Okaloosa County BOCC — March 18, 2014

Agenda Okaloosa County Board of Commissioners Tuesday, March 18, 2014– 8:30 AM Water & Sewer Administration Building I. Employee Awards II. Public Information Update 1. [CAO] Public Information Officer PowerPoint – Pg. 6 III. County Administrator's Update IV. Commissioner's Minute V. Public Comments Related to Current Agenda VI. Public Meeting 1. [WS] Request approval to authorize OCWS to construct the Newcastle Area Water System Improvements Project. – Pg. 11 VII. Consent Agenda 1. [Airports] Request approval of Community/Promotional Partnership Opportunity – Pg. 16 2. [Airports] Request approval of Destin Airport Compatibility Advisory Committee – Pg. 18 3. [AIRPORTS] Request approval of Assignment of Hangar Lease from Mr. Felder to GSB, LLC. – Pg. 39 4. [AIRPORTS] Request approval of F-15 Loan Renewal Agreement for 2014. – Pg. 48 5. [AIRPORTS] Request approval of Lease for Barbering Massage and Nail Concession – Pg. 71 6. [CAO] Approval of Budget Resolutions & Transfers – Pg. 81 7. [CAO] Request approval of a Public Event Permit for a 5K Run/Walk, to be held on May 10, 2014, starting and ending at 105 Koon Street, Fort Walton Beach, sponsored by Truth Evangelistic Ministries. – Pg. 95 Revised: 3/14/2014 11:35 AM Page 1 of 5 Regular Meeting (South) Agenda March 18, 2014 8. [CAO] Request approval of minutes for the February 4th & 18th BCC Meeting. – Pg. 99 9. [Non-BCC] Request approval of Sheriff LETF requests for various education and crime reduction activities – Pg. 146 10. [Non-BCC] Okaloosa County Sheriff Requests Board approval to submit application for U.S. Department of Justice FY 2014 Paul Coverdell Forensic Science Improvement Grants Program. – Pg. 162 11. [DOC] Final Payment to Corizon Health Contract #C10-1816-COR – Pg. 225 12. [GM] Request approval of the re-appointment of John G. “Buddy” Gordon, Jr. to the Construction Competency Board – Pg. 231 13. [GM] Request approval of the re-Appointment of Todd McGirr to the Mechanical Competency Board. – Pg. 233 14. [PS] Request approval of the Advanced Life Support Fire Engine Partnership Program interlocal agreement with the City of Fort Walton Beach. – Pg. 235 15. [PS] Request approval of the Advanced Life Support Fire Engine Partnership Program interlocal agreement with Okaloosa Island Fire District. – Pg. 243 16. [PS] Request approval of payment for outstanding Airgas invoices totaling $6,273.62 for 2014. – Pg. 251 17. [PS] Request approval of and authorize the Chairman to execute a proclamation designating the week of April 13-19, 2014, as "National Public Safety Telecommunicators Week". – Pg. 344 18. [PS] Request approval of the Certificate of Public Convenience and Necessity for Air Methods to provide air medical transportation service in Okaloosa County from April 19, 2014, through April 18, 2016. – Pg. 346 19. [PUR] Authorization for Chairman to Sign Contracts with R & E Farms for Biosolids Removal and Transportation (RFB# WS 21-14) – Pg. 349 20. [PUR] Request Approval of Award and Authorization for the Chairman to Sign Contracts for an Air Cooled Chiller for Okaloosa County Department of Corrections (RFB# COR 20-14) – Pg. 377 21. [PUR] Auction of Surplus Items – Pg. 432 22. [RM] Request approval of Workers Compensation Claim Settlement – Pg. 438 23. [RM] Request approval to bind and purchase coverage for the county’s property, boiler & machinery and terrorism insurance – Pg. 451 Okaloosa County Board of Commissioners Page 2 Printed 3/14/2014 Regular Meeting (South) Agenda March 18, 2014 24. [PW] Request approval of a renewal application submitted by Best Western of Ft. Walton Beach for a Qualified Beach Vendor Certificate for the calendar year 2014. District: 2. – Pg. 455 25. [PW] Request approval of a renewal application submitted by Southern Beach Management, LLC for a Qualified Beach Vendor Certificate and QBV Beach Vehicle Permit for the calendar year 2014. District: 2 – Pg. 458 26. [PW] Request approval of a renewal application submitted by Barefoot Weddings Inc. for a Qualified Beach Vendor Certificate for the calendar year 2014. District: 2. – Pg. 461 27. [PW] Request approval for a Qualified Beach Vendor Certificate and Qualified Beach Vendor Beach Vehicle Permit submitted by Sunset Beach Service for the 2014 calendar year. District: 2 – Pg. 463 28. [PW] Request approval of a renewal application submitted by Island Sands Beach Weddings for a Qualified Beach Vendor Certificate for calendar year 2014. District 2 – Pg. 466 29. [PW] Schedule a Public Hearing to vacate a portion of 2nd Ave Port Dixie – Pg. 468 30. [PW] Schedule a Public Hearing to vacate a portion of Nutmeg Ave – Pg. 481 VIII. Department Business A. Elliot Kampert/Growth Management 1. Request Approval of Brownstones Plat Phase I – Pg. 495 2. Request approval of letters to be sent to municipalities requesting funding assistance for transit – Pg. 501 B. Ed Schroeder/Tourist Development 1. Request approval of a Revised Ad Agency Strategic Marketing Plan and adoption of an In-House Strategic Marking Plan for the Tourist Development Department – Pg. 510 2. Request approval of Peter Mayer task order 132 for the production and execution of two new :30 tv spots and two new :15 tv spots – Pg. 545 3. Request approval of quarterly Tourist Development Tax Financial Information – Pg. 556 4. Request approval of quarterly Tourist Development Tax Financial Update – Pg. 578 Okaloosa County Board of Commissioners Page 3 Printed 3/14/2014 Regular Meeting (South) Agenda March 18, 2014 5. Request approval to reallocate first percentage reserves to complete the Western Destin Beach Restoration project – Pg. 585 6. Request approval for The Emerald Coast to be showcased as the signature beach in the Pocket Ranger app for the Florida State Parks at an annual cost of $15,000, payable in advance – Pg. 586 7. Request approval for staff to draft, advertise, and bring back to the Board an ordinance to repeal existing Ordinance 07-57 pertaining to Okaloosa County Beach Restoration Program MSBU. – Pg. 604 C. Dino Villani/Public Safety 1. Request approval to purchase E911 Hardware Equipment and Software for Public Safety Answering Points. – Pg. 608 D. Sunil Harman/Airports 1. Request Approval to Advertise RFP for Aircraft Maintenance Services. – Pg. 615 E. John Hofstad/Public Works 1. Request approval of a Special Event Permit to utilize a county beach area at Ross Marler Park as a staging area for a SeaDoo boating safety event to be held May 2 - 4, 2014 from 10:00 a.m. - 5:00 p.m., sponsored by WaterTop Unlimited. – Pg. 616 2. Request Approval of the 2014-2015 FWC Grant Application for Artificial Reef Construction – Pg. 621 3. Request approval of and authorize the Chairman to execute a contract renewal with the Florida Department of Corrections for the use of inmate labor for the Roads Division. – Pg. 643 F. Don Vanderhoek/Information Systems 1. Staff informational presentation on Fiber Optic Telecommunications project. – Pg. 650 G. Kay Godwin/Human Resources 1. Request approval to add one Marketing Manager position in the Tourist Development Department – Pg. 682 Okaloosa County Board of Commissioners Page 4 Printed 3/14/2014 Regular Meeting (South) Agenda March 18, 2014 2. Request approval to reclassify one full-time Tourist Information Analyst position to two part-time Research Associate positions in the Tourist Development Department – Pg. 687 IX. Old Business 1. [CAO] Request approval of Sheriff's Teen Driver's Challenge Budget. – Pg. 690 2. [CAO] Request approval of School Board's Megan Warman Driver Education Safety Program Budget. 694 3. [CAO] Request Board approval of and authorize Chairman to execute contract with Nabors, Giblin, & Nickerson for services as County Attorney commencing April 1, 2014. – Pg. 701 X. New Business 1. [Non-BCC] Request approval of Proclamation recognizing March 23-29, 2014, as Boys & Girls Club Week in Okaloosa County – Pg. 715 XI. Public Comments Okaloosa County adheres to the Americans with Disabilities Act and will make reasonable accommodations for access to this meeting upon request. Please call the County Administrator’s Office at (850) 651-7515 to make a request. For Hearing Impaired, Dial 1-800-955-8771 (TDD), and 1-800-955-8770 (Voice). Requests must be received at least 48 hours in advance of the meeting in order for Okaloosa County to provide the requested service. Okaloosa County Board of Commissioners Page 5 Printed 3/14/2014  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: March 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Kathy Newby, Public Information Officer SUBJECT: Public Information Officer Presentation The Public Information Officer's PowerPoint presentation is attached. Packet Pg. 6  www.okaloosafl.com Please silence all pagers & cell phones for Board of County Commission Meeting. All visitors must speak into microphone for live broadcast & give name & address. Packet Pg. 7  Guest is Tourist Development Director Ed Schroeder.  Call in with questions: 850.664.1260 Packet Pg. 8  The contest, open to all students in Okaloosa County, asks students to illustrate where they would like to go on OCT and to complete an official entry form.  All submissions will be uploaded to the system’s new Facebook page, www.facebook.com/RideOCT, and the community can vote for their favorite once a day on the social media page.  Winners will be named in four categories: elementary school, middle school, high school and college.  All entries must be submitted by March 21, 2014.  For more information about Art on the Move or Okaloosa County Transit, please visit www.facebook.com/RideOCT or www.rideoct.org or call 833-9168. Packet Pg. 9  Date: 22 March 2014  Time: 10 a.m. – 2 p.m.  Food: BBQ Burgers and Dogs with Chips, Soda and Water  Displays:  Emerald Coast Aviation (ECA) Flight School: Display Training Aircraft, Full-motion Flight Simulator  ECA MX: Mechanic Work Stations; provide information on the professional maintenance  ECA FBO: Discount on 100LL Avgas for visiting aircraft  Embry Riddle Aeronautical University: Information on Certificate and Degree programs available in Crestview  Carolina Aero Prep: Training Programs available for aspiring Airframe and Powerplant Mechanics  For more information, contact ECA at 850-398-6749. Packet Pg. 10  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: March 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Jeff Littrell SUBJECT: Approval To Authorize OCWS To Construct The Newcastle Area Water System Improvements DEPARTMENT: Water and Sewer BCC DISTRICT: 2 STATEMENT OF ISSUE: In accordance with Chapter 255, Public Property and Publicly Owned Buildings, Florida State Statues (F.S), Section 255.20, Local bids and contracts for public construction works; specification of state-produced lumber, the BCC must hold a public meeting to discuss the County’s proposal to construct new water mains and install new fire hydrants to serve the Newcastle community using Okaloosa County Water and Sewer Department (OCWS) staff and equipment. Specifically, the statute states that a County government may “self- perform” public works projects valued at greater than $300,000... “When the governing board of the local government, after public notice, conducts a public meeting under s. 286.011 and finds by a majority vote of the governing board that it is in the public's best interest to perform the project using its own services, employees, and equipment.” BACKGROUND: The proposed project will upgrade existing water lines from 2" to 6" in a predominantly low to moderate income (LMI) neighborhood in the Newcastle community, which will facilitate the installation of new fire hydrants, increasing fire protection in the area. The project will include the installation of approximately 14 new fire hydrants, 10,500 L.F. of 6" water main (including 8" bores where necessary), 2,300 L.F. of existing parallel mains where services need to be switched over from the old mains, and all associated appurtenances. Funding for this project is supplemented by a Community Development Block Grant (CDBG) Disaster Recovery Fund (DREF) appropriation made available through the Florida Department of Economic Opportunity in the amount of $252,923.30 and is scheduled to expire October 25th, 2014. Soft costs, such as surveying and design, will be completed by in-house staff and not included in the approved funding request. OCWS is proposing to self-perform the construction of the new water mains and installation of the new fire hydrants to serve the Newcastle community. OCWS plans to construct the water mains and install the fire hydrants using OCWS staff and equipment to expedite completion of the project. OCWS estimates that using their own forces and equipment to construct the project will shorten the construction schedule and will reduce the project costs over contracting with an outside construction company. OCWS has estimated the design-build project to cost approximately $450,000.00. As stated in the attached Public Notice, a cost breakdown of the project was available for the public to view at our office anytime between the Public Notice and the Public Meeting. The cost includes material (with fringe/insurance), labor, equipment (with maintenance), and subcontracted work. Packet Pg. 11 OCWS has reviewed the construction requirements for the project and has determined that they have the necessary qualifications, labor and available time to complete the project. As presented earlier, Section 255.20 F.S., Local bids and contracts for public construction works; specification of state-produced lumber includes specific requirements for County governments that choose to construct projects valued at greater than $300,000 using their own forces and equipment. F.S. 255.20 states that before the project can be constructed using the County’s forces, the County must hold a properly advertised public meeting to discuss the project and then the BCC must vote to approve the County constructing the project using its own forces. The meeting has been advertised as required. OCWS will discuss the project, the estimated cost and timing of the project as well as issues regarding why it is in the public's best interest to perform the project using the County’s own services, employees and equipment. In short, by self-performing this project with in-house crews, staff believes we can get it done better, faster, and more economical than the alternatives. OPTIONS: Approve or deny. RECOMMENDATIONS: Staff requests BCC approval to authorize OCWS to construct the Newcastle Area Water System Improvements project using OCWS staff and equipment, as supplemented in accordance with County Ordinances and State Statutes. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 12 Packet Pg. 13 Packet Pg. 14  ROBE RTS BLV D F I M BLV D BOB SIK!ES BLVD EL G . G DIV ISION ST D ! . RE N BE AL EX T D LV G ! . NE COUNTRY CLUB AVE M ODDFELLOW RD B DG ER OO LY NN AV E RN NE ER S TU Y WI MARL BOROUGH RD RD D DR SCHNEIDER DR LE JAMES LEE RD DOYCE DR DO G ! . YCE DR W E LL CHULA VISTA BAYOU G ! GE ROLD ST . MEADOW LN NEW PORT DR UNION ST G G ! . TUX EDO DR ! . NE PO MAR WALT DR PINEV IE W BLV E VE RB ST BROOKS AV MARY AVE HAND COVE DONS BAYOU BAY OU HAW KINS RD VD NW RACE TRACK RD DR BL N BEAL PKW Y NE ED ST GIBSON RD JR RA GARNIER BAYOU ROY ST G NG D ! . KOON ST CE KI BOB SIKES BLVD TR G ! . R AC T HE ED ST K RD T LU CARMEL DR NAVY ST LL OY D S R T IN NEW CASTLE DR MA N W L O WE R Y LE WIS ST DR Y DR W MARLOWE DR PK REVE RE AVE NE WOODROW ST IE W . G G ! ! . OAKHILL AV E G ! . G ! . G N ! TRANSIT WAY OV ERBR OOK DR RIV E RS IDE DR . 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Newcastle Water System Improvements Area MAP PROJECTION: Lambert Conformal Conic Projection Stateplane : Flo ida Nor th (0903) NAD 1983(90), NAVD 1988. G ! . ExistingHydrants Existing Water Lines StreetCenterlines EGLIN MARY ESTHER PUBLIC RECORD: This map was created by Okaloosa County GIS and is in the public domain pur uant to Chapter 119 , Florida Statutes. G ! . Proposed Hydrants Proposed Water Lines FT WALTON OCWS DISCLAIMER: Okaloosa County h reby expressly disclaims any liability for errors or omissions in \\gissv2\gisprojects\OCWS\MapDocs\NewcastleGrantArea.mxd, \\gissv2\gisprojects\OCWS\PDFdocs\NewcastleGrantArea.pdf, Analyst: Michael Olmstead, Date: 14 July 2011. these maps, indexes or legends. Packet Pg. 15  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: March 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Sunil Harman SUBJECT: Airport Community/Promotional Partnership Opportunity DEPARTMENT: Airport BCC DISTRICT: All STATEMENT OF ISSUE: On December 17, 2013 the Board of County Commissioners approved Task Order 14 with Romjue Advertising & Company for the purchase of media buys. Included in this task order was the purchase of community partnership opportunities in an amount not to exceed $12,000. BACKGROUND: The Airports Department would like to partner in the following event in an effort to promote and further instill brand awareness and provide maximum exposure for the Okaloosa County Airports, particularly Northwest Florida Regional Airport (VPS) to both local and out of state attendees. - Title Sponsor in the North Light Marina Red Snapper Challenge to be held in Niceville, FL on June 7, 2014. Cost $2500. OPTIONS: Approve/Disapprove RECOMMENDATIONS: Recommend approval as Title Sponsor in North Light Marina Red Snapper Challenge. