Okaloosa County BOCC — November 17, 2015 — County Contract Review Coordination Sheet — reading text

CONTRACT & LEASE INTERNAL COORDINATION SHEET Contract/Lease Number: Tracking Number: /5 30 )5S Coronk — C12-]935-Ws Contractor/Lessee(%ame 4W éfir\q’. Y Date/Term: / ! It } 19 u)/} 2= afl—zfiu Joneve. [ GREATER THAN $50,000 Amount: . flz%‘“j 1 $25,000 Department: "\/S /flw o 35S Dept. Monitor Name: Ofi#@%/fq /6/% M Document has been reviewed and includes any attac%ts or exh Lo \,J’ M Grant Funded: YES____ NO Purpose Purchasing Coordination W Date: ? 3 d ’/ 5 urchasn Manager %Emgnee Joanne Kublik or Sunnie Estes Risk Management Review Approve as written: MM’ é ; %W v Date: / D "C"/(dv kkfian}ager or defgl\ee Laura Porter or Krystal King N County Attorney Review Approved as wntt% one L) ~ly= (B Co ty At{\n‘y \Glre'gory T. Stewart, Lynn Hoshihara, Kerry Parsons or designee Following Okaloosa County approval: Contracts & Grants Document has been received: Date: Contracts & Grants Manager Darren L. Alford m From: Joanne Kublik Sent: Monday, October 26, 2015 10:14 AM To: Mark Wise Cc: Darren L. Alford Subject: RE: Fort Bend Services - County Contract Review Yes, that’s fine, Mark. As far as Purchasing is concerned, we are fine with the changes and | do not believe we need the consent of Risk since that has been approved. Let me know if you have any other questions. Thanks, Jo Joanne Kublik, FCCM Contracts and Lease Coordinator Okaloosa County Purchasing Department 602-C North Pearl Street Crestview, Florida 32536 (850) 689-5960 jkublik@co.okaloosa.fl.us 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, October 26, 2015 9:40 AM To: Darren L. Alford; Joanne Kublik Subject: Re: Fort Bend Services - County Contract Review Jo, If we get an OK from Purchasing and Risk Management, when we do the agenda request, we can print out the emails and put them in the same doc as the Coordination Sheet (right behind it). I've done it plenty of times this way in the past for little changes after the Coordination Sheet was signed. OK? Thx, Mark From: Darren L. Alford Sent: Monday, October 26, 2015 08:32 AM To: Parsons, Kerry <KParsons@ngn-tally.com>; Mark Wise; Joanne Kublik; Zan Fedorak; Laura Porter Cc: Jeff Littrell; Lynn Hoshihara; Greg Stewart Subject: RE: Fort Bend Services - County Contract Review Thank you Kerry, Team, I am still in possession of the original packet which includes the Coordination Sheet(TN#1530-15), Contract Agreement, Scope of Work and Sole Source form w/justification. Do | need to send this back via currier and if so, to whom do | direct it to? Darren L. Alford ST AN A S S R S SRS From: Parsons, Kerry <KParsons@ngn-tally.com> Sent: Monday, October 26, 2015 7:16 AM To: Mark Wise; Joanne Kublik; Zan Fedorak; Laura Porter Cc: Darren L. Alford; Jeff Littrell; Lynn Hoshihara; Greg Stewart Subject: RE: Fort Bend Services - County Contract Review Approved for legal sufficiency. From: Mark Wise [mailto:mwise@co.okaloosa.fl.us] Sent: Wednesday, October 21, 2015 11:38 AM To: Joanne Kublik; Zan Fedorak; Laura Porter; Parsons, Kerry Cc: Darren L. Alford; Jeff Littrell; Lynn Hoshihara; Greg Stewart Subject: Fort Bend Services - County Contract Review Hi Team, Please recall the sole source polymer contract with Fort Bend Services that we have been coordinating. As a reference, attached is pdf file that contains that the signed Coordination Sheet, unexecuted contract, Scope of Work, and Sole Source Data Form (with justification page). The current contract is written around the standard County contract terms of 3 years plus the possibility of two 1-year renewals, for a period of 5 years. From talking with Lynn, my understanding is that those terms are not necessary a “one size fits all” approach, and they are primarily intended for contracts for good and services that are bid out — not necessarily for sole source contracts. In talking with Fort Bend Services about this contract, it appears they are willing to leave their price fixed for up to a 10 year period with possible market rate adjustments with the published Producers Price Index (PP1). This PPI clause has been in their past contracts, and they have not utilized it, fortunately, in several years. With this in mind, we are now requesting to revise the contract to an initial 5-year term with the possibilities of two 2- year renewals and one 1-year renewals, for a max possible term of 10 years. From an operational perspective, we believe that this is the best interest of the County — as outlined in the Sole Source Justification Form. From a financial perspective, we also believe that this in the best interest of the County. We have noticed that when proprietary or highly-specialized commodities or services go out for bid, we normally end up paying more with the bid prices. That is not the case for construction projects and most good/services, but it happens to be the case with polymer and other things such as large taps/line stops, bores, and land application of biosolids. Attached is a tracked changes version of our recommend terms, based on the above, with the base file being what has already been approved by Contract Review. Please let me know if you are OK with the revisions to Sections 2 and 4. If approved, we will proceed with getting signatures from Fort Bend Services and preparing the BCC agenda request. Thanks, Mark Mark Wise, P.E. Deputy Director Okaloosa County Water & Sewer (850) 685-0297 OKALOOSA COUNTY WATER & SEWER STATE OF FLORIDA September 29, 2015 Scope of Work For Contract between Okaloosa County and Fort Bend Services Fort Bend Services (FBS) will provide polymer product FBS C1282 at the agreed pricing according to contract terms. FBS Polymer is a necessary commodity for the proper operation of the rotating drum thickener and the centrifuge located at the Arbennie Pritchett WRF. (APWRF) Polymer will be purchased in 2300 Ib. net totes on an as needed basis and delivered directly to the APWRF. 250 Roberts Blvd. - FORT WALTON BEACH, FLORIDA 32547 - (850) 651-7133 FAX (850) 651-7593