Okaloosa County BOCC — May 17, 2013 — March 19 Regular — reading text

alternative services he performed were not appropriate. He said this could be resolved if $14,900 in TDD money is transferred to the BP fund the Clerk was asked to set up. Mr. Harris made motion to approve Mr. Stewart’s recommendations. Mr. Amunds asked if this item could be placed on the next agenda. Mr. Stewart suggested this item be deemed closed. Mr. Stewart said one last item deals with whether or not criminal affidavits should be filed. He stated all information has been given to the Sheriff and State Attorney. Mr. Stewart was of the opinion the county should not be proactive in filing affidavits. PURCHASING – RESTORE ACT CONSULTING SERVICES RFP AND SELECTION OF REVIEW COMMITTEE Mr. Richard Brannon, Purchasing Director, presented a draft Request For Proposals (RFP) for RESTORE Act consulting services for Board consideration. The following list of individuals was recommended for the selection committee: Richard Brannon (Purchasing), Clay Simmons (Public Works), Elliot Kampert (Growth Management), Jim Trifilio (Tourist Development, Mark Wise (Water & Sewer), and a commissioner, if desired. Mr. Parisot had no issue with the RFP but recommended the individuals on the selection committee be at the department head level. Mr. Parisot made motion, seconded by Mr. Harris, to go forward with the RFP and to appoint the following individuals to the selection committee: Public Works Director John Hofstad, County Administrator Jim Curry, Growth Management Director Elliot Kampert, Tourist Development Director Daniel O’Byrne, Finance Director Gary Stanford, and Commissioner Dave Parisot. 5 yeas. PURCHASING – SALE OF MARQUIS YACHT Mr. Brannon stated on June 5, 2012, the Board approved the sale of the 2011 Marquis Yacht. Boat Brokers Inc. of Fort Walton Beach was contracted to sell the yacht. On July 12, 2012, the Board designated the County Administrator, the County Attorney, and the Chairman of the Board to review offers, determine if they were acceptable, and to give guidance to the Purchasing Director. Subsequently, on March 5, 2013, the Chairman March 19, 2013 -36- Minute Book 69, Page Okaloosa County Board of County Commissioners delegated his role on this review committee to Commissioner Windes. Mr. Brannon stated an offer has been received to buy the yacht for $458,000. The offer is from an outside broker to the county’s broker and would result in a 10% broker fee (5% to the county’s broker and 5% to the outside broker). The net proceeds to the county would be $412,200. Mr. Brannon requested clarification on which county representative will have authority to close the sale if the offer is accepted. Upon inquiry by Mr. Amunds, Mr. Brannon stated the insurance on the yacht is due next month and will cost $10,000. He also advised the storage fees and the fee to keep it clean are just under $300 per month. Mr. Brannon reported $3,000 was spent on repairs. Mr. Windes said as much as he does not like it, we are taking a beating on the sale of this boat but he thinks it is the way to go. He pointed out it will be a never ending cycle and it is time to cut and run. Mr. Harris said he agrees completely. Mr. Stewart commented they are looking at making up the difference but it may be difficult to recoup the losses. Mr. Windes made motion, seconded by Mr. Harris, to accept the offer and to sell the yacht. 5 yeas. PURCHASING – PROPOSED REVISIONS TO THE COUNTY PURCHASING MANUAL Mr. Brannon stated much time has been devoted to the proposed revisions of the Purchasing Manual. He credited Lynn Hoshihara with Nabors, Giblin & Nickerson for putting it together. However, Mr. Brannon reported the document is not complete and more revisions are suggested. He said the purpose of bringing it forward today is to give the Board two weeks to look it over and consider adoption at the next meeting. Mr. Brannon reiterated that he does not recommend adoption at this time. He thanked Mr. Stanford and his staff for their assistance in this project. Ms. Hoshihara gave a cursory summary of the subject matter which was revised. Key changes were made in the following areas: • Contracts, leases and non-grant agreement policies and procedures have been incorporated into the Purchasing Manual March 19, 2013 -37- Minute Book 69, Page Okaloosa County Board of County Commissioners  • All forms are compiled in a section titled “Form Appendices” • Code of Ethics provisions have been expanded • Direct payments have been addressed • The travel policy has been strengthened • Emergency purchase procedures have been clarified • Purchasing card policies and procedures expanded • Bids, RFPs and RFQs more detailed • Contract/lease payment approval forms now require authorizing employee/official’s signature rather than initials RECESS – The meeting was recessed at 5:05 p.m. and reconvened at 5:10 p.m. PUBLIC WORKS – AMENDMENT NO. 4 TO TASK ORDER NO. 3 WITH ATKINS NORTH AMERICA, INC. FOR EXPANSION OF MARLER PARK BOAT RAMP PARKING AND CONVENTION CENTER EXHIBIT PAD Mr. John Hofstad, Public Works Director, presented for approval Amendment No. 4 to Task Order No. 3 with Atkins North America, Inc. for the design, permitting, construction inspection, and long-term monitoring of the expansion of the Marler Park Boat Ramp Parking project and the Emerald Coast Convention Center exhibit pad project. The not-to-exceed cost of the amendment is $14,078. Mr. Parisot made motion, seconded by Mr. Boyles, to approve Amendment No. 4 to Task Order No. 3 with Atkins North America. 