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 16 Packet Pg. 17  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: March 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Sunil Harman SUBJECT: Destin Airport Compatibility Advisory Committee Members DEPARTMENT: Airport BCC DISTRICT: All STATEMENT OF ISSUE: The Airports Department is requesting that the Board of County Commissioners appoint County selected members to the Destin Airport Compatibility Advisory Committee. BACKGROUND: : In February 2007, the BCC approved an Interlocal Agreement between the City of Destin and Okaloosa County which, in part, established the creation of an Airport Compatibility Advisory Committee. The committee is composed of seven members, three were recently appointed by the Destin City Council and three by the County Commission. The seventh member is a representative of Eglin Air Force Base. The advisory committee no longer has committee members from the County to have a quorum. In January, 2014 the Board of County Commissioners was advised of the Airport Department’s intent to advertise for committee members and six (6) applications were received. The qualified applicants were screened and ranked by Airport personnel using the following criteria: Destin Resident, Aviation Background, Noise/Planning Experience and Committee Experience. The applicants were ranked as follows: 1) James Link, 2) Michael Irons, 3) David Prichard, 3) William Phillips, 4) Armand Izzo, 5) Vickie Warner, 6) Bruce Amundsen. OPTIONS: Approve/Disapprove RECOMMENDATIONS: The Airports Department recommends the Board of County Commissioners select Mr. James Link, Mr. Michael Irons and Mr. David Prichard as County appointed members to serve on the Destin Airport Compatibility Advisory Committee. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 18 Packet Pg. 19 Packet Pg. 20 Packet Pg. 21 Packet Pg. 22 Packet Pg. 23 Packet Pg. 24 Packet Pg. 25 Packet Pg. 26 Packet Pg. 27 Packet Pg. 28 Packet Pg. 29 Packet Pg. 30 Packet Pg. 31 Packet Pg. 32 Packet Pg. 33 Packet Pg. 34 Packet Pg. 35 Packet Pg. 36 Packet Pg. 37 Packet Pg. 38  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: March 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Sunil Harman SUBJECT: Assignment of Hangar Lease Felder to GSB, LLC DEPARTMENT: Airport BCC DISTRICT: All STATEMENT OF ISSUE: A proposed Assignment of Hangar Lease from Mr. Randy Felder to GSB, LLC. Mr. Greg Lala, for Block 8 Lot 8 at the Destin/Ft. Walton Beach Airport is being presented to the Board of County Commissioners for approval. BACKGROUND: Mr. Randy Felder previously entered into a ground lease for Block 8 Lot 8 at the Destin/Ft. Walton Beach Airport and now assigns his responsibilities to GSB, LLC., Mr. Geg Lala. The assignment of lease transfer fee has been received and the internal coordination sheet is attached. Mr. Lala's certificate of insurance was received on March 6, 2014 and sent to Mr. Real, Risk Manager for approval. Mr. Real's e-mail approval is attached. OPTIONS: Approve, Reject or Table. RECOMMENDATIONS: It is Staff's recommendation that the Board approve the Assignment of Lease as described above. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 39 Packet Pg. 40 Packet Pg. 41 Packet Pg. 42 Packet Pg. 43 Packet Pg. 44 Packet Pg. 45 Packet Pg. 46 Packet Pg. 47  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: March 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Sunil Harman SUBJECT: F-15 Loan Renewal for 2014 DEPARTMENT: Airport BCC DISTRICT: All STATEMENT OF ISSUE: The Board of County Commissioners is requested to authorize the Board Chairman to sign the 2014 loan renewal form with the National Museum of the United States Air Force static display program for the F-15 aircraft being displayed at the Northwest Florida Regional Airport. BACKGROUND: On January 16, 2009 Okaloosa County entered into agreement #SDA0398 with the National Museum of the United States Air Force under the static display program in which an F-15 was loaned for display at the Northwest Florida Regional Airport. The agreement requires annual renewal by the Board of County Commissioners and confirmation that all loaned components are in good condition. Airport staff has confirmed the inventory report, revised the point of contact information sheet, and has produced digital images of the loaned property per the agreement requirements. The certificate of insurance is attached along with the contract and lease internal coordination sheet. OPTIONS: Approve, Reject or Table RECOMMENDATIONS: It is Staff's recommendation that the Board of County Commissioners authorize the Chairman to sign the 2014 loan renewal agreement. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 48 Packet Pg. 49 Packet Pg. 50 Packet Pg. 51 Packet Pg. 52 Packet Pg. 53 Packet Pg. 54 Packet Pg. 55 Packet Pg. 56 Packet Pg. 57 Packet Pg. 58 Packet Pg. 59 Packet Pg. 60 Packet Pg. 61 Packet Pg. 62 Packet Pg. 63 Packet Pg. 64 Packet Pg. 65 Packet Pg. 66 Packet Pg. 67 Packet Pg. 68 Packet Pg. 69 Packet Pg. 70  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: March 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Sunil Harman SUBJECT: Lease for Barbering/Massage and Nail Tech Concession DEPARTMENT: Airport BCC DISTRICT: All STATEMENT OF ISSUE: A proposed Lease for Barbering, Massage, and Nail Tech Concession at the Northwest Florida Regional Airport is being presented to the Board of County Commissioners for approval. BACKGROUND: Proposal was approved and accepted, lease was accomplished for Champion Contractors and Cuts By Angela to provide Barbering, Massage, and Nail Tech services to passengers at the Airport. The lease will be for one three year term with an option to renew for one additional two year term. The contract and lease internal coordination sheet is attached along with their certificates of insurance. OPTIONS: Approve, Reject or Table. RECOMMENDATIONS: It is Staff's recommendation that the Board approve this Lease as described above. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 71 Packet Pg. 72 Packet Pg. 73 Packet Pg. 74 Packet Pg. 75 Packet Pg. 76 Packet Pg. 77 Packet Pg. 78 Packet Pg. 79 Packet Pg. 80  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: March 18, 2014 TO: Honorable Chairman and Members of the Board FROM: David Skarzynski, Budget Manager SUBJECT: Budget Resolutions & Transfers Resolution amending the Fiscal Year 2014 Budget, General Fund, which did not reflect adequate appropriations for Sheriff Department revenue in the amount of $174,224. Resolution amending the Fiscal Year 2014 Budget, General Fund, which did not reflect adequate appropriations for the City of Destin for the provision of fixed route transit service in the amount of $38,000. Resolution amending the Fiscal Year 2014 Budget, General Fund, which did not reflect adequate appropriations for additional revenue in the amount of $32,295. Resolution amending the Fiscal Year 2014 Budget, Law Enforcement Trust Special Revenue Fund, which did not reflect adequate appropriations for confiscated property proceeds in the amount of $7,034. Resolution amending the Fiscal Year 2014 Budget, Municipal Services Benefit Units Special Revenue Fund, which did not reflect adequate appropriations for cash carryforward in the amount of $44,349. Resolution amending the Fiscal Year 2014 Budget, Municipal Services Benefit Units Special Revenue Fund, which did not reflect adequate appropriations for cash carryforward in the amount of ($5,449). Resolution amending the Fiscal Year 2014 Budget, Unincorporated County Parks Special Revenue Fund, which reflected too much for cash carryforward in the amount of ($38,897). Resolution amending the Fiscal Year 2014 Budget, Airport Enterprise Fund, which did not reflect adequate appropriations for proceeds and leases in the amount of $91,998. Resolution amending the Fiscal Year 2014 Budget, Garage ServicesFund, which did not reflect adequate appropriations for additional revenue in the amount of $23,200. BT-14-29 Solid Waste Enterprise Fund in the amount of $605,000. Board approved purchase of heavy duty diesel grinder at the March 4, 2014 Board of County Commissioners meeting. This moves reserves to the expenditure account. BT-14-30 Self Insurance Fund in the amount of $270.591. Additional revenue from constitutional officers insurance payments and subrogation income used to adjust cash balance. Packet Pg. 81  RESOLUTION NO. A RESOLUTION AMENDING THE FISCAL YEAR 2014 BUDGET GENERAL FUND WHEREAS, the Board of County Commissioners in the original budget did not reflect adequate appropriations for Sheriff Department revenue, and WHEREAS, said additional revenue is evident, and WHEREAS, Section 129.06(2)(d), Florida Statutes provides that a County may, by resolution of the Board of County Commissioners at any time during the fiscal year, appropriate and expend funds received for a particular purpose from a source not anticipated in the original budget, and NOW, THEREFORE, BE IT RESOLVED, by the Board of County Commissioners of Okaloosa County, Florida that the budget for the General Fund be increased, additional receipts appropriated as follows: RECEIPTS DEPT-ACCOUNT AMOUNT Retiree Health Premiums 0183R-341242 $51,926 Sheriff Transportation 0183R-341522 $2,100 Sheriff Investigations Reimbursement 0183R-341523 $325 Charges for Services 0183R-342910 $47,529 Court Ordered Restitution 0183R-359100 $2,321 Interest on Deposits 0183R-361101 $29 Donations-Other 0183R-366990 $3,450 Insurance Proceeds 0183R-369310 $56,139 Other Miscellaneous Revenue 0183R-369990 $10,405 EXPENDITURES DEPT-ACCOUNT AMOUNT Budget Transfer-Sheriff-Law Enforcement 0183-591086 $174,224 Adopted this regular session the 18th day of March 2014. BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA ____________________________________ CHARLES K. WINDES, JR., CHAIRMAN ATTEST: DON W. HOWARD CLERK OF CIRCUIT COURT BY: ____________________________ Deputy Clerk Budget Amendment No. __________ Packet Pg. 82  RESOLUTION NO. A RESOLUTION AMENDING THE FISCAL YEAR 2014 BUDGET GENERAL FUND WHEREAS, the Board of County Commissioners in the original budget did not reflect adequate appropriations for the City of Destin for the provision of fixed route transit service, and WHEREAS, said additional revenue is evident, and WHEREAS, Section 129.06(2)(d), Florida Statutes provides that a County may, by resolution of the Board of County Commissioners at any time during the fiscal year, appropriate and expend funds received for a particular purpose from a source not anticipated in the original budget, and NOW, THEREFORE, BE IT RESOLVED, by the Board of County Commissioners of Okaloosa County, Florida that the budget for the General Fund be increased, additional receipts appropriated as follows: RECEIPTS DEPT-ACCOUNT AMOUNT Other Miscellaneous Revenue 0141R-369990 $38,000 EXPENDITURES DEPT-ACCOUNT AMOUNT Contract Services – O.C.T. 0141-534410 $38,000 Adopted this regular session the 18th day of March 2014. BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA ____________________________________ CHARLES K. WINDES, JR., CHAIRMAN ATTEST: DON W. HOWARD CLERK OF CIRCUIT COURT BY: ____________________________ Deputy Clerk Budget Amendment No. __________ Packet Pg. 83  RESOLUTION NO. A RESOLUTION AMENDING THE FISCAL YEAR 2014 BUDGET GENERAL FUND WHEREAS, the Board of County Commissioners in the original budget did not reflect adequate appropriations for General Fund revenue, and WHEREAS, said additional revenue is evident, and WHEREAS, Section 129.06(2)(d), Florida Statutes provides that a County may, by resolution of the Board of County Commissioners at any time during the fiscal year, appropriate and expend funds received for a particular purpose from a source not anticipated in the original budget, and NOW, THEREFORE, BE IT RESOLVED, by the Board of County Commissioners of Okaloosa County, Florida that the budget for the General Fund be increased, additional receipts appropriated as follows: RECEIPTS DEPT-ACCOUNT AMOUNT Copying Fees 0100R-341909 $500 Equipment Proceeds 0100R-364100 $18,000 Charges for Services 0170R-347910 $13,795 EXPENDITURES DEPT-ACCOUNT AMOUNT Reserve for Contingencies 0199-599090 $18,500 Salaries/Wages 0170-512010 $13,795 Adopted this regular session the 18th day of March 2014. BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA ____________________________________ CHARLES K. WINDES, JR., CHAIRMAN ATTEST: DON W. HOWARD CLERK OF CIRCUIT COURT BY: ____________________________ Deputy Clerk Budget Amendment No. __________ Packet Pg. 84  RESOLUTION NO. A RESOLUTION AMENDING THE FISCAL YEAR 2014 BUDGET LAW ENFORCEMENT TRUST SPECIAL REVENUE FUND WHEREAS, the Board of County Commissioners in the original budget did not reflect adequate appropriations for confiscated property proceeds, and WHEREAS, said additional revenue is evident, and WHEREAS, Section 129.06(2)(d), Florida Statutes provides that a County may, by resolution of the Board of County Commissioners at any time during the fiscal year, appropriate and expend funds received for a particular purpose from a source not anticipated in the original budget, and NOW, THEREFORE, BE IT RESOLVED, by the Board of County Commissioners of Okaloosa County, Florida that the budget for the General Fund be increased, additional receipts appropriated as follows: RECEIPTS DEPT-ACCOUNT AMOUNT Confiscated Property Proceeds 1022R-359101 $7,034 EXPENDITURES DEPT-ACCOUNT AMOUNT Budget Transfer-Sheriff-Law Enforcement 1022-591086 $7,034 Adopted this regular session the 18th day of March 2014. BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA ____________________________________ CHARLES K. WINDES, JR., CHAIRMAN ATTEST: DON W. HOWARD CLERK OF CIRCUIT COURT BY: ____________________________ Deputy Clerk Budget Amendment No. __________ Packet Pg. 85  RESOLUTION NO. A RESOLUTION AMENDING THE FISCAL YEAR 2014 BUDGET MUNICIPAL SERVICES BENEFIT UNITS SPECIAL REVENUE FUND WHEREAS, the Board of County Commissioners in the original budget did not reflect adequate appropriations for cash carryforward, and WHEREAS, said additional revenue is evident, and WHEREAS, Section 129.06(2)(d), Florida Statutes provides that a County may, by resolution of the Board of County Commissioners at any time during the fiscal year, appropriate and expend funds received for a particular purpose from a source not anticipated in the original budget, and NOW, THEREFORE, BE IT RESOLVED, by the Board of County Commissioners of Okaloosa County, Florida that the budget for the Municipal Services Benefit Units Special Revenue Fund be increased, additional receipts appropriated as follows: RECEIPTS DEPT-ACCOUNT AMOUNT Tanglewood 1601R-389901 ($312) Island Lights 1602R-389901 ($2,300) Northgate 1603R-389901 ($21) Gable Estates 1605R-389901 ($11) Valencia Arms 1606R-389901 ($97) Colony Estates Phase I 1607R-389901 ($10) Hidden Trails 1608R-389901 ($56) Lafitte Crescent 1609R-389901 ($14) Lake Point 1613R-389901 ($81) Coventry Park 1614R-389901 ($32) Donlabrook 1615R-389901 ($12) Emerald Point 1616R-389901 ($16) Hidden Trails II 1619R-389901 ($23) Forest Cove 1620R-389901 ($18) Lake Point II 1623R-389901 ($42) Lawton Court 1625R-389901 ($18) Mills Landing 1626R-389901 ($19) Rush Park West 1627R-389901 ($48) Victoria Park 1629R-389901 ($19) Rocky Bayou 1631R-389901 ($67) Old Town 1632R-389901 ($45) Oakwood Townhomes 1634R-389901 ($14) Hunter’s Run 1635R-389901 ($109) Bent Tree 1636R-389901 ($156) Whitrock Village 1637R-389901 ($24) Emerald Village 1638R-389901 ($28) Emerald Village I & II 1640R-389901 ($18) Colony Estates Phase II 1643R-389901 ($159) Bluewater Bay 1695R-389901 $34,337 Lake Pippin 1697R-389901 $13,781 Packet Pg. 86 EXPENDITURES DEPT-ACCOUNT AMOUNT Tanglewood 1601-599010 ($312) Island Lights 1602-599010 ($2,300) Northgate 1603-599010 ($21) Gable Estates 1605-599010 ($11) Valencia Arms 1606-599010 ($97) Colony Estates Phase I 1607-543003 ($10) Hidden Trails 1608-599010 ($56) Lafitte Crescent 1609-599010 ($14) Lake Point 1613-599010 ($81) Coventry Park 1614-599010 ($32) Donlabrook 1615-599010 ($12) Emerald Point 1616-599010 ($16) Hidden Trails II 1619-599010 ($23) Forest Cove 1620-599010 ($18) Lake Point II 1623-599010 ($42) Lawton Court 1625-599010 ($18) Mills Landing 1626-599010 ($19) Rush Park West 1627-599010 ($48) Victoria Park 1629-599010 ($19) Rocky Bayou 1631-599010 ($67) Old Town 1632-599010 ($45) Oakwood Townhomes 1634-599010 ($14) Hunter’s Run 1635-599010 ($109) Bent Tree 1636-599010 ($156) Whitrock Village 1637-599010 ($24) Emerald Village 1638-599010 ($28) Emerald Village I & II 1640-599010 ($18) Colony Estates Phase II 1643-599010 ($159) Bluewater Bay 1695-599010 $34,337 Commissions – Tax Collector 1697-549005 $225 Lake Pippin 1697-599010 $13,556 Adopted this regular session the 18th day of March 2014. BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA ____________________________________ CHARLES K. WINDES, JR., CHAIRMAN ATTEST: DON W. HOWARD CLERK OF CIRCUIT COURT BY: ____________________________ Deputy Clerk Budget Amendment No. __________ Packet Pg. 87  RESOLUTION NO. A RESOLUTION AMENDING THE FISCAL YEAR 2014 BUDGET MUNICIPAL SERVICES BENEFIT UNITS SPECIAL REVENUE FUND WHEREAS, the Board of County Commissioners in the original budget did not reflect adequate appropriations for street light funds with negative cash carryforward, and WHEREAS, said additional revenue is not evident, and WHEREAS, Section 129.06(2)(d), Florida Statutes provides that a County may, by resolution of the Board of County Commissioners at any time during the fiscal year, appropriate and expend funds received for a particular purpose from a source not anticipated in the original budget, and NOW, THEREFORE, BE IT RESOLVED, by the Board of County Commissioners of Okaloosa County, Florida that the budget for the Municipal Services Benefit Units Special Revenue Fund be decreased, as follows: RECEIPTS DEPT-ACCOUNT AMOUNT Chateauguay II 1604R-389901 ($174) Sylvania Heights 1611R-389901 ($4,923) Willow Bend 1612R-389901 ($75) High Grove Plantation 1628R-389901 ($189) Glenwood Court 1639R-389901 ($28) Stonebridge I-IV 1641R-389901 ($60) EXPENDITURES DEPT-ACCOUNT AMOUNT Chateauguay II 1604-543003 ($174) Sylvania Heights 1611-543003 ($4,923) Willow Bend 1612-543003 ($75) High Grove Plantation 1628-543003 ($189) Glenwood Court 1639-543003 ($28) Stonebridge I-IV 1641-543003 ($60) Adopted this regular session the 18th day of March 2014. BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA ____________________________________ CHARLES K. WINDES, JR., CHAIRMAN ATTEST: DON W. HOWARD CLERK OF CIRCUIT COURT BY: ____________________________ Deputy Clerk Budget Amendment No. __________ Packet Pg. 88  RESOLUTION NO. A RESOLUTION AMENDING THE FISCAL YEAR 2014 BUDGET UNINCORPORATED COUNTY PARKS SPECIAL REVENUE FUND WHEREAS, the Board of