairman and Members of the Board FROM: John Hofstad SUBJECT: Seeking Approval to Purchase Class 1 Rip Rap. DEPARTMENT: Public Works BCC DISTRICT: All STATEMENT OF ISSUE: [PW] Seeking approval to purchase Class 1 Rip Rap from Southern Rock & Lime for the Gilmore Road Project. BACKGROUND & ANALYSIS: The Public Works Department has requested the purchase of class 1 rip rap for the construction of Gilmore Road. The amount of rip rap needed was not anticipated as part of the initial project design/estimate. Bids were solicited through Purchasing and three bids were received. Southern Rock and Lime submitted a bid meeting specifications for a total cost of $57,776.25. The total funding approved for the project in the FY14 Local Option Gas Tax (LOGT - 3202) account was $150,000. Public Works staff is requesting the Board also approve exceeding the $150,000 project budget for the purchase of the rip rap. Due to storm and other project delays, it is unlikely that the Road Department will get to placement of all of the Asphalt Millings projects this year. The asphalt millings account has a balance of $100,000 that can be utilized to fund the over run for Gilmore Road. OPTIONS: Approve/Deny purchase of class 1 rip rap from Southern Rock and Lime and approve the transfer of funding. RECOMMENDATION: Staff recommends approving purchase of class 1 rip rap from Southern Rock and Lime in the amount of $57,776.25and approve the transfer of funding from 3202-553038 Materials-Millings to 3202-563162 Gilmore Road. . RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 422 Packet Pg. 423 Packet Pg. 424 Packet Pg. 425 Packet Pg. 426  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: July 15, 2014 TO: Honorable Chairman and Members of the Board FROM: Ed Schroeder SUBJECT: IMap Software - 50% advance payment DEPARTMENT: Tourist Development Department BCC DISTRICT: STATEMENT OF ISSUE: Request approval for payment in advance for 50% of first-year interactive floor plan software costs for the Emerald Coast Convention Center. BACKGROUND: iMap Multimedia provides an interactive floor plan service allowing people to virtually tour the Emerald Coast Convention Center online. Visitors to emeraldcoastconventioncenter.com will simply click on the landing page floor plans and be able to link out to the iMap site which hosts all the convention center’s diagrams and pictures in an interactive format that gives clients the ability to see rooms and determine how their event will fit within the convention center’s space. Although the software doesn’t in anyway touch the county network, Tourist Development sought and obtained Information Systems concurrence with the purchase. The total package price is $11,760 for the first year, including the first year’s license fee. The annual license fee of $1,960 is recurring every year thereafter. There is a considerable amount of resource requirements to customize the software to meet the specific needs of the Emerald Coast Convention Center, and advanced payment is industry standard practice. iMap’s official policy is to receive 50% of payment upon agreement acceptance to secure and schedule in the project and help fund the development cost for the project, with the other 50% upon projection completion. There is no exception to this policy and iMap can only engage in delivering projects under this payment arrangement presented in the proposal. Pursuant to Section E.700(2) of the Tourist Development Department Operations and Procedures Manual, no advancement of funds will be issued unless specifically approved by the Board. Pursuant to the State Chief Financial Officer’s Reference Guide for State Expenditures, advance payment may be made if the payment results in savings equal to or greater than the amount earned by investing the funds and paying later or if the payment is essential to the operations of the agency and the goods or services are available only if advance payment is made. In this particular case, the services are available only if advance payment of 50% of first-year cost of $11,760 is made. OPTIONS: Approve or Disapprove RECOMMENDATION: Approve payment in advance for 50% of first-year interactive floor plan software costs for the Emerald Coast Convention Center. Packet Pg. 427 RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 428 Packet Pg. 429 Packet Pg. 430 Packet Pg. 431 Packet Pg. 432 Packet Pg. 433 Packet Pg. 434 Packet Pg. 435 Packet Pg. 436 Packet Pg. 437 Packet Pg. 438 Packet Pg. 439 Packet Pg. 440 Packet Pg. 441 Packet Pg. 442 Packet Pg. 443 Packet Pg. 444 Packet Pg. 445 Packet Pg. 446 Packet Pg. 447 Packet Pg. 448 Packet Pg. 449  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: July 15, 2014 TO: Honorable Chairman and Members of the Board FROM: Ed Schroeder SUBJECT: Sport Fishing TV Promotional Marketing Opportunity DEPARTMENT: Tourist Development Department BCC DISTRICT: STATEMENT OF ISSUE: Request approval of an amount not-to-exceed $15K from Promotional Reserve for a 30-minute sport fishing television episode, online video production, and print and online editorial. BACKGROUND: The Tourist Development Department was approached in late June about a 30-minute television episode showcasing Destin fishing. The episode would air 76 times during the year on nine networks, including the World Fishing Network. The $10K cost includes a sport fishing television episode, online video production, and print and online editorial, with the objective of increasing visitation and lodging facility occupancy. Additionally, meals, accommodations, and transportation are estimated at $5K. However, based on when filming occurs, a large portion of these ancillary expenses may be covered by industry partners. The Consolidated Strategic Marketing Plan (SMP) adopted by BCC on May 6, 2014 includes a Promotional Reserve category in the amount of $150,061. Funding in the amount of $80,699