5 yeas. PUBLIC WORKS – STAFF DIRECTION REGARDING REQUEST FROM CITY OF LAUREL HILL FOR PAVING ASSISTANCE Mr. Hofstad requested direction regarding a request from the City of Laurel Hill for assistance in the form of equipment and labor for resurfacing local roads (Sunnyside Avenue and Steel Mill Creek Road). The work will require the asphalt crew and equipment for approximately two days to complete. Total cost for the county’s efforts (labor and equipment use) is estimated at $27,000. Mr. Harris commented they need help and made motion, seconded by Mr. Boyles, to approve the request for assistance. 5 yeas. March 19, 2013 -38- Minute Book 69, Page Okaloosa County Board of County Commissioners PUBLIC WORKS – PROPOSAL FROM WASTE MANAGEMENT FOR ENHANCED RECYCLING Mr. Hofstad pointed out this topic has been before the Board several times. The Board authorized advertising for a public hearing to solicit comments regarding franchising commercial garbage collection services throughout the five franchise areas of unincorporated Okaloosa County. Some commissioners expressed interest in how this advertisement would affect potential negotiations with Waste Management for enhanced recycling. Mr. Hofstad reported Waste Management submitted an enhanced recycling initiative recently which is essentially the same as their December proposal. The Board chose to forego countywide 1+1+1 services when the proposal was made in December and wait until 2016 and advertise for competitive bids for the service. Waste Management responded to an inquiry on the cost of keeping the 96-gallon recycling carts in use in pilot project areas. A letter from Domenica Farmer, District Manager for Waste Management, dated March 8, 2013, presented the following two options for leaving the 96-gallon carts in place: • adding $1.90 per home per month for the 2,300 homes in the current pilot project areas (maintenance will be the responsibility of Waste Management), or • Okaloosa County can purchase the carts for $130,000 (maintenance will be the responsibility of the county) Mr. Amunds said he cannot see purchasing the carts for $130,000 and feels that should be off the table. He stated the Board is faced with increasing the cost for the service to those homes in the pilot areas whether they want it or not. Mr. Parisot also questioned an additional cost to those home owners and said he feels we are at a standstill with Waste Management and he is resigned to deal with the issue in 2016. Mr. Amunds advised there will be no action and we will stay with the 2+1+1 service. PUBLIC WORKS – BIOMASS ESTIMATE PROJECT PRESENTATION Mr. Hofstad stated Commissioner Windes requested a recap on the Biomass Estimate Project. Last October, Okaloosa County received a $500,000 grant award from the Gulf Tourism and March 19, 2013 -39- Minute Book 69, Page Okaloosa County Board of County Commissioners Seafood Promotional Fund. He advised that Scott Henson has prepared a PowerPoint presentation but given the late hour and the fact the project is currently on the street, this item could be delayed until the bid and contract consideration is brought back to the Board which will probably be on April 16. Upon inquiry, Mr. Hofstad stated the Board is under no obligation and if it chooses not to go forward the money will be returned to BP. Mr. Amunds directed this item to be returned at a later meeting. PUBLIC WORKS – APPROVAL TO ADVERTISE FOR ENGINEERING SERVICES AND ESTABLISH SELECTION COMMITTEE Mr. Hofstad requested approval to advertise for engineering services. Current contracts will expire on September 30, 2013. He noted there have been ongoing contracts for eight years and he feels it would be beneficial to “put it on the streets.” Mr. Hofstad recommended the following individuals be appointed to the selection committee: Commissioner Boyles, Public Works Director John Hofstad, County Engineer Jason Autrey, Road & Parks Manager Clay Simmons, and Water & Sewer Deputy Director Mark Wise with Purchasing Director (or designee) as the facilitator and alternate. Mr. Harris made motion, seconded by Mr. Parisot, to authorize advertising for engineering services for the Public Works Department and to approve the selection committee as above identified. 5 yeas. PUBLIC WORKS – APPLICATION FOR GRANT FOR LAARS B REEF CONSTRUCTION Mr. Hofstad requested approval for staff to submit an application for construction of an artificial reef array through a grant funded by the Gulf Seafood and Tourism Promotional Fund. He said staff recommends construction of the reef in LAARS B. Mr. Hofstad said the funds would be used to deploy materials to the site. He also asked for authorization for the Chairman to sign the grant agreement if awarded and any other associated grant documents. Mr. Windes made motion, seconded by Mr. Parisot, to approve the department head’s requests. 5 yeas. OLD BUSINESS – LEGISLATIVE TRIP TO WASHINGTON D.C. Mr. Harris spoke briefly about his trip to The Capitol, saying this was the best trip in the three years he has gone. He said he spoke with many people, including Congressman Jeff Miller, Senator Marco Rubio’s Community Director, and someone from March 19, 2013 -40- Minute Book 69, Page Okaloosa County Board of County Commissioners Senator Bill Nelson’s office. The picture was grim with the primary concern about sequestration, saying there is no funding available. With regard to the county’s priority of a traffic control tower at the Destin Airport, he said they are closing 180 towers across the country and 20 of them are in Florida. Mr. Harris termed funding for the Destin tower as a moot point in light of this information. On the brighter side, Mr. Harris stated he met with EDA Director Barrett Brogga who was excited about the Fairchild Road project. He advised the Foy Shaw Boulevard (entrance to Bob Sikes Airport) was not in Mr. Brogga’s purview. Mr. Harris said he asked EDC Interim Director Kay Rasmussen to prepare a package on Fairchild Road for the EDA Director. Mr. Curry said it was decided presentation of the document prepared by