County Commissioners in the original budget reflected too much appropriations for cash carryforward, and WHEREAS, said additional revenue is not evident, and WHEREAS, Section 129.06(2)(d), Florida Statutes provides that a County may, by resolution of the Board of County Commissioners at any time during the fiscal year, appropriate and expend funds received for a particular purpose from a source not anticipated in the original budget, and NOW, THEREFORE, BE IT RESOLVED, by the Board of County Commissioners of Okaloosa County, Florida that the budget for the Unincorporated County Parks Special Revenue Fund be decreased, as follows: RECEIPTS DEPT-ACCOUNT AMOUNT Balances Cash 1750R-389901 ($38,897) EXPENDITURES DEPT-ACCOUNT AMOUNT Commissions – Tax Collector 1750-549005 $25,000 Reserve Future Capital Outlay 1799-599300 ($63,897) Adopted this regular session the 18th day of March 2014. BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA ____________________________________ CHARLES K. WINDES, JR., CHAIRMAN ATTEST: DON W. HOWARD CLERK OF CIRCUIT COURT BY: ____________________________ Deputy Clerk Budget Amendment No. __________ Packet Pg. 89  RESOLUTION NO. A RESOLUTION AMENDING THE FISCAL YEAR 2014 BUDGET AIRPORT ENTERPRISE FUND WHEREAS, the Board of County Commissioners in the original budget did not reflect adequate appropriations for proceeds and leases, and WHEREAS, said additional revenue is evident, and WHEREAS, Section 129.06(2)(d), Florida Statutes provides that a County may, by resolution of the Board of County Commissioners at any time during the fiscal year, appropriate and expend funds received for a particular purpose from a source not anticipated in the original budget, and NOW, THEREFORE, BE IT RESOLVED, by the Board of County Commissioners of Okaloosa County, Florida that the budget for the Airport Enterprise Fund be increased, additional receipts appropriated as follows: RECEIPTS DEPT-ACCOUNT AMOUNT Equipment Proceeds 4201R-364100 $1,400 Hangar Space Lease 4210R-344163 $6,200 Miscellaneous 4210R-344190 $270 Hangar Space Lease 4220R-344163 $4,520 Qwest Air Parts 4220R-344170 $79,608 EXPENDITURES DEPT-ACCOUNT AMOUNT Computer Supplies 4201-552800 $2,000 Computer Software 4201-552801 $500 Job Listing Expense 4202-549904 $300 Computer Software 4202-552801 $200 Computer Equipment 4202-564403 $2,000 Random Drug Testing 4203-549907 $300 Office Supplies 4203-551001 $500 Safety Supplies 4203-552200 $500 Supplies 4203-552990 $5,000 Books/Subs/Pubs/Membership 4203-554001 $600 Training/Education 4203-555001 $1,000 Rent/Lease Equipment 4220-544640 $3,500 Promotional Activities 4220-5548001 $5,000 Reserve for Contingencies 4299-599090 $70,898 Packet Pg. 90 Adopted this regular session the 18th day of March 2014. BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA ____________________________________ CHARLES K. WINDES, JR., CHAIRMAN ATTEST: DON W. HOWARD CLERK OF CIRCUIT COURT BY: ____________________________ Deputy Clerk Budget Amendment No. __________ Packet Pg. 91  RESOLUTION NO. A RESOLUTION AMENDING THE FISCAL YEAR 2014 BUDGET GARAGE SERVICES FUND WHEREAS, the Board of County Commissioners in the original budget did not reflect adequate appropriations for claims income, and WHEREAS, said additional revenue is evident, and WHEREAS, Section 129.06(2)(d), Florida Statutes provides that a County may, by resolution of the Board of County Commissioners at any time during the fiscal year, appropriate and expend funds received for a particular purpose from a source not anticipated in the original budget, and NOW, THEREFORE, BE IT RESOLVED, by the Board of County Commissioners of Okaloosa County, Florida that the budget for the Garage Services Fund be increased, additional receipts appropriated as follows: RECEIPTS DEPT-ACCOUNT AMOUNT Maintenance Services - Risk 5200R-341263 $20,000 Other Miscellaneous Revenue 5200R-369990 $3,200 EXPENDITURES DEPT-ACCOUNT AMOUNT Postage/Freight Charges 5200-542001 $100 Background Checks 5200-549906 $100 Fleet Parts & Materials 5200-552006 $23,000 Adopted this regular session the 18th day of March 2014. BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA ____________________________________ CHARLES K. WINDES, JR., CHAIRMAN ATTEST: DON W. HOWARD CLERK OF CIRCUIT COURT BY: ____________________________ Deputy Clerk Budget Amendment No. __________ Packet Pg. 92 Packet Pg. 93 Packet Pg. 94  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: March 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Kenneth B. Lawrence, Truth Evangelistic Ministries SUBJECT: Public Event Permit - Rice & Beans Rumble 5K Run Documents are attached related to a request for a Public Event Permit for the 4th Annual Rice & Beans Rumble 5K Run/Walk sponsored by Truth Evangelistic Ministries. Packet Pg. 95 Packet Pg. 96 Packet Pg. 97 Packet Pg. 98  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: March 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Teresa Ward, BCC Deputy Clerk SUBJECT: Approval of BCC Meetings Minutes The minutes for the February 4th & 18th 2014 Board of County Commission meeting are attached for review. Packet Pg. 99 Packet Pg. 100 Packet Pg. 101 Packet Pg. 102 Packet Pg. 103 Packet Pg. 104 Packet Pg. 105 Packet Pg. 106 Packet Pg. 107 Packet Pg. 108 Packet Pg. 109 Packet Pg. 110 Packet Pg. 111 Packet Pg. 112 Packet Pg. 113 Packet Pg. 114 Packet Pg. 115 Packet Pg. 116 Packet Pg. 117 Packet Pg. 118 Packet Pg. 119 Packet Pg. 120 Packet Pg. 121 Packet Pg. 122 Packet Pg. 123 Packet Pg. 124 Packet Pg. 125 Packet Pg. 126 Packet Pg. 127 Packet Pg. 128 Packet Pg. 129 Packet Pg. 130 Packet Pg. 131 Packet Pg. 132 Packet Pg. 133 Packet Pg. 134 Packet Pg. 135 Packet Pg. 136 Packet Pg. 137 Packet Pg. 138 Packet Pg. 139 Packet Pg. 140 Packet Pg. 141 Packet Pg. 142 Packet Pg. 143 Packet Pg. 144 Packet Pg. 145  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: March 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Major J.D. Peacock, Sheriff's Office SUBJECT: Request Approval of LETF Disbursement The Sheriff is requesting the Board approve Law Enforcement Trust Fund disbursements for various activities in the following amounts: 1. YMCA Healthy Kids Day in the amount of $1,000; 2. Children in Crisis in the amount of $500; 3. Big Brothers Big Sisters of NW FL in the amount of $1,000. Total Disbursement Requested: $2,500 Packet Pg. 146 March 12, 2014 Agenda Request: LETF Disbursement Request, March 18, 2014 Agenda To: Mr. Ernie Padget, County Administrator From: Major J.D. Peacock, Administration Bureau Chief Re: State Law Enforcement Trust Fund Request board consideration of trust fund disbursement in support of: 1. YMCA Healthy Kids Day in the amount of $1,000. 2. Children in Crisis in the amount of $500. 3. Big Brothers Big Sisters of NW FL in the amount of $1,000. Total Disbursement Requested: $2,500 Packet Pg. 147 Packet Pg. 148 Packet Pg. 149 Packet Pg. 150 Packet Pg. 151 Packet Pg. 152 Packet Pg. 153 Packet Pg. 154 Packet Pg. 155 Packet Pg. 156 Packet Pg. 157 Packet Pg. 158 Packet Pg. 159 Packet Pg. 160 Packet Pg. 161  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: March 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Major J.D. Peacock SUBJECT: Sheriff Request for grants program Okaloosa County Sheriff Requests Board approval for the Okaloosa County Clerk of Circuit Courts (on behalf of the Sheriff’s Office) to submit application for U.S. Department of Justice FY 2014 Paul Coverdell Forensic Science Improvement Grants Program. 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Contract #C10-1816-COR DEPARTMENT: Corrections BCC DISTRICT: All STATEMENT OF ISSUE: Request approval of the final payment to Corizon Health, Inc. contract #C10-1816-COR with Corizon Health, Inc. for inmate health services. BACKGROUND: Contract #C10-1816-COR with Corizon Health, Inc. ended September 30, 2013, but contains a provision that allows for a final reconciliation of the Annual Cap Limit and an invoice consistent therewith, within 150 days from the date the applicable contract year expires. The final reconciliation with invoice #CZN14508 in the amount of $386,863.79 has been received and reviewed and is ready for payment consistent with the contract. OPTIONS: Approve Disapprove RECOMMENDATIONS: Approve RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 225 The following reference is provided as a link for the following: BCC Meeting: March 18, 2014 Agenda Item: 2589 Agenda Item Title: Inmate Medical Services Reference Name: FY13 Medical Services Contract Reference Link: http://www.co.okaloosa.fl.us/contracts/contra_pdf/C10-1816-COR.pdf Packet Pg. 226  CONTRACT CLOSE-OUT CHECKLIST (To Be Prepared by the Contracts and Lease Coordinator) DATE: 3/11/2014 TO: Contracts & Grants Manager, Finance Department Contracts & Grants Office SUBJECT: Contract No. CIO-i 81 6-COR MANAGING DEPARTMENT: DEPARTMENT OF CORRECTIONS CONTRACTOR'S NAME: CORIZON HEALTH, INC. PROJECT TITLE: DUKE FIELD SECONDARY CONTROL AND DATA ACQUISITION The attached has met the final payment contract requirement in subject contract. Yes No 1. Final Invoice 2. Completed Contract/Lease Payment Approval Form LI 3. Close-Out Documents Yes No N/A a. Signed Release of Lien LI LI b. Proof of Completion Advertisement LI LI c. Certificate of Insurance LI LI d. Consent of Surety to Final Payment LI LI e. Proof of Performance/Payment Bond LI LI Continuation 12 Months Following Final Payment Yes No 4. Agenda Request LI 5. Remarks n Lease Co r ator DATE ~ta ct~ S Packet Pg. 227 Packet Pg. 228 Packet Pg. 229 Packet Pg. 230  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: March 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Elliot Kampert SUBJECT: Re-appointment of John G. “Buddy” Gordon, Jr. to the Construction Competency Board DEPARTMENT: Growth Management BCC DISTRICT: All STATEMENT OF ISSUE: Section 6-291 of the Code of Ordinances (excerpted below) provides for the appointment of representatives to construction, plumbing, and mechanical competency boards which assist the County with implementing the provisions of the Florida Building Code and other related regulations, as well as consider applications for trade licenses and possible disciplinary actions. John G. “Buddy” Gordon, Jr., State Registered Roofing Contractor; has agreed to serve another three (3) year term on the Construction Competency Board. DIVISION 2. COMPETENCY BOARDS Sec. 6-291. Composition; appointment of members. The board of county commissioners shall appoint members to the three boards addressed in this ordinance division, namely, the construction competency board, the plumbing competency board and the mechanical competency board. The membership shall be as follows: (a) The construction competency board shall consist of 12 members, with nine who are engaged in business as marine, general, residential, or building contractors, specialty contractors such as specialty structures, exterior applications, landscape, demolition, site removal and house moving, and three who are consumer representatives. (b) The plumbing competency board shall consist of eight members, with five who are engaged in the business either as a plumbing contractor, a pool contractor, irrigation contractor, or a master gas contractor, and three who are consumer representatives. (c) The mechanical competency board shall consist of eight members, with five who are engaged in business either as a mechanical contractor, an air conditioning contractor, a sheet metal contractor, or a master gas fitter, and three who are consumer representatives. The county building official shall be an ex officio member of each of these boards, but he or she shall have no vote. RECOMMENDATIONS: Staff recommends that the Board of County Commissioners approve the re-appointment of John G. “Buddy” Gordon, Jr. to the Construction Competency Board. Packet Pg. 231 RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 232  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: March 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Elliot Kampert SUBJECT: Re-Appointment of Todd McGirr to the Mechanical Competency Board. DEPARTMENT: Growth Management BCC DISTRICT: All STATEMENT OF ISSUE: Section 6-291 of the Code of Ordinances (excerpted below) provides for the appointment of representatives to construction, plumbing, and mechanical competency boards which assist the County with implementing the provisions of the Florida Building Code and other related regulations, as well as consider applications for trade licenses and possible disciplinary actions. Todd McGirr, consumer representative has agreed to serve another three (3) year term on the Mechanical Competency Board. DIVISION 2. COMPETENCY BOARDS Sec. 6-291. Composition; appointment of members. The board of county commissioners shall appoint members to the three boards addressed in this ordinance division, namely, the construction competency board, the plumbing competency board and the mechanical competency board. The membership shall be as follows: (a) The construction competency board shall consist of 12 members, with nine who are engaged in business as marine, general, residential, or building contractors, specialty contractors such as specialty structures, exterior applications, landscape, demolition, site removal and house moving, and three who are consumer representatives. (b) The plumbing competency board shall consist of eight members, with five who are engaged in the business either as a plumbing contractor, a pool contractor, irrigation contractor, or a master gas contractor, and three who are consumer representatives. (c) The mechanical competency board shall consist of eight members, with five who are engaged in business either as a mechanical contractor, an air conditioning contractor, a sheet metal contractor, or a master gas fitter, and three who are consumer representatives. The county building official shall be an ex officio member of each of these boards, but he or she shall have no vote. RECOMMENDATIONS: Staff recommends that the Board of County Commissioners approve the re-appointment of Todd McGirr to the Mechanical Competency Board. Packet Pg. 233 RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 234  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: March 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Dino J. Villani SUBJECT: City of Fort Walton Beach FD ALS Partnership Program Agreement DEPARTMENT: Public Safety BCC DISTRICT: STATEMENT OF ISSUE: [PS] Request approval of the updated interlocal agreement with the City of Fort Walton Beach to provide advanced life support care under the Advanced Life Support License held by Okaloosa County Department of Public Safety. BACKGROUND: Okaloosa County Department of Public Safety’s Emergency Medical Services (EMS) Division is the sole licensed provider of Advanced Life Support (ALS) pre- hospital medical care and transport in Okaloosa County under Chapter 401 Florida Statutes and Chapter 64J Florida Administrative Code and is authorized to permit, under the EMS license, mutually agreed Fire District Apparatus as non-transporting ALS vehicles for the purpose of enhancing EMS response. The City of Fort Walton Beach has operated permitted non-transport ALS vehicles under this agreement since 2003. Additionally, this agreement will allow City of Fort Walton Beach paramedics to function under the County Public Safety program’s medical direction, protocols and standard operating procedures. The agreement was updated in December 2013 to reflect technical changes related to training opportunities, Quality Assurance, Medical Direction, and performance expectations for EMS and fire department paramedics. The agreement also clarifies the patient care responsibilities of fire department and EMS paramedics at the same scene and the processes by which the privilege to practice as a paramedic under this agreement can be withdrawn from a City of Fort Walton Beach paramedic. OPTIONS: Approve/Disapprove. RECOMMENDATIONS: Approve the interlocal agreement with the City of Fort Walton Beach. RECOMMENDED BY: Packet Pg. 235 APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 236 Packet Pg. 237 Packet Pg. 238 Packet Pg. 239 Packet Pg. 240 Packet Pg. 241 Packet Pg. 242  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: March 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Dino J. Villani SUBJECT: Okaloosa Island FD ALS Partnership Program Agreement DEPARTMENT: Public Safety BCC DISTRICT: STATEMENT OF ISSUE: [PS] Request approval of the updated interlocal agreement with the Okaloosa Island Fire District to provide advanced life support care under the Advanced Life Support License held by Okaloosa County Department of Public Safety. BACKGROUND: Okaloosa County Department of Public Safety’s Emergency Medical Services (EMS) Division is the sole licensed provider of Advanced Life Support (ALS) pre- hospital medical care and transport in Okaloosa County under Chapter 401 Florida Statutes and Chapter 64J Florida Administrative Code and is authorized to permit, under the EMS license, mutually agreed Fire District Apparatus as non-transporting ALS vehicles for the purpose of enhancing EMS response. The Okaloosa Island Fire District has operated permitted non- transport ALS vehicles under this agreement since 2007. Additionally, this agreement will allow Okaloosa Island Fire District paramedics to function under the County Public Safety program’s medical direction, protocols and standard operating procedures. The agreement was updated in December 2013 to reflect technical changes related to training opportunities, Quality Assurance, Medical Direction, and performance expectations for EMS and fire department paramedics. The agreement also clarifies the patient care responsibilities of fire department and EMS paramedics at the same scene and the processes by which the privilege to practice as a paramedic under this agreement can be withdrawn from a Okaloosa Island Fire District paramedic. OPTIONS: Approve/Disapprove. RECOMMENDATIONS: Approve the interlocal agreement with the Okaloosa Island Fire District. RECOMMENDED BY: Packet Pg. 243 APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 244 Packet Pg. 245 Packet Pg. 246 Packet Pg. 247 Packet Pg. 248 Packet Pg. 249 Packet Pg. 250  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: March 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Dino J. Villani SUBJECT: Outstanding Airgas Invoice Payments for 2014 DEPARTMENT: Public Safety BCC DISTRICT: All STATEMENT OF ISSUE: [PS] Request approval to pay Airgas, Inc., for two outstanding invoices (December 2013 for $3,181.94 and January 2014 for $3,091.68) for a total of $6,273.62. BACKGROUND: Airgas, Inc., is sole the medical oxygen vendor for Okaloosa County Emergency Medical Services. Historically, invoices for oxygen services have been paid by after-the-fact purchase order. “After the fact” meaning the department did not submit a requisition to Purchasing for approval prior to placing the order. These types of purchases do not comply with current Purchasing Policy and as of October 1, 2013, Finance no longer approves purchase order payments for services invoiced after-the-fact. Staff is working with Purchasing and Finance to ensure requests/purchases are made according to an approved strategy in accordance with the Purchasing Policy. Approval to pay the outstanding invoices is required. OPTIONS: Approve/Disapprove. RECOMMENDATIONS: Recommend approval of direct payment for the outstanding invoices to Airgas. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 251 Packet Pg. 252 Packet Pg. 253 Packet Pg. 254 Packet Pg. 255 Packet Pg. 256 Packet Pg. 257 Packet Pg. 258 Packet Pg. 259 Packet Pg. 260 Packet Pg. 261 Packet Pg. 262 Packet Pg. 263 Packet Pg. 264 Packet Pg. 265 Packet Pg. 266 Packet Pg. 267 Packet Pg. 268 Packet Pg. 269 Packet Pg. 270 Packet Pg. 271 Packet Pg. 272 Packet Pg. 273 Packet Pg. 274 Packet Pg. 275 Packet Pg. 276 Packet Pg. 277 Packet Pg. 278 Packet Pg. 279 Packet Pg. 280 Packet Pg. 281 Packet Pg. 282 Packet Pg. 283 Packet Pg. 284 Packet Pg. 285 Packet Pg. 286 Packet Pg. 287 Packet Pg. 288 Packet Pg. 289 Packet Pg. 290 Packet Pg. 291 Packet Pg. 292 Packet Pg. 293 Packet Pg. 294 Packet Pg. 295 Packet Pg. 296 Packet Pg. 297 Packet Pg. 298 Packet Pg. 299 Packet Pg. 300 Packet Pg. 301 Packet Pg. 302 Packet Pg. 303 Packet Pg. 304 Packet Pg. 305 Packet Pg. 306 Packet Pg. 307 Packet Pg. 308 Packet Pg. 309 Packet Pg. 310 Packet Pg. 311 Packet Pg. 312 Packet Pg. 313 Packet Pg. 314 Packet Pg. 315 Packet Pg. 316 Packet Pg. 317 Packet Pg. 318 Packet Pg. 319 Packet Pg. 320 Packet Pg. 321 Packet Pg. 322 Packet Pg. 323 Packet Pg. 324 Packet Pg. 325 Packet Pg. 326 Packet Pg. 327 Packet Pg. 328 Packet Pg. 329 Packet Pg. 330 Packet Pg. 331 Packet Pg. 332 Packet Pg. 333 Packet Pg. 334 Packet Pg. 335 Packet Pg. 336 Packet Pg. 337 Packet Pg. 338 Packet Pg. 339 Packet Pg. 340 Packet Pg. 341 Packet Pg. 342 Packet Pg. 343  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: March 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Dino J. Villani SUBJECT: National Public Safety Telecommunicators Week Proclamation DEPARTMENT: Public Safety BCC DISTRICT: All STATEMENT OF ISSUE: [PS] Request approval of the Proclamation designating the week of April 13-19, 2014, as "National Public Safety Telecommunicators Week". BACKGROUND: Congress has established the second full week of April each year as National Telecommunicators Week to honor the men and women whose diligence and professionalism keep our citizens safe. OPTIONS: Approve/Disapprove. RECOMMENDATIONS: Approve the Proclamation designating the week of April 13-19, 2014, as National Telecommunicators Week. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 344  PROCLAMATION A PROCLAMATION TO DESIGNATE, THE WEEK OF APRIL 13-19, 2014, AS “NATIONAL PUBLIC SAFETY TELECOMMUNICATORS WEEK” WHEREAS, the Congress of the United States has established that the second full week of April each year as National Public Safety Telecommunicators Week; and WHEREAS, when an emergency occurs, the prompt response of law enforcement, fire fighters and paramedics is critical to the protection of life and preservation of property; and WHEREAS, the safety of our law enforcement officers, firefighters and paramedics is dependent upon the quality and accuracy of information obtained from citizens who telephone the communication centers; and WHEREAS, public safety telecommunicators are the first and most critical contact our citizens have with emergency services; and WHEREAS, public safety telecommunicators are the single vital link for our law enforcement, firefighters and paramedics in monitoring their activities by radio, providing them information and ensuring their safety and appropriate response; and WHEREAS, our public safety telecommunicators have exhibited compassion, understanding and professionalism during the performance of their duties in this past year; NOW, THEREFORE, be it resolved that the Okaloosa Board of County Commissioners hereby proclaims the week of April 13-19, 2014, as “National Public Safety Telecommunicators Week” and join in honoring the men and women whose diligence and professionalism keep our citizens safe. DULY PASSED AND ADOPTED this 18th day of March, 2014. BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA ______________________________________ Charles K. Windes, Jr., Chairman ATTEST: DON W. HOWARD CLERK OF THE CIRCUIT COURT ________________________________ Packet Pg. 345  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: March 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Dino J. Villani SUBJECT: Renewal of Certificate of Public Convenience and Necessity for Air Methods DEPARTMENT: Public Safety BCC DISTRICT: All STATEMENT OF ISSUE: [PS] Renewal of the Certificate of Public Convenience and Necessity (COPCN) for Air Methods to provide air medical transportation service in Okaloosa County. BACKGROUND: Air Methods is a state licensed advanced life support helicopter service of Air Methods Corporation. Since 2006 they have based a helicopter in Okaloosa County and are currently based at Bob Sikes Airport in Crestview. The helicopter is staffed with a trained pilot, paramedic, and nurse providing EMS air transport services in conjunction with the County’s Emergency Medical Services under a separate Memorandum of Understanding. The COPCN application includes updates to the corporate officer and management rolls, an updated fee schedule, and updates to the coverage maps. In accordance with Okaloosa County Ordinance No. 93-45, the issuance of a Certificate of Public Convenience and Necessity is required for all EMS services based in Okaloosa County. The COPCN is issued for a two-year term. The term of the new COPCN will be from April 19, 2014, to April 18, 2016. OPTIONS: Approve/Disapprove. RECOMMENDATION: Approve the renewal of the Certificate of Public Convenience and Necessity for Air Methods. RECOMMENDED BY: APPROVED BY: Packet Pg. 346 Ernie Padgett, County Administrator Packet Pg. 347 Packet Pg. 348  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: March 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Zan Fedorak SUBJECT: Authorization for Signature on Contract for Biosolids Removal & Transportation (RFB# WS 21-14) DEPARTMENT: Purchasing BCC DISTRICT: ALL STATEMENT OF ISSUE: Requesting approval for the Chairman to sign the contracts with R & E Farms for biosolids removal and transportation. BACKGROUND & ANALYSIS: On February 18, 2014, the Board approved the award of the contract to R&E Farms for biosolids removal. All contract documents have been received and are ready to be signed. (See attached.) We request the Board’s approval for the Chairman to sign the contracts with R & E Farms for biolsolids removal and transportation. All contract documents have been completed and are attached to this item. OPTIONS: Approve/Disapprove the request for the Chairman to sign contracts with R & E Farms for biosolids removal & transportation. RECOMMENDATION: Staff recommends the Chairman sign the contracts with R & E Farms for biosolids removal and transportation. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 349  KLLvtu r v z5,uiJ CONTRACT & LEASE INTERNAL COORDINATION SHEET Contract/Lease. Number : Tracking Number1SS Cdn'tractor/Lessee Name:. d. 5 f cfa Grant Funded: YES.,..... NO Purpose: _S' L~1'y',~` 0 !'50 ✓~~f' Date/T rrri: ' t :y _ 1. •0 GR€ATER THAN $50,000 Amount: _ — 2 . ❑ GREATER THAN $25.000 Department: L43. `J 3. ❑ $25,000 OR LESS Dept. MoNtor Name iI /i5 '~• Document has been reviewed and Includes any attachments or exhibits, ' Risk Management Re eW .;, pprovtd.as 'tt~ ' Date: Rls Nl a er or desi nee 7 - : doun}y A ey R new. Date: " . , • . Courlly, Attorney.. Fofowing.Okaloosa County approval: Contracts i Orant .Document has been•receivec : Date: Coritrccts b Grants Manager Packet Pg. 350  0 . V) W C 0u 0 — zo .0 0 -I- o .2 I- c CL LI) LO 0 o C • 0 O••O U) V)- © CL LU rid U- 0 k.- re CL CA- A2 U- in uJ -I I- u o £ !v G) (I) 06 0 I— w w LU 0 I z — a. IL 0 I- '—' I- ce- -. 0 0 Ui tn z 0 - I 00 Zoa -I 0 CL > LI) 0 0 N LI 'U ad c' c"i V) 00 0 -J 0 v) 0 LU CL co tn LUZ LU CL uJ U- CN LU '., 0 —I —1 () 0 Ui o — — z Ui o o > 0 LI o LU C Packet Pg. 351 System for Award Management Page 1 of 1 Search Results Current Search Terms: "R&E Farms*" Notice: This printed document represents only the first page of your SAM search results. More results may be available. To Glos print your complete search results, you can download the PDF and print it. 4o records found for current search. Searc Resul Entity Exclus Searc Filten By Re( Status By Functh Area - Manag By Functi Area - Perfori Inform SAM I System for Award Management 1.0 IBM vl.1466.20140121-1343 Note to all Users: This is a Federal Government computer system. Use of this 1SSA.g system constitutes consent to monitoring at all times. Packet https://www .sam.gov/portal/public/SAM/?portal :componentld=66fdb602-77f6-4baO-9 14a-... Pg. 352 2/26/2014  CONTRACT This agreement, executed in Crestview, Florida this day of between the County of Okaloosa, Florida, the Owner, hereinafter called the Party of the First Part, and or its successors, executors, administrators and assigns, hereinafter called the Party of the Second Part. WITN ESSETH: That for and in consideration of payments, hereinafter mentioned, to be made by the Party of the First Part, the Party of the Second Part agrees to furnish all equipment, machinery, tools and labor; to furnish and deliver all materials required to be furnished and delivered in and about the improvement and to do and perform all work related to providing transportation and removal of biosolids from the Okaloosa County Wastewater Treatment Facility as per the attached bid pricing in strict conformity with the provisions of this Contract, the Notice to Contractors, the Specifications and the plans approved by the Owner. The said Plans, Specifications, the Notice to Contractors, and the Proposal are hereby made a part of this agreement as fully and to the same effect as if the same had been set forth at length in the body of this agreement. In consideration of the foregoing promises, the Party of the First Part agrees to pay to the Party of the Second Part such unit prices for the work actually done as are set out in the accompanying proposal in the manner provided in the said Specifications. The Contractor shall be prepared to begin work to be performed under the contract as he set forth in his proposal, but will not proceed until he receives official notice to begin. This contract will start be effective upon the date of execution by both parties and shall continue through September 30, 2016. This contract may be renewed for two (2) additional one (1) year periods. REPRESENTATIVES: The authorized representative of the County shall be: Darren Alford, OCWS Wastewater Operations Manager 250 Roberts Blvd. Ft. Walton Beach FL 32547 850-651-7133 E-mail: dlallord@co.okaIoosa.fl.us The authorized representative of Rd-E t't4-rts shall be: Q1ieba.sJ 3, E-Mail: IY All notices required by this agreement shall be in writing to the representative listed above with a courtesy copy to the following: Last Revised - 1 2/6/13 Page 27 Packet Pg. 353  Joanne Kublik Contracts & Leases Okaloosa County Purchasing Department 602-C North Pearl St. Crestview, FL 32536 850-689-5960 / 850-689-5032 (fax) E-mail: jkublik@co.okaloosa.fl.us IN WITNESS WHEREOF, the Chairman of the Board of County Commissioners, by authority vested in him, has hereunto ybscribed his name on behalf of the County of Okaloosa, Florida, the Owner, and the said &± L has hereto fixed his signature, the day and year above written. WITNESS: R S. E Farms, LLC BY: William Rivenbark Manager STATE OF FLORIDA COUNTY OF OKALOOSA This contract is accepted this day of 2014 and is effective on day of 2014. ATTEST: COUNTY OF OKALOOSA, FLORIDA Gary Stanford Charles K. Windes, Jr. Chairman Deputy Clerk of Court Packet Pg. 354  WATER & SEWER BIOSOLIDS REMOVAL & TRANSPORTATION O 0 ij Nl%k, %7.00 Board of County Commissioners BID#: WS21-14 BID OPENS: JANUARY 8, 2014 @ 4:00 P.M. Packet Pg. 355 Notice is hereby given that the Board of County Commissioners of Okaloosa County, FL, will accept sealed bids until 4:00 p.m. (local time) January 8, 2014, for Okaloosa County Water & Sewer Biosolids Removal & Transportation. Pursuant to copies of bid provisions, bid forms, and specifications may be obtained from the Okaloosa County Purchasing Department, 602-C North Pearl Street, Crestview, FL 32536; 850-689-5960 or they may be downloaded from our website at www.co.okaloosa.fl.us (Departments, Purchasing, Vendor Registration & Opportunities). At 4:00 p.m. (local time), January 8, 2014, the bids will be opened and read aloud. All bids must be in sealed envelopes reflecting on the outside thereof the bidder's name and "Bid on Okaloosa County Water & Sewer Biosolids Removal & Transportation to be opened at 4:00 p.m., January 8, 2014'. The Board of County Commissioners will consider all bids properly submitted at its scheduled Bid Opening in the Conference & Training Room #305 located at 302 N. Wilson St, Crestview, FL 32536. Bids may be submitted in the Conference & Training Room #305, prior to Bid Opening or delivered to the Clerk of Circuit Court, 302 N. Wilson St., #203, Crestview, FL 32536. There is no obligation on the part of the County to award the bid to the lowest bidder, and the County reserves the right to award the bid to the bidder submitting a responsive bid with a resulting negotiated agreement which is most advantageous and in the best interest of Okaloosa County, and to waive any irregularity or technicality in bids received. Okaloosa County shall be the sole judge of the bid and the resulting negotiating agreement that is in its best interest and its decision shall be final. Any bidder failing to mark outside of envelope as set forth herein may not be entitled to have their bid considered. All bids should be addressed as follows: Clerk of Circuit Court Attn: Gary Stanford Newman C. Brackin Bldg. 302 N. Wilson St. #203 Crestview FL 32536 Richard Brannon Date Purchasing Director BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY Don R. Amunds Chairman Last Revised - 12/6/13 Page 1 Packet Pg. 356  SCOPE OF WORK BID#: WS21-14 BID ITEM: OKALOOSA COUNTY WATER & SEWER BIOSOLIDS REMOVAL & TRANSPORTATION The purpose of this bid is to enter into contract with a qualified contractor to remove/transport and dispose of biosolids currently from the Okaloosa County Arbennie Pritchett WRF located at 250 WS Roberts Rd., Ft. Walton Beach FL. Okaloosa County requests that interested bidders submit two (2) separate prices (see attached pricing sheet). We are asking; (a) for pricing whereby the contractor provides all transportation and disposal, (b) whereby the County provides transportation and the contractor provides a disposal site. A. CONDITIONS 1. Contractor must comply with all local, state and federal regulations in regards to transportation and disposal of waste biosolids. 2. Contractor must comply with all applicable Department of Environmental Protection rules and regulations. 3. Contractor will obtain all necessary permits. 4. If the contract includes transportation, the contractor will provide service 365 days a year. 5. If the contract calls for the County to provide transportation, the contractor will provide access to the disposal site 365 days a year. 6. Pricing will be per cubic yard. 7. There will be no minimum charge. 8. All transportation vehicles will be measured and certified as to capacity prior to hauling. The County reserves the right to conform capacity at any time. 9. Any change to the disposal site to include relocation accessibility, etc. must be approved by the County. 10. Should the County determine that it is in its best interest to do so; this bid may result in a contract with two (2) providers. Assignment of work would be done by the Water & Sewer Department designee. 11. If the contract requires the vendor to provide transportation, the contractor will be responsible for the loaded product once departed from the Okaloosa County Water & Sewer Plan. Last Revised - 12/6/13 Page 2 Packet Pg. 357  12. If the contract requires the vendor to provide transportation, the contractor will guarantee availability of transportation as needed by the County. 13. If the contract requires County to provide transportation, and the contractor provides a disposal site, site can be no further than one hundred miles from source facility (Arbennie Pritchett WRF, 250 Roberts Rd., Ft. Walton Beach, FL 32547). 14. PAYMENT - Payment shall be once per month and copies of invoices (one to each location listed below) sent to the following: a. 1 ea Okaloosa County Finance Department Accounts Payable 301 N. Wilson St., #203 Crestview FL 32536 b. 1 ea Okaloosa County Water & Sewer Attn: Darren Alford 250 Roberts Rd. Ft. Walton Beach FL 32547 Last Revised - 12/6/13 Page 3 Packet Pg. 358  SPECIAL CONDITIONS 1. Bid Price - The bid price shall include all equipment, labor, materials, permit(s), freight, faxes, required insurance, Public Liability, Property Damage and Workers' Compensation, etc., to cover the finished work called for. Applicable Laws and Regulations - The bidders attention is directed to the fact that all applicable state laws, county municipal ordinances, orders, rules and regulations of all authorities having jurisdiction over project shall apply to the bid throughout, and they will be deemed to be included in the contract the same as though they are written out in full herein. 3. Permits - The contractor shall be responsible for obtaining any necessary building permits. 4. Project Site - All bidders are required to visit the project site and become familiar with the scope of work before submitting a bid. For technical information or to see job site, contact, Darren Alford or Danny Mitchem, at 850-651-7133; 8:00 a.m. - 4:00 p.m., Monday through Friday. 5. Bid Information - Questions concerning bid requirements or specifications should be directed to Jack Allen at the Okaloosa County Purchasing Department, 602-C North Pearl Street, Crestview, Florida 32536, at 850-689-5960. Any changes by the County to specifications shall be in writing in the form of an addendum and furnished to all bidders. Verbal information obtained otherwise will not be considered in awarding of bids. 6. Specification Exception - Bidder shall clearly list any changes in the bid specifications. Bidders must explain any deviation from the bid specifications, in writing, as a footnote on the applicable bid page. Failure of the bidder to comply with these provisions will result in the bidder being held responsible for all costs required to bring the building in compliance with contract specifications. 7. Addition/Deletion of Items - The County reserves the right to add or delete any item from this bid or resulting contract when deemed to be in the County's best interest. 8. Protection of Work Area - The contractor will be required to protect all work areas necessary to prevent accidents when deemed to be in the County's best interest. 9. Public Entity Crime Information - A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list. 10. Conflict of Interest - The award hereunder is subject to the provisions of Chapter 112, Florida Statutes. All respondents must disclose with their proposal the name of any officer, director, Last Revised - 12/6/13 Page 4 Packet Pg. 359  or agent who is also a public officer or an employee of the Okaloosa Board of County Commissioners, or any of its agencies. Furthermore, all respondents must disclose the name of any County officer or employee who owns, directly or indirectly, an interest of five percent (5%) or more in the firm or any of its branches. Furthermore, the official, prior to or at the time of submission of the proposal, must file a statement with the Clerk of Circuit Court of Okaloosa County if he is an officer or employee of the County, disclosing his or spouses or child's interest and the nature of the intended business. Note: For bidder's convenience, this certification form is enclosed and is made a part of the bid package. 11. Identical Tie Proposal - Preference shall be given to businesses with drug-free workplace programs. Whenever two or more proposals that are equal with respect to price, qualify and service are received by the County for the procurement of commodities or contractual services, a proposal received from a business that certifies that it has implemented a drug- free workplace program shall be given preference in the award process (see attached certification form). Established procedures for processing tie proposals will be followed if none of the tied vendors have a drug-free workplace program. Note: For bidder's convenience, this certification form is enclosed and is made a part of the bid package. 12. Recycled Content Information - In support of the Florida Waste Management Law, bidders are encouraged to supply with their bid any information available regarding recycled material content in the products bid. The County is particularly interested in the type of recycled material used (such as paper, plastic, glass, metal, etc.) and the percentage of recycled material contained in the product. The County also requests information regarding any known or potential material content in the product that may be extracted and recycled after the product has served its intended purpose. Note: For bidder's convenience, this certification form is enclosed and is made a part of the bid package. 13. Local Preference - Okaloosa County reserves the right to grant a preference to in-county bidders on l y when bids are received from firms located in states, counties, municipalities or other political subdivisions which offer preference to bidders located in such political subdivisions. The amount of preference given to local bidders will be the same as that given by the state, county, municipality or other political subdivisions in which a bidder is located. If the political subdivision in which a bidder is located offers a preference to its local firms, that bidder must plainly state the extent of such preference to include the amount and type preference offers. Any bidder failing to indicate such preference will be removed from the County bid list and any and all bids from that firm will be rejected. 14. Hold Harmless - To the fullest extent permitted by law, Contractor shall indemnify and hold harmless County, its officers and employees from liabilities, damages, losses, and costs including but not limited to reasonably attorney fees, to the extent caused by the Last Revised - 12/6/13 Page 5 Packet Pg. 360  negligence, recklessness, or intentional wrongful conduct of the Contractor and other persons employed or utilized by the Contractor in the performance of this contract. Note: For bidder's convenience, this certification form is enclosed and is made a part of the bid package. 15. Reorganization or Bankruptcy Proceedings - Bids will not be considered from vendors who are currently involved in official financial reorganization or bankruptcy proceedings. 16. Right to Waive and Relect A. The Board, in its absolute discretion, may reject any proposal of a proposer that has failed, in the opinion of the Board, to complete or perform an Okaloosa County contracted project in a timely fashion or has failed in any other way, in the opinion of the Board, to perform a prior contract in a satisfactory manner, and has directed the Okaloosa County Purchasing Director to emphasize this condition to potential proposers. There is no obligation on the part of the County to award the proposal to the lowest proposer, and the County reserves the right to award the proposal to proposer submitting a responsive proposal with a resulting negotiated agreement which is most advantageous and in the best interest of Okaloosa county, and to reject any and all proposals or to waive any irregularity or technicality in proposals received. Okaloosa County shall be the sole judge of the proposal and the resulting negotiated agreement that is in its best interest and its decision shall be final. C. The Board of County Commissioners reserves the right to waive any informalities or reject any and all proposals, in whole or part, to utilize any applicable state contracts in lieu of or in addition to this proposal and to accept the proposal that in its judgment will best serve the interest of the County. D. The Board of County Commissioners specifically reserves the right to reject any conditional proposal and will normally reject those that made it impossible to determine the true amount of the proposal. 17. Disqualification of Proposers - Any of the following reasons may be considered as sufficient for the disqualification of a proposer and the rejection of his proposal or proposals: A. More than one proposal for the same work from an individual, firm or corporation under the same or different name. B. Evidence that the proposer has a financial interest in the firm of another proposer for the same work. C. Evidence of collusion among proposers. Participants in such collusion will receive no recognition as proposers for any future work of the County until such participant shall have been reinstated as a qualified proposer. D. Uncompleted work that in the judgment of the County might hinder or prevent the prompt completion of additional work if awarded. Last Revised- 12/6/13 Page 6 Packet Pg. 361  Failure to pay or satisfactorily settle all bills due for labor and material on former contracts in force at the time of advertisement of proposals. Default under previous contract. G. The Board, in its absolute discretion, may reject any proposal of a proposer that has failed, in the opinion of the Board, to complete or perform an Okaloosa County contracted project in a timely fashion or has failed in any other way, in the opinion of the Board, to perform a prior contract in a satisfactory manner, and has directed the Okaloosa County Purchasing Director to emphasize this condition to potential proposers. 18. Conditional and Incomplete Bids - The Board of County Commissioners specifically reserves the right to reject any conditional bid and will normally reject those that make it impossible to determine the true amount of the bid. 19. Investigation of Bidder - The owner may make such investigations as he deems necessary to determine the stability of the bidder to perform the work and that there is no conflict of interest as it relates to the project. The bidder shall furnish to the owner any additional information and financial data for the purpose as the owner may request. The data shall include a detailed and up-to-date list of plant equipment and materials which bidder proposes to use, indicating which portions he already possesses and a detailed description of the method and program or work to be done. 20. Preparation of Bids - Bids must be submitted upon the prescribed forms provided herein. All blank spaces must be filled in as noted in ink or typed in both words and numbers with the amounts extended and totaled. No changes shall be made in phraseology of the form or in the items mentioned therein. In case of any discrepancy between the written amount and the figures, the written amounts shall govern. Any bid may be rejected which contains any omissions, erasures, alterations, additions, irregularities of any kind, or items not called for or which shall in any manner fail to conform to the conditions of published notice inviting bids. 21. Bid Bond - Bidders are required to submit a Bid Bond, Cashier's or Certified Check in the amount of $10,000 of their total bid and the Bid Bond is to be attached to their bid. 22. Discrimination - An entity or affiliate who has been placed on the discriminatory vendor list may not submit a bid on a contract to provide goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not award or perform work as a contractor, supplier, subcontractor, or consultant under contract with any public entity, and may not transact business with any public entity. 23. Bid Opening Information - Bid Opening shall be public, on the date and time specified on the bid form. It is the bidder's responsibility to assure that his bid is delivered at the proper time and place. Offers by telegram, facsimile, or telephone are NOT acceptable. Note: Crestview, Florida is "not a next day guaranteed delivery location" by delivery services. Last Revised - 12/6/13 Page 7 Packet Pg. 362 24. No Contact Clause - The Okaloosa County Board of County Commissioners have established a solicitation silence policy (No Contact Clause) that prohibits oral and written communication regarding all formal solicitations for goods and services (formal bids, Request for Proposals, Requests for Qualifications) issued by the Board through the County Purchasing Department. The period commences when the procurement document is received and terminates when the Board of County Commissioners approves an award. Last Revised - 12/6/13 Page 8 Packet Pg. 363  INSURANCE REQUIREMENTS Contractor's Insurance A. The CONTRACTOR shall not commence any work in connection with this Agreement until he has obtained all required insurance and such insurance has been approved by the Okaloosa County Risk Management Director. All insurance policies shall be with insurers licensed to do business in the State of Florida, and any insuring company is required to have a minimum rating of A, Class X in the Best Key Rating Guide published A. M. Best & Co., Inc. C. All insurance shall include the interest of all entities names in and its respective agents, consultants, servants and employees of each and all other interests as may be reasonably required by Okaloosa County as Additional Insured. The coverage afforded the Additional Insured under this policy shall be primary insurance. If the Additional Insured have other insurance that is applicable to the loss, such other insurance shall be on an excess or contingent basis. The amount of the company's liability under this policy shall not be reduced by the existence of such other insurance. D. The County of Okaloosa shall be listed as Additional Insured by policy endorsement on all insurance contracts applicable to this Agreement except Workers' Compensation and Professional Liability. The County of Okaloosa shall be furnished proof of coverage by certificates of insurance (COI) and endorsements for every applicable insurance contract required by this Agreement. The COl's and policy endorsements must be delivered to the County Representative not less than ten (10) days prior to the commencement of any and all contractual agreements between the County of Okaloosa and the CONTRACTOR. The County shall retain the right to reject all insurance contracts that do not meet the requirement of this Agreement. Further, the County reserves the right to change these insurance requirements with 60-day notice to the CONTRACTOR. G. The insurance definition of Insured or Additional Insured shall include Subcontractor, Sub-subcontractor, and any associated or subsidiary companies of the CONTRACTOR, which are involved, and which is a part of the contract. H. The County reserves the right at any time to require the CONTRACTOR to provide certified copies of any insurance policies to document the insurance coverage specified in this Agreement. The designation of CONTRACTOR shall include any associated or subsidiary company which is involved and is a part of the contract and such, if any associated or subsidiary company involved in the project must be named in the Workers' Compensation coverage. All policies shall be written so that the County will be notified of cancellation or restrictive amendments at least thirty (30) days prior to the effective date of such Last Revised - 12/6/13 Page 9 Packet Pg. 364  cancellation or amendment. Such notice shall be given directly to the County Representative. Workers' Compensation Insurance The CONTRACTOR shall secure and maintain during the life of this agreement Workers' Compensation insurance for all of his employees employed for the project or any site connected with the work, including supervision, administration or management, of this project and in case any work is sublet, with the approval of the County of Okaloosa, the CONTRACTOR shall require the Subcontractor similarly to provide Workers' Compensation insurance for all employees employed at the site of the project, and such evidence of insurance shall be furnished the County of Okaloosa not less than ten (10) days prior to the commencement of any and all subcontractual agreements which have been approved by the County of Okaloosa. Such insurance shall comply with the Florida Workers' Compensation Law. 3. No class of employee, including the CONTRACTOR himself, shall be excluded from the Workers' Compensation insurance coverage. The Workers' Compensation insurance shall also include Employer's Liability coverage. Business Automobile and Commercial General liability Insurance The CONTRACTOR shall maintain Business Automobile Liability insurance coverage throughout the life of this Agreement. The insurance shall include Owned, Non- owned & Hired Motor Vehicle coverage. 2. The CONTRACTOR shall carry other Commercial General Liability insurance against all other Bodily Injury, Property Damage and Personal and Advertising Injury exposures. The coverage shall include both On-and Off-Premises Operations, Contractual Liability, Board Form Property Damage, and Professional Liability. 3. All liability insurance (other than Professional Liability) shall be written on an occurrence basis and shall not be written on a claim-made basis. If the insurance is issued with an aggregate limit of liability, the aggregate limit of liability shall apply only to the locations included in this Agreement. If, as the result of any claims or other reasons, the available limits of insurance reduce to less than those stated in the Limits of Liability, the CONTRACTOR shall notify the County representative in writing. The CONTRACTOR shall purchase additional liability insurance to maintain the requirements established in this Agreement. Umbrella or Excess Liability insurance can be purchased to meet the Limits of Liability specified in this Agreement. 4. Commercial General Liability coverage shall be endorsed to include the following: 1.) Premises - Operation Liability 2.) Occurrence Bodily Injury and Property Damage Liability Last Revised - 12/6/13 Page 10 Packet Pg. 365  3.) Independent Contractor's Liability 4.) Completed Operations and Products Liability 5. CONTRACTOR shall agree to keep in continuous force Commercial General Liability coverage including Completed Operations and Products Liability for two (2) years beyond acceptance of project. Limits of Liability The insurance required shall be written for not less than the following, or greater if required by law and shall include Employer's liability with limits as prescribed in this contract: LIMIT A. Worker's Compensation 1.) State Statutory 2.) Employer's Liability $1,000,000 each accident Business Automobile & Commercial $1,000,000 each occurrence General Liability Insurance (A combined single limit) C. Personal and Advertising Injury $250,000 Notice of Claims or Litigation The CONTRACTOR agrees to report any incident or claim that results from performance of this Agreement. The County representative shall receive written notice in the form of a detailed written report describing the incident or claim within ten (10) days of the CONTRACTOR's knowledge. In the event such incident or claim involves injury and/or property damage to a third party, verbal notification shall be given the same day the CONTRACTOR becomes aware of the incident or claim followed by a written detailed report within ten (10) days of verbal notification. Indemnification & Hold Harmless To the fullest extent permitted by law, CONTRACTOR shall indemnify and hold harmless COUNTY, its officers and employees from liabilities, damages, losses, and costs including but not limited to reasonable attorney fees, to the extent caused by the negligence, recklessness, or intentional wrongful conduct of the CONTRACTOR and other persons employed or utilized by the CONTRACTOR in the performance of this contract. Certificate of Insurance All insurance shall include the interest of all entities names in and its respective agents, consultants, servants and employees of each and all other interests as may be reasonably required by Okaloosa County as Additional Insured. The coverage afforded the Additional Insured under this policy shall be primary insurance. If the Additional insured under this policy shall be primary insurance. If the Additional Insured has other insurance that is applicable to the loss, such other insurance shall be on an excess or contingent basis. The amount of the company's liability under this policy shall not be reduced by the existence of such other insurance. Last Revised- 12/6/13 Page 11 Packet Pg. 366 2. Certificate of Insurance, in duplicate, indicating the job site and evidencing all required coverage must be submitted to and approved by Okaloosa County prior to the commencement of any of the work. The certificate holder(s) shall be as follows: Okaloosa County 602-C North Pearl St. Crestview FL 32536 All policies shall expressly require 30 days written notice to Okaloosa County at the address set out above, or the cancellations of material alterations of such policies, and the Certificates of Insurance, shall so provide. 4. All certificates shall be subject to Okaloosa County's approval adequacy of protection and the satisfactory character of the Insurer. 5. The Certificates of Insurance shall disclose any and all deductibles or self-insured retentions (SIRs). Deductibles or SIRs in excess of $10,000 will not be accepted unless specifically approved in writing by Okaloosa County. All deductibles or SIRs, whether approved by Okaloosa County or not, shall be the Contractor's full responsibility. In particular, the Contractor shall afford full coverage as specified herein to entities listed as Additional Insured. In no way will the entities listed as Additional Insured be responsible for, pay for, be damaged by, or limited to coverage required by this schedule due to the existence of a deductible or SIR. Specific written approval from Okaloosa County will only be provided upon demonstration that the Contractor has the financial capability and funds necessary to cover the responsibilities incurred as a result of the deductible or SIR. 6. In the event of failure of the Contractor to furnish and maintain said insurance and to furnish satisfactory evidence thereof, Okaloosa County shall have the right (but not the obligation) to take out and maintain insurance on the project. All costs for the coverage will be paid by Contractor upon presentation of a bill. GENERAL TERMS Any type of insurance or increase of limits of liability not described which the Contractor required for its own protection or on account of statute shall be its own responsibility and at its own expense. The carrying of the insurance described shall in no way be interpreted as relieving the Contractor of any responsibility under this contract. Should the Contractor engage a subcontractor or sub-contractor, the same conditions will apply under this agreement to each subcontractor and sub-subcontractor. The Contractor hereby waives all rights of subrogation against Okaloosa County and its consultants and other indemnities of the Contractor under all the foregoing policies of insurance. UMBRELLA INSURANCE - The Contractor shall have the right to meet the liability insurance requirements with the purchase of an umbrella insurance policy. In all instances, the combination of primary and umbrella liability coverage must equal or exceed the minimum liability insurance limits stated in this agreement. Last Revised - 12/6/13 Page 12 Packet Pg. 367  "NO CONTACT CLAUSE" The Okaloosa County Board of County Commissioners have established a solicitation silence policy (No Contact Clause) that prohibits oral and written communication regarding all formal solicitations for goods and services (formal bids, Request for Proposals, Requests for Qualifications) issued by the Board through the County Purchasing Department. The period commences when the procurement document is received and terminates when the Board of County Commissioners approves an award. When the solicitation silence period is in effect, no oral or written communication is allowed regarding the solicitation between prospective bidders/proposers and members of the Board of County Commissioners, the County Administrator or members of the Board Approved Review Committee. All questions or requests for information regarding the solicitation must be directed to the designated Purchasing Representative listed in the solicitation. Any information thought to affect the committee or staff recommendation submitted after bids are due, should be directed to the Purchasing Director or his appointed representative. It shall be the Purchasing Director's decision whether to consider this information in the decision process. Any attempt by a vendor/proposer to influence a member or members of the aforementioned shall be grounds to disqualify the proposer from consideration during the selection process. All proposers must agree to comply with this policy by signing the following statement and including it wi h heir ubmitt I. I representing F ft S L t Signature Company tame Hereby agree to abide by the County's "No Contact Clause" and understand violation of this policy shall result in disqualification of my proposal/submittal. Last Revised- 2/6/13 Page 13 Packet Pg. 368  CONFLICT OF INTEREST DISCLOSURE FORM For purposes of determining any possible conflict of interest, all bidders/proposers, must disclose if any Okaloosa Board of County Commissioner, employee(s), elected officials(s), of if any of its agencies is also an owner, corporate officer, agency, employee, etc., of their business. Indicate either "yes" (a county employee, elected official, or agency is also associated with your business), or "no". If yes, give person(s) name(s) and position(s) with your business. YES NO X NAME(S) POSITION(S) FIRM NAME: LL BY (PRINTED): ; ii R_ et V BY (SIGNATURE): X~~~ TITLE: C___ () f1 E/" ADDRESS: 5+ 4t- 3Y/ 1(_ 54-10 ' PHONE NO. Last Revised- 12/6/13 Page 14 Packet Pg. 369  DRUG-FREE WORKPLACE CERTIFICATION THE BELOW SIGNED BIDDER CERTIFIES that it has implemented a drug-free workplace program. In order to have a drug-free workplace program, a business shall: Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition. 2. Inform employees about the dangers of drug abuse in the workplace, the business's policy of maintaining a drug-free workplace, any available drug counseling, rehabilitation and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations. 3. Give each employee engaged in providing the commodities or contractual services that are under quote a copy of the statement specified in subsection 1. 4. In the statement specified in subsection 1, notify the employees that, as a condition of working on the commodities or contractual services that are under quote, the employee will abide by the terms of the statement and will notify the employer of any conviction of, or plea of guilty or nolo contender to, any violation of Chapter 893 or of any controlled substance law of the United States or any state, for a violation occurring in the workplace no later than five (5) days after such conviction. Impose a sanction on, or require the satisfactory participation in, drug abuse assistance or rehabilitation program if such is available in employee's community, by any employee who is convicted. 6. Make a good faith effort to continue to maintain a drug-free workplace through implementation of this section. As the person authorized to sign this statement, I certify that this firm complies fully with the above requirements. / DATE: COMPANY: J 7 I LI P E Pa/ji't c1 L L C, SIGNATURE: NAME: Z _______ (Typed or Printed) ADDRESS: 25 /9ttva'ct 5+ TITLE: 4L. 31 PHONE NO.: 33 53L/. Last Revised - 06/24/2013 Page 19 Packet Pg. 370  RECYCLED CONTENT FORM RECYCLED CONTENT INFORMATION 1. Is the material in the above: Virgin or Recycled________ (Check the applicable blank). If recycled, what percentage __%. Product Description: 2. Is your product packaged and/or shipped in material containing recycled content? Yes No Specify: 3. Is your product recyclable after it has reached its intended end use? Yes No_________ Specify: The above is not applicable if there is only a personal service involved with no product involvement. Name of Bidder: (N 4 ) R Fai r— Last Revised - 12/6/13 Page 20 Packet Pg. 371  LOCAL PREFERENCE DATA SHEET Okoloosa County grants a preference to in-county bidders only when bids are received from firms located in states, municipalities or other political subdivisions which offer preference to bidders located in such political subdivisions. The amount of preference given to local bidders will be the same as that given by the state, county, municipality or other political subdivisions in which the out-of-county bidder is located. If the political subdivision in which a bidder is located offers a preference to its local firms, that bidder must plainly state the extent of such preference to include the amount and type preference offered. Any bidder failing to indicate such preference will be removed from the County bid list and any and all bids from that firm will be rejected. Does the state, county, municipality or political subdivision in which your firm is located offer a preference to their local bidders? If "YES," list below the extend of such preference. (If your firm is located in Okaloosa County, you will check 'YES-reciprocal only.) YES NO If yes, you must identify how you confirmed this information or who you spoke with within your area of business location below: Bidder's Company Name Authorized Signature - Manual /), Jf t; ueftba/k Printed Name - 7-/ Date Last Revised - 12/6/13 Page 21 Packet Pg. 372  INDEMNIFICATION AND HOLD HARMLESS To the fullest extent permitted by law, CONTRACTOR shallindemnify and hold harmless COUNTY, its officers and employees from liabilities, damages, losses, and costs including but not limited to reasonable attorney fees, to the extent caused by the negligence, recklessness, or intentional wrongful conduct of the CONTRACTOR and other persons employed or utilized by the CONTRACTOR in the performance of this Agreement. Bidder's Company Name Atpu/ Authorized Signature - Manual 62. S Si 1):/1 Riiiev.bauA' Physical Address Authorized Signature - Typed C/pvtV Mailing Address Title 11- S3q-///, p,te& Phone Number P,n/ FAXNumbe' 95c 2o'?- (0f7o 33 1[53 Lf_//f , Cellular Number After-Hours Number(s) DATE (REVISED: JANUARY 12, 2001) Last Revised - 2/6/13 Page 22 Packet Pg. 373  BID SHEET BID #: #WS21-14 BID ITEM: WATER & SEWER BIOSOLIDS REMOVAL & TRANSPORTATION 1 PRICE PER CUBIC YARD TO INCLUDE ALL TRANSPORTATION/PICKUP & DISPOSAL COSTS 2. PRICE PER CUBIC YARD WITHOUT TRANSPORTATION COSTS (DISPOSAL ONLY & SITE LOCATED IN FLORIDA) $75 DISPOSAL SITE ADDRESS 32/3 3. PRICE PER CUBIC YARD WITHOUT TRANSPORTATION COSTS (DISPOSAL ONLY & SITE LOCATED IN ALABAMA) DISPOSAL SITE ADDRESS 3cc A 3 f 5 kl Ftoi, /1. 3C2- Note: It is not necessary to submit a bid on all three line items. The County reserves the right to perform a financial analysis on all line items of all bids and take into consideration distance to the disposal site (in which County expenses/resources would be incurred by transporting biosolids), in order to award the bid to the contractor(s) which produce the overall lowest expenses to the County. Remarks: ANTI-COLLUSION STATEMENT: The below signed bidder has not divulged to, discussed or compared his bid with other bidders and has not colluded with any other bidder or parties to bid whatever. (Note: No premiums, rebates, or gratuities permitted either with, prior to, or after any delivery of materials. Any such violation will result in the cancellation and/or return of material (as applicable) and the removal from bid list(s). Last Revised - 12/6/13 Page 25 Packet Pg. 374  R 6v vv,5, Bidder's Company Name' Z~4 ___ Authorized Signature - - "// Manual s1 /y, ii 4 ,vCIi(' Authorized Signature - Typed /B1ack' 4L 3,31( c4 tec' Address Title 33L/ 53qJJ/4 Phone # Fax# E'vt4 I 20- /781322_ Federal ID # or SS # Last Revised - 12/6/13 Page 26 Packet Pg. 375  R&EFA-1 OP ID: JB I4WRL CERTIFICATE OF LIABILITY INSURANCE THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS I DATE (MMIDDfYYYY) CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder Is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate _holder _in_lieu_of such_endorsement(s). PRODUCER CONTACT SanBuck, Inc. PHONE FAX P.O. Box 311650 (AC, No. Ext): (NC, No): Enterprise, AL 36331-1650 E-MAIL John Milton Buck INSURER(S) AFFORDING COVERAGE NAIC # INSURER A: ROCKHILL INS. Co INSURED R & E Farms, LLC INSURER B: Canal Insurance Co William Rivenbark INSURER C. ROCKHILL INS CO 625 Burnt St Black, AL 36314 INSURER D: INSURER E: I INSURER F: COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR ABBL)US1. POLICY EFF POLICY EXP LTR TYPE OF INSURANCE INSR WVD POLICY NUMBER (MMIDD!YYYY) (MM/DD/YYYYI LIMITS GENERAL LIABILITY EACH OCCURRENCE 1,000,000 $ DAMAGE TO A X COMMERCIAL GENERAL LIABILITY ENVP005290-01 08116/2013 08/16/2014 PREMISES EIn) $ 100,001 CLAIMS-MADE OCCUR MED EXP (Any one person) $ 5,00( PERSONAL & ADV INJURY $ 1,000,00( GENERAL AGGREGATE $ 1,000,00( GENL AGGREGATE LIMIT APPLIES PER: PRODUCTS - COMP/OP AGG $ 1,000,00( - POLICY fl JFcr fl LOC - - JJE1INGLE LIMIT $ AUTOMOBILE LIABILITY 1,000,000 (Ea acci $ B ANY AUTO P1A07520301 11/10/2013 11/1012014 BODILY INJURY (Per person) $ I ALL OWNED AUTOS AUTOS SCHEDULED NON-OWNED BODILY INJURY (Per accident) PROPERTY DAMAGE S - HIRED AUTOS AUTOS (PER ACCIDENT) $ - UMBRELLA LIAB EXCESS LIAB [_J OCCUR EACH OCCURRENCE $ CLAIMS-MADE AGGREGATE $ - DED I I RETENTION $ - - $ - WORKERS COMPENSATION AND EMPLOYERS' LIABILITY WC STATU- TORY LIMITS I 0TH- ER YIN ANY PROPRIETOR/PARTNER/EXECUTIVE E.L. EACH ACCIDENT $ OFFICER/MEMBER EXCLUDED? N/A (Mandatory In NH) E.L. DISEASE - EA EMPLOYEE $ If yes, descrIbe under - DESCRIPTION OF OPERATIONS below - - E.L. DISEASE - POLICY LIMIT $ C Pollution Liabilit ENVP005290-01 08/16/2013 08/16/2014 Site Coy 1,000,00 DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (Attach ACORD 101, Additional Remarks Schedule, if more space is required) AWTF dewatered sludge hauling/disposal CERTIFICATE HOLDER CANCELLATION OKALOOI SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. Okaloosa County Board of County Commissioners AUTHORIZED REPRESENTATIVE 602 C North Pearl Street Crestview, FL 32536 © 1988-2010 ACORD CORPORATION. All rights reserved. ACORD 25 (201 0/05) /) Tfile ACORZiame and logo are registered marks of ACORD 03-1214A09:25 RCVD Packet Pg. 376  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: March 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Zan Fedorak SUBJECT: Request Approval of Award and Authorization to Sign for Air Cooled Chiller (RFB# COR 20-14) DEPARTMENT: Purchasing BCC DISTRICT: ALL STATEMENT OF ISSUE: Requesting approval to award Bid #COR 20-14 for an Air Cooled Chiller for Okaloosa County Department of Corrections to W.D. Rogers Mechanical Contractors. Also requesting authorization for the Chairman to sign the contracts. BACKGROUND & ANALYSIS: On February 19, 2014, bids were opened regarding the replacement of the Air Cooled Chiller at the jail. Eight bids were received with W.D. Rogers Mechanical Contractors as the lowest bidder whose specifications fulfilled the requirements outlined in the bid. The price bid by W.D. Rogers Mechanical Contractors is $189,000. The amount budgeted is $225,000. All contract documents have been completed and are attached to this item. Background provided by Facility Maintenance: "The air cooled chiller at Okaloosa County Department of Corrections is more than 20 years old. It was put on the 5-year CIP over eight (8) years ago and it’s been on the top of the CIP list for more than three (3) years. Maintaining equipment that is this antiquated is expensive, time consuming and it’s becoming difficult to find replacement parts." OPTIONS: Approve/Disapprove the request to approve the bid submitted by W.D. Rogers Mechanical Contractors for an air cooled chiller and for the Chairman to sign contracts. RECOMMENDATION: Staff recommends approval to award bid to W.D. Rogers Mechanical Contractors and for the Chairman sign the contracts. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 377  RECEIVED DEC 31 . CONTRACT & LEASE INTERNAL COORDINATION SHEET Contract/Lease Number: Tracking Number: ____ Contractor/Lessee Name: Grant Funded: YES_ NOX Purpose: (71.k Date/Term: 1. LII GREATER THAN $50,000 Amount: 2. 0 GREATER THAN $25,000 Department: 3. LI $25,000 OR LESS Dept. Monitor Name: /c3Cu/ Document has been reviewed and includes any altadrrenls or exhibits. Purchasing Review Procur ent re nts e et: _________________ Date: /7_3'1J3 Purc asi iecr or degnee Risk Management Reviey , Id ze , Approved as written b-/- /ii), - Date: Risk Manager drdesignee ,L.JIe.L hev 54V- A County Attorney Review edo it / Date:____ Attorney / Following Okaloosa County approval: Contracts & Grants Document has been received: Date: Contracts & Grants Ma Packet Pg. 378 Joanne Kublik From: Donald Turner Sent: Tuesday, February 25, 2014 2:33 PM To: Zan Fedorak; Jack Allen; Joanne Kublik Cc: Robert Sawyer; Path Hanna Subject: FW: Jail chiller bid Attachments: 301-3120 Fund.pdf Jack, Please award the contract to the apparent low bidder, W.D. Rogers Mechanical Contractors, for the replacement of the chiller at the county jail. Funding for the project is in the 301-3120 Fund, Dept. 562245 (attached). Sincerely, / Donald L. Turner, Director Facilities Maintenance Office: (850) 689-5790 Fax: (850) 689-5630 From: Robert Sawyer Sent: Tuesday, February 25, 2014 2:14 PM To: Donald Turner Subject: Jail chiller bid Don the name of the company is W.D. Rogers Mechanical Contractors 3018 N. Davis Hwy. Pensacola, Fl. Bid price $189,990.00 for the Jail chiller replacement. Packet Pg. 379  H 0 0 N 0 0 HO 0 N N N N 0 H 0 0 H H H H 0 i s o N N N N U) m U) 0 U) N U) 0 U) 0 0 0 0 U) I 0 N 0 LA LA LA LA U) - U)- U) - U)- U) - - 0 LA 0 0 0 0 U m 0 E-4 c'i E (N E H 0 0 0 0 N U)U)0CN U)U)H U)U) LA LA LA LA C) C) C)(o Z _LA U) U)C r4 pq O Z H () ()U) P4 Z HH H H 0 H H H H U) U) U) ZQN ZU) ZOl ZU)N ZU) U Hr-I HH HE-LH H HELr-I U) U) ()U)(N C)CI) CU)I U) 0 WE U)O U)O0 U)O U)OH U) U) U) U)O U) 0 0 0 0 0 00 0 0 0 0 0 U) C. 0 0 0 0 0 0 0 00 0 0 0 0 0 0 0 0 U) 0 0 0 0 0 mm o m 00 0 OCOCO CD 0 0 m m m C 0 COCOCOCO C! CNN N N N N CNN N N N N H CNN N N N N C-) OH U) U) m E4 F-H H 000 000 00 U) 0 o< U) 000 000 00 ( 0 000 000 0000 0000 0 0 0 0 0 0 0 C. Q U) . . <U) 0 0 0 0 U) U) mm 00 0 H 0 00 00 m m m A) U) U) U) 00 0 U) 0 00 00 U) CO U) U) oH -U)- -- -- - C. LA LA LA U) LA 00 N N 0 0 0 0 mm N N N N H H N (N 0) 0) 0) ON N N N U) N H H I LA LA LA LA 00) - U) 0 H U) N H m II H m H U) U) LA 0 H H 0 U) 0 o C) N El • U >4 H 0 < H U) N 0) H U) H U) 0 0) U) I 0) U) U) I 0 U) U) U 0 U) 0 0) z U) N Z U) U) I 0) A) H 0) U) H D U) 0 0) 0) (N H U) U) 0 U) A) 0 ' Z El CU) U) H U) F 0 H U) m 0 U) 44 H > U) 110 HO HU) 0 0) H r 0U) 0 H 0 H < Z 0 U) - U) U) F- F > CU) 0U) H H C) 0 U) H 0 H OH Z H 0 U) HZ Z - 0) C) Z U) U)0 U U) - U H co U) o • .0 U) < •O C) ° U) U) U) H U) < U 0) 0 U) 0 U) U) U) Z C) o U) U)0) I H U) C) U o H (-(H U H U) I U) U) 0)< U) H P4 a4 C) U 0 U) H Fr) U) NHC- 00) C) 0) Z •... 0) U) H H H U) Lei U) U) < U) F H m H C) U) U) U) Fr C) Fr I H H H HO U) - HO I 0) I 0) I H I H H U)0 U) 0)N 0 H HFrC U)HC- U)HLAC- FCHU) FC-CHCU) H H 0) <H w .. <H C) N (ill IH I (H FrIU) FrI (U) El 00 E, F4 Z Um H <HU) Z Z < IH< IHH< HHU) HHmU) U) U) C) NCN HEx) Ex 0 H CC) ExH C-HD -HNID U)HU) U)HHU) W 04 II I I H H U) U) I LAO) U •. U) H U) <m <m U)m U)m CNN C Z U) HH N H DH U) bHH U)H U)HH 0).. ZZ 0 LA --- __- --- N 0 H U) m I 0) 0) Z 0) U) 0 00 0 0 CO U) U) U) U) U)OH HE-I U) U) U) -Fr) 0 0 m H U) U) U) I 0- CflN m co mo U) U) U) H N -. Lfl--. N. C) U) ,.( U) < U) NHC- O),- O)NC- O)C- O)HC- C- CU)U) U)0 H U) < OU) I LA 0, N0 N00, N0< N00< C- ZEU) ,-)U U) H C 0) U H LA H N H N H N F-C N H H <H U) C) 0 0 < U) U 0 0 H H H LA 0 LA 0 LA 0 LA 0 0 0 0 0 U)U)&4 U)< U) H 0) frU) < m LA F- LA H U) H LA H LA H H H H H IC Packet Pg. 380  a) E (I) Ln Ln a) -C) - . - a) a) j 0) 0) >. U a) a) a) ) C) 0) 0) - - -1 -I 00 NO 0 a) ro U -c aj 0 LL a) 4-. Cc CD CD CD CD 0 CD CD a) C CD 0 • 41 CD CD CD - C - CD 0 0 0 • in o- in - .- 0) C') -i m U a) 0 C) C) - (I.) 0) I- 0) > CD CD 0 0 0 C 0 0 CD CD 0 0 CD a) CD 0 CD Lfl r.J CD 1-1 m 0 0 (-0 '.0 00 0 14 o 0 o i- r r-i o R R o R rJ 00 0 C CD -1 (.0 0, 0 N -1 r4 -U')- in tn Co 0 F- U a) U U .E U u in >. c 0 C 0 • - Co (0 '.1') 0 - EE CO ,' C) cc 0 bO 0 Li .E c u 2 u c o CD ,, -i-. 0) .2 o . 'E a) -5 a) Ln cc . LI > CO Co 0 41 C C C -J CI) ow 0 0 0 a) 0 ..c. 4- 4/) " 4r 0 Li o 0 C U CO . E Cc C - m ca I (3< . Packet Pg. 381  AMENDMENT #1 TO CONTRACT/LEASE C95-0124-WS BID NUMBER RFQ WS 49-95 OI<ALOOSA COUNTY Contract is amended to assign purchase price to items listed in Amendment 1. UCMR3 Metals Method 200.8 - $90.00 200.7 Rev 4,4 —Cd, Cr, Cu, Pb, Zn - $45 OKALOOSA COUNTY TESTAMERICA, INC REPRESENTATIVE ME Contractor: TestAmerica Laboratories, Inc Title: Approved By: Mike Nance Date: Signature:_____________________ Title: Senior Project Manager Date: OKALOOSA COUNTY WATER & SEWER :-: LikL Director Date: 3 7/ 2-0/ Packet Pg. 382  CONTRACT This agreement, executed in Crestview, Florida this _______ day of , 2014 between the Count of Okaloosa, Florida, the Owner, hereinafter called the Party of the First Part, and Lu b - or its successors, executors, administrators and assigns, hereinafter dalled the Party of the Second Part. WITNESSETH: That for and in consideration of payments, hereinafter mentioned, to be made by the Party of the First Part, the Party of the Second Part agrees to furnish all equipment, machinery, tools and labor; to furnish and deliver all materials required to be furnished and delivered in and about the improvement and to do and perform all work related to the replacement of Trane or Equivalent Air Cooled Chiller Model RTAA 185 Bid #COR 20-14 in strict conformity with the provisions of this Contract, the Notice to Contractors, the Specifications and the plans approved by the Owner. The said Plans, Specifications, the Notice to Contractors, and the Proposal are hereby made a part of this agreement as fully and to the same effect as if the same had been set forth at length in the body of this agreement. In consideration of the foregoing promises, the Party of the First Part agrees to pay to the Party of the Second Part such unit prices for the work actually done as are set out in the accompanying proposal in the manner provided in the said Specifications. The Contractor shall be prepared to begin work to be performed under the contract as he set forth in his proposal, but will not proceed until he receives official notice to begin. REPRESENTATIVES: The authorized representative of the County shall be: Robert E. Sawyer Mechanical Supervisor Okaloosa County Facility Maintenance 5489 Old Bethel Road Crestview, Florida 32536 850-689-4698 Email rsawyer@co.okaloosa.fl.us The authorized representative of L shall be: fi ( :i /il 4v4i- E-Mail: -''r WC 34 Packet Pg. 383  All notices required by this agreement shall be in writing to the representative listed above with a courtesy copy to the following: Joanne Kublik Contracts & Leases Coordinator Okaloosa County Purchasing Department 602-C North Pearl St. Crestview FL 32536 850-689-5960 / 850-689-5032 (FAX) E-mail: jkublik@co.okaloosa.fl.us IN WITNESS WHEREOF, the Chairman of the Board of County Commissioners, by authority vested in him, has hereunto subscribed his name on behalf of the County of Okaloosa, Florida, the Owner, and the said IA D. has hereto fixed his signature, the day and year above written. 0 BY: A4N ~ T RA: TITLE C TOT STATE OF FLORIDA COUNTY OF OKALOOSA This contract is accepted this day of , 2014 and is effective on day of , 2014. ATTEST: COUNTY OF OKALOOSA, FLORIDA Gary Stanford Charles K. Windes, Jr. Chairman Deputy Clerk of Court 35 Packet Pg. 384  BID SHEET BID #: COR 20-14 BID ITEM: Replacement of the Trane or Equivalent Air Cooled Chiller model RTAA 185 Make Trane Model RTAEI85, 200 Ton Year 2014 Unit Price (Each) $ 145,667.00 Total Bid Price Delivered: $189,990.00 Total Bid Price Delivered (In Words): One hundred eighty nine thousand nine hundred ninety dollars Deductive Alternate (salvage rights to existing unit) 0 deduct Delivery Time Maximum: 12 Weeks Remarks: ANTI-COLLUSION STATEMENT: The below signed bidder has not divulged to, discussed or compared his bid with other bidders and has not colluded with any other bidder or parties to bid whatever. (Note: No premiums, rebates, or gratuities permitted either with, prior to, or after any delivery of materials. Any such violation will result In the cancellation and/or return of material (as applicable) and the removal from bid list(s). W.D. Rogers Mechanical Contractors Bidder's Company Name Authoriz6dre - Manual 3018 N Davis Hwy Dale Rogers Authorized Signature - Typed Pensacola, FL 3503 President Address Title 850-432-0160 850-432-3004 Phone # Fax # 59-3342222 Federal ID # or SS # Packet Pg. 385  ADDENDUM # 1 SPECIFICATIONS BID #: COR 20-14 BID ITEM: Replacement of the Trane or Equivalent Air Cooled Chiller Model RTAA 185 and extending the chill water supply and return lines. The unit required and covered by these specifications shall be the manufacturer's latest basic production model and shall be equipped with all standard equipment in accordance with the manufacturer's latest literature; a copy of which must accompany the bid along with any and all specifications necessary to verify that the unit either meets or exceeds each and every one of the following minimum specifications. The intent of these specifications is to provide replacement of Trane or equivalent Air Cooled Chiller and the extension of the chill water supply and return lines. Bidder is required to complete blank spaces as provided on each line item. Plainly list compliance with meeting each item and any variation from bid specifications. COMPLY YES / NO A. BASE Provide a Trane air cooled chiller model RTAE-185. Remove old Trane chiller and install new chiller in the same area. Extend the chill water supply and return lines on the roof to the front of building and turn down and out 3 feet from the ground. _Yes Chill water lines The chill water supply and return lines will be iron pipe. You will need to hot tap into existing lines with flange type shut off valves installed. Lines will be run across the roof to the front of the building. Pipe support racks will be needed to support pipes off roof. At edge of roof they need to turn down the front wall to three feet above ground level and turn out with elbow. They need to have flange type shut off valves installed and flange connections with seal caps. All pipe and fittings are to be insulated with an aluminum covering to protect the insulation. All new piping will need to be flushed out and cleaned so as to not contaminate the existing chill water system. Yes SPECIAL NOTE: during the replacement of the existing chiller if the outside air temperature is going to be over 60 dearees, a rental chiller will need to be connected to the chilled water lines that were extended. The jail cannot co Without chilled water for coolin g . All electrical and control wirinci for the new chiller will be done by the County. Also 460 volt three phase power for the rental chiller will be provided to the *c4t side of building by the County. Packet Pg. 386 C. Deductive Alternate Removal of existing hone Air Cooled Chiller Model RTAA 185. Bidder is requested to provide an amount to subtract from their base bid for removal and salvage of the existing unit on their bid No sheet. Packet Pg. 387  ADDENDUM ACKNOWLEDGEMENT The bidder acknowledges that he/she has received the following addendum: ADDENDUM NO. I DATED 2/1212014 ADDENDUM NO ADDENDUM NO. ADDENDUM NO DATED ADDENDUM NO. Bidder Firm Name: W.D. Rogers Mechanical Contractors Inc. Address 3018 N Davis Hwy. Pensacola, FL 32503 Title: President Phone #: 850-432-0160 FAX No.: 850-432-3004 27 Packet Pg. 388  REFERENCE DA TA SHEET NAME OF CUSTOMER Escambia County School District ADDRESS 30 East Texar Drive Pensacola PHONE NUMBER 850-469-5652 PERSON TO CONTACT Roger McGraw NAME OF CUSTOMER Trane- Pensacola State College ADDRESS 580 E Burgess Rd. Pensacola, FL PHONE NUMBER 251-379-5919 PERSON TO CONTACT oe B NAME OF CUSTOMER PRI-DJI -Whiting Field NAS ADDRESS Milton, FL PHONE NUMBER 850-686-6415 PERSON TO CONTACT John Burns NAME OF CUSTOMER Walton County School District ADDRESS Freeport Elementary School PHONE NUMBER 850-892-1100 PERSON TO CONTACT Mark Gardner NAME OF CUSTOMER Trane- George Stone School ADDRESS 580 E Burgess Rd. Pensacola FL PHONE NUMBER 251-379-5919 PERSON TO CONTACT Joe Breland 22 Packet Pg. 389  COMPANY DATA Physical Address & Phone #: 3018 N Davis Hwy. Pensacola, FL 32503 850-432-0160 Bidder's Company Name: W.D. Rogers Mechanical Contractors Inc. Physical Address: 3018 N Davis Hwy. Pensacola, FL 32503 Contact Person (Typed - Printed): Billy Barnette Phone t: 850-432-0160 Cellular #: 850-554-8390 - Federal ID # or SS #: 59-3342222 Contractor's License #: CGCO59201 Fax #: 850-432-3004 Emergency #s After Hours, Weekends & Holidays: 850-554-8390 Packet Pg. 390  CONFLICT OF INTEREST DISCLOSURE FORM For purposes of determining any possible conflict of interest, all bidders/proposers, must disclose if any Okaloosa Board of County Commissioner, employee(s), elected officials(s), of if any of its agencies is also an owner, corporate officer, agency, employee, etc., of their business. Indicate either "yes" (a county employee, elected official, or agency is also associated with your business), or "no". If yes, give person(s) name(s) and position(s) with your business. YES x NAME(S) POSITION(S) FIRM NAME: W.D. Rogers Mechanical Contractors Inc. BY (PRINTED): Dale Rogers BY (SIGNATURE): TITLE: President ADDRESS: 3018 N Davis Hwy. Pensacola, FL 32503 PHONE NO. 850-432-0160 E-MAIL billy@wdrogers.com 24 Packet Pg. 391  DRUG — FREE WORKPLACE CERTIFICATION THE BELOW SIGNED BIDDER CERTIFIES that it has implemented a drug-free workplace program. In order to have a drug-free workplace program, a business shall: 1. Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition. 2. Inform employees about the dangers of drug abuse in the workplace, the business's policy of maintaining a drug-free workplace, any available drug counseling, rehabilitation and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations. Give each employee engaged in providing the commodities or contractual services that are under quote a copy of the statement specified in subsection 1. 4. In the statement specified in subsection 1, notify the employees that, as a condition of working on the commodities or contractual services that are under quote, the employee will abide by the terms of the statement and will notify the employer of any conviction of, or plea of guilty or nolo contendere to, any violation of Chapter 893 or of any controlled substance law of the United States or any state, for a violation occurring in the workplace no later than five (5) days after such conviction. 5. Impose a sanction on, or require the satisfactory participation in, drug abuse assistance or rehabilitation program if such is available in employee's community, by any employee who is convicted. 6. Make a good faith effort to continue to maintain a drug-free workplace through implementation of this section. As the person authorized to sign this statement, I certify that this firm complies fully with the above requirements. DATE: 02/19/204 SIGNATURE: COMPANY: W.D. Rogers Mechanical Cont. NAME: Dale Rogers (Typed or Printed) ADDRESS: 3018 N Davis Hwy. TITLE: President Pensacola, FL 32503 E-MAIL: billy@wdrogers.com PHONE NO.: 850-432-0160 25 Packet Pg. 392  BOARD POLICY ON "NO CONTACT CLAUSE" The Okaloosa County Board of County Commissioners have established a solicitation silence policy (No Contact Clause) that prohibits oral and written communication regarding all formal solicitations for goods and services (formal bids, Request for Proposals, Requests for Qualifications) issued by the Board through the County Purchasing Department. The period commences when the procurement document is received and terminates when the Board of County Commissioners approves an award. When the solicitation silence period is in effect, no oral or written communication is allowed regarding the solicitation between prospective bidders/proposers and members of the Board of County Commissioners, the County Administrator or members of the Board Approved Review Committee. All questions or requests for information regarding the solicitation must be directed to the designated Purchasing Representative listed in the solicitation. Any information thought to affect the committee or staff recommendation submitted after bids are due, should be directed to the Purchasing Director or his appointed representative. It shall be the Purchasing Director's decision whether to consider this information in the decision process. Any attempt by a vendor/proposer to influence a member or members of the aforementioned shall be grounds to disqualify the proposer from consideration during the selection process. All proposers must agree to comply with this policy by signing the following statement and including if Ivith their submittal. representing W.D. Rogers Mechanical Contractors Inc. Signature Company Name Hereby agree to abide by the County's "No Contact Clause" and understand violation of this policy shall result in disqualification of my proposal /submittal. 26 Packet Pg. 393  RECYCLED CONTENT FORM RECYCLED CONTENT INFORMA TION 1. Is the material in the above: VirginX or Recycled__________ (Check the applicable blank). If recycled, what percentage % Product Description: Provide and install a new RTAE 200 Ton Air Cooled Trane Chiller 2. Is your product packaged and/or shipped in material containing recycled content? Yes X Specify: This unit will arrive f ully assembled on a tractor trailor. 3. Is your product recyclable after it has reached its intended end use? Yes _X No__________ Specify: Parts and gases can be recycled when unit expires. The above is not applicable if there is only a personal service involved with no product involvement. Name of Bidder: W.D. Rogers Mechanical Contractors Inc. E-Mail: billy@wdrogers.com 28 Packet Pg. 394  LOCAL PREFERENCE DATA SHEET Okaloosa County grants a preference to in-county bidders only when bids are received from firms located in states, municipalities or other political subdivisions which offer preference to bidders located in such political subdivisions. The amount of preference given to local bidders will be the same as that given by the state, county, municipality or other political subdivisions in which the out-of-county bidder is located. If the political subdivision in which a bidder is located offers a preference to its local firms, that bidder must plainly state the extent of such preference to include the amount and type preference offered. Any bidder failing to indicate such preference will be removed from the County bid list and any and all bids from that firm will be rejected. Does the state, county, municipality or political subdivision in which your firm is located otter a preference to their local bidders? If "YES," list below the extent of such preference. (If your firm is located in Okaloosa County, you will check "YES"-reciprocal only.) - YES NO If yes, you must identify how you confirmed this information or who you spoke with within your area of business location below: W.D. Rogers Mechanical Bidder's Company Name Signature Billy Barnette - Printed Name 2/28/2014 Date 29 Packet Pg. 395  FEDERAL E-VERIFY COMPLIANCE CERTIFICATION In accordance with Okaloosa County Policy and Executive Order Number 11-116 from the office of the Governor if the State of Florida, Proposer hereby certifies that the U.S. Department of Homeland Security's E-Verify system will be used to verify the employment eligibility of all new employees hired by the contractor during the contract term, and shall expressly require any subcontractors performing work or providing services pursuant to the contract to likewise utilize the U.S. Department of Homeland Securities E-Verify system to verify the employment eligibility of all new employees hired by the subcontractor during the contract term; and shall provide documentation such verification to the COUNTY upon request. As the person authorized to sign this statement, I certify that this company complies/will comply fully with the above requirements. DATE: 2/28/2014 SIGNA1URE: COMPANY: W.D. Rogers Mech. NAME: Billy arnettè ADDRESS: 3018 N Davis H TITLE: Manager Pensacola, FL 32503 E-MAIL: billy@wdrogers.com PHONE NO.: 850-432-0160 30 Packet Pg. 396  INDEMNIFICATION AND HOLD HARMLESS To the fullest extent permitted by law, CONTRACTOR shall indemnify and hold harmless COUNTY, its officers and employees from liabilities, damages, losses, and costs including but not limited to reasonable attorney fees, to the extent caused by the negligence, recklessness, or intentional wrongful conduct of the CONTRACTOR and other persons employed or utilized by the CONTRACTOR in the performance of this Agreement. W.b Rogers Mechanical Bidder's Company Name çgnaIure - ManuoI 3018 N Davis Hwy Billy Barnette Physical Address Authorized Signature - Typed Pensacola, FL 32503 Manager Mailing Address Title 850-432-0160 850-432-3004 Phone Number FAX Number 850-554-8390 850-554-8390 Cell Number After-Hours Number(s) 3/3/2014 billycwdrogers.com DATE E-MAIL Address 31 Packet Pg. 397  KNOW ALL MEN BY THESE PRESENTS, that we, the undersigned W.D. Rogers Mechanical Contractors, Inc. as Principal, and Western Surety Company as Surety, are hereby held firmly bound unto Okaloosa County Jail as Owner in the penal sum of 5% of bid for the payment of which, well and truly to be made, we hereby jointly and severally bind ourselves, our heirs, executors, administrators, successors and assigns. SIGNED this 18 day of February , 20 14 1 . The condition of the above obligation is such that whereas the Principal has submitted to Okaloosa County Jail a certain Bid attached hereto and hereby made a part hereof to enter into a contract in writing, for the Replacement of Jail Chiller NOW, THEREFORE, (a) If said Bid shall be rejected, or in the alternate, (b) If said Bid shall be accepted and the Principal shall execute and deliver a contract in the form of Contract attached hereto (properly completed in accordance with said Bid) and shall furnish a bond for his faithful performance of said contract, and for the payment of all persons performing labor or furnishing materials in connection therewith, and shall in all other respects perform the agreement created by the acceptance of said Bid, then this obligation shall be void, otherwise the same shall remain in force and effect; it being expressly understood and agreed that the liability of the Surety for any and all claims hereunder shall, in no event, exceed the penal amount of this obligation as herein stated. The Surety, for value received, hereby stipulates and agrees that the obligations of said Surety and its bond shall be in no way impaired or affected by an extension of the time within which the Owner may accept such Bid; and said Surety does hereby waive notice of any such extension. Packet Pg. 398  IN WITNESS WHEREOF, the Principal and the Surety have hereunto set their hands and seals, and such of them as are corporations have caused their corporate seals to be hereto affixed and these presents to be signed by the proper officer, the day and year first set forth above. Prin al Western Surety Company Surety WAo E0111 WIN`A W" If i 01 1 SEAL: IMPORTANT: Surety companies executing BONDS must appear on the Treasury Department's most current list (Circular 570 as amended) and be authorized to transact business in the state where the project is located. Packet Pg. 399  Western Surety Company POWER OF ATTORNEY APPOINTING INDIVIDUAL ATTORNEY-IN-FACT Know All Men By These Presents, That WESTERN SURETY COMPANY, a South Dakota corporation, is a duly organized and existing corporation having its principal office in the City of Sioux Falls, and State of South Dakota, and that it does by virtue of the signature and seal herein affixed hereby make, constitute and appoint John McMahon, William Hadder, Donald Mc Mahon III, Kathy Howard, Daniel F Rentz III, Individually of Pensacola, FL, its true and lawful Attorney(s)-in-Fact with full power and authority hereby conferred to sign, seal and execute for and on its behalf bonds, undertakings and other obligatory instruments of similar nature - In Unlimited Amounts - and to bind it thereby as fully and to the same extent as if such instruments were signed by a duly authorized officer of the corporation and all the acts of said Attorney, pursuant to the authority hereby given, are hereby ratified and confirmed. This Power of Attorney is made and executed pursuant to and by authority of the By-Law printed on the reverse hereof, duly adopted, as indicated, by the shareholders of the corporation. In Witness Whereof, WESTERN SURETY COMPANY has caused these presents to be signed by its Vice President and its corporate seal to be hereto affixed on this 1st day of February, 2013. WESTERN SURETY COMPANY Z C7 0 'tul T Bruflat Vice President State of South Dakota ss County of Minnehaha On this 1st day of February, 2013, before me personally came Paul T. Bruflat, to me known, who, being by me duly sworn, did depose and say: that he resides in the City of Sioux Falls, State of South Dakota; that he is the Vice President of WESTERN SURETY COMPANY described in and which executed the above instrument; that he knows the seal of said corporation; that the seal affixed to the said instrument is such corporate seal; that it was so affixed pursuant to authority given by the Board of Directors of said corporation and that he signed his name thereto pursuant to like authority, and acknowledges same to be the act and deed of said corporation. My commission expires NOTARY PUBLIC June 23, 2015 , 16)soUTH DAKOTA(..5) J Mohr Notary Public CERTIFICATE I, L. Nelson, Assistant Secretary of WESTERN SURETY COMPANY do hereby certify that the Power of Attorney hereinabove set forth is still in force, and further certify that the By-Law of the corporation printed on the reverse hereof is still in force. In testimony whereof I have hereunto subscribed my name and affixed the seal of the said corporation this day of WESTERN SURETY COMPANY -'— L. Nelson, Assistant Secretary Form F4280-7-2012 Packet Pg. 400 REPLACEMENT OF TRANE OR EQUIVALENT AIR COOLED CHILLER MODEL RTAA 185 OKALOOSA COUNTY JAIL 0 No. 4 IflT c8 a~~—of : o co — U n BID #: COR 20-14 BID OPENS: FEBRUARY 19, 2014 @ 3:00 P.M. Packet Pg. 401  NOTICE TO BIDDERS Notice is hereby given that the Board of County Commissioners of Okaloosa County, FL, will accept sealed bids until 3:00 p.m. (local time) February 19, 2014, for replacement of Trane or equivalent Air Cooled Chiller Model RTAA 185 and extending the chill water supply and return lines at the Okaloosa County Jail located at 1200 East James Lee Blvd. Crestview, Florida. Copies of bid provisions, bid forms, and specifications may be obtained from the Okaloosa County Purchasing Department, 602-C North Pearl Street, Crestview, FL 32536; 850-689-5960 or they may be downloaded from our website at www.co.okaloosa.fl.us (Departments, Purchasing, Vendor Registration & Opportunities). We will hold a mandatory pre bid meeting on February 12, 2014 at 8:00 AM (CST) at the Okaloosa County Jail located at 1200 East James Lee Blvd., Crestview, Florida. All vendors bidding will be required to attend the meeting to review the scope of work. At 3:00 p.m. (local time), February 19, 2014, the bids will be opened and read aloud. All bids must be in sealed envelopes reflecting on the outside thereof the bidder's name and "Bid on replacement of the Trane or equivalent air cooled chiller Model RTAA 185 located at the Okaloosa County Jail 1200 East James Lee Blvd. Crestview, Florida to be opened at 3:00 p.m., February 19, 2014'. The Board of County Commissioners will consider all bids properly submitted at its scheduled Bid Opening in the Conference & Training Room #305 located at 302 N. Wilson St, Crestview, FL 32536. Bids may be submitted in the Conference & Training Room #305, prior to Bid Opening or delivered to the Clerk of Circuit Court, 302 N. Wilson St., #203, Crestview, FL 32536. The County will award the bid to the lowest responsive bidder, and the County reserves the right to award the bid to the bidder submitting a responsive bid with a resulting negotiated agreement which is most advantageous and in the best interest of Okaloosa County, and to waive any irregularity or technicality in bids received. Okaloosa County shall be the sole judge of the bid and the resulting negotiating agreement that is in its best interest and its decision shall be final. Any bidder failing to mark outside of envelope as set forth herein may not be entitled to have their bid considered. All bids should be addressed as follows: Clerk of Circuit Court Attn: Gary Stanford Newman C. Brackin Bldg. 302 N. Wilson St. #203 Crestview FL 32536 Zan Fedorak Date Purchasing Manager BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY Charles K. Windes, Jr. Chairman Packet Pg. 402  SPECIFICATIONS BID #: COR 20-14 BID ITEM: Replacement of the Trane or Equivalent Air Cooled Chiller Model RTAA 185 and extending the chill water supply and return lines. The unit required and covered by these specifications shall be the manufacturer's latest basic production model and shall be equipped with all standard equipment in accordance with the manufacturer's latest literature; a copy of which must accompany the bid along with any and all specifications necessary to verify that the unit either meets or exceeds each and every one of the following minimum specifications. The intent of these specifications is to provide replacement of Trane or equivalent Air Cooled Chiller and the extension of the chill water supply and return lines. Bidder is required to complete blank spaces as provided on each line item. Plainly list compliance with meeting each item and any variation from bid specifications. COMPLY YES I NO A. BASE Provide a Trane air cooled chiller model RTAE-185. Remove old Trane chiller and install new chiller in the same area. Extend the chill water supply and return lines on the roof to the front of building and turn down and out 3 feet from the ground. B. Chill water lines The chill water supply and return lines will be iron pipe. You will need to hot tap into existing lines with flange type shut off valves installed. Lines will be run across the roof to the front of the building. Pipe support racks will be needed to support pipes off roof. At edge of roof they need to turn down the front wall to three feet above ground level and turn out with elbow. They need to have flange type shut off valves installed and flange connections with seal caps. All pipe and fittings are to be insulated with an aluminum covering to protect the insulation. All new piping will need to be flushed out and cleaned so as to not contaminate the existing chill water system. SPECIAL NOTE: during the replacement of the existing chiller if the outside air temperature is going to be over 60 degrees, a rental chiller will need to be connected to the chilled water lines that were extended. The iail cannot go without chilled water for cooling. All electrical and control wiring for the new chiller will be done by the County. Also 460 volt three phase power for the rental chiller will be provided to the front of building by the County. Packet Pg. 403  JobIrni.imii.i Name Okaloosa Co Jail Chiller Tag RTAE-1 Replacement Address Quantity 1 Sales Team Mobile Model Number RTAE185 Comments Nominal tonnage 200 ton Capacity 200.30 tons Unit sound package Standard Run part load sound Yes Agengy listing UL and Canadian Startup allowance Unit startup by Trane ASHRAE 90.1/CSA ASHRAE 90.1 - all versions Efficiency 11.6 EER compliance IPLV 19.0 EER N PLV 19.0 EER Refrig (HFC-134a) - ckt 1 218.0 lb Refrig (HFC-134a) - ckt 2 218.0 lb Oil charge - ckt 1 3.00 gal Oil charge - ckt 2 3.00 gal Drive cooling charge - 2.03 gal Drive cooling charge - 2.47 gal ckt 1 ckt 2 Shipping weight 11885.0 lb Operating weight 12085.0 lb Length 336.813 in Width 87.813 in Height 95.750 in Rated capacity (AHRI) 200.20 tons Rated efficiency (AHRI) 11.6 EER AHRI certification AHRI certified AHRI certified selection AHRI certified selection ASHRAE certified ASHRAE all versions selection TOPSS version number 159 Evaporator application Standard cooling (40-65F) Evaporator 2 pass evaporator configurations Evap leaving temp 44.00 F Evap entering temp 54.00 F Evap flow rate 478.60 gpm Evap fouling factor 0.00010 hr-sq ft-deg F/Btu Evaporator fluid type Water Pressure vessel code ASME pressure vessel code Evap pressure drop 15.20 ft H2O Evap fluid freeze point 32.00 F Min evap flow rate 228.00 gpm Press drop min evap flow 3.50 ft H20 Max evap flow rate 835.00 gpm Press drop max evap 44.90 ft H20 flow Saturated evap temp - 41.00 F Saturated evap temp - 41.80 F ckt 1 ckt 2 Flow switch Flow switch water - 35 Unit application Standard ambient Condenser fin options CompleteCoat fins Ambient air temp 95.00 F Elevation 0.00 ft Saturated cond temp - 123.60 F Saturated cond temp - 123.80 F ckt 1 ckt 2 Fan speed - ckt 1 878 rpm Fan speed - ckt 2 889 rom Unit hertz 60 hertz Unit voltage 460 volt 3 phases Transformer No transformer Compressor starter Variable speed compressors Incoming power line Single point power Power line connection Terminal block connection type Short circuit withstand Default amp Line voltage harmonic Line reactors (-30% TDD) rating _Unit power 207.80 kW Compressor power 189.00 kW 3 Packet Pg. 404  Compressor speed - ckt 5732 rpm Compressor speed - ckt 5732 rpm 1 2 Number of condenser 12.00 Each Fan motor power 15.70 kW fans RLA - condenser fan 2.70 Each RLA - comp A - AFD 154.00 A (each) input RLA - comp B - AFD 154.00 A Single point power MCA 383.00 A input Single point power MOP 500.00 A Short circuit current 10000.00 A rating A-weighted sound power 101 dBA A-weighted 75% sound 97 dBA power A-weighted 50% sound 95 dBA A-weighted 25% sound 95 dBA power power A-weighted sound 73 dBA A-weighted 75% sound 69 dBA pressure pressure A-weighted 50% sound 67 dBA A-weighted 25% sound 67 dBA pressure pressure Base unit module Model/type RTAE Manufacturing location Pueblo, CO Factory charge Refrigerant charge HFC- 134a F Evaporator module Water connections Grooved pipe Insulation Factory Insulation - 0.75 Controls Unit operator interface Tracer TD7 Display Remote communications BacNet Interface options Miscellaneous options Charge monitoring None I Warranty module (NAR terr. only) Parts - whole unit Year 2-5 parts warranty Labor warranty - 1st year 1st year labor warranty whole unit whole unit whole unit Labor warranty - beyond 2-5th year labor warranty Refrigerant warranty - 1st 1st year refrigerant 1st year whole unit year warranty Refrigerant warranty - 2-5th year refrigerant beyond 1st year warranty 4 Packet Pg. 405 General Units are leak and pressure tested at 390 psig (2689kPa) high side, 250 psig (1724 kPa) low side, then evacuated and charged. All air-cooled Stealth TM chillers are factory tested to confirm operation prior to shipment. Unit panels, structural elements and control boxes are constructed or galvanized steel and mounted on a bolted galvanized steel base. Unit panels, control boxes and the structural base are finished with a baked on powder paint. All paint meets the requirement for outdoor equipment of the US Navy and other federal government agencies. Anytime water is present in the evaporator, the Trane UC800 controller must have flow control of the chilled water system. Flow control can be done either directly or through an input to a building automation system to conduct an action resulting in minimum flow through the chiller evaporator barrel to avoid potentially catastrophic damage to the evaporator due to freezing. If the system has sufficient glycol to protect down to the lowest expected ambient, flow control is optional. Factory Refrigerant Charge (HFC-134a) Packaged units ship with a full operating charge of oil and HFC-134a refrigerant. Evaporator The evaporator is a tube-in-shell heat exchanger design with internally finned copper tubes roller expanded unto the tube sheet. The evaporator is designed, tested and stamped in accordance with ASME Pressure Vessel Code Section VIII for a refrigerant side working pressure of 200 psig (1379kPa). The evaporator is designed for a water side working pressure of 150 psig (1034 kPa). Water connections are grooved pipe. Each shell includes a vent, a drain and fittings for temperature control sensor and is insulated with UV resistant 0.75 inch Armaflex II or equal insulation (K=0.28). Insulation also covers the liquid and suction line and evaporator heads. Heaters, with thermostat, are provided to help protect the evaporator from freezing at ambient temperatures down to -20F (-29C), depending on application. Note: A separate Field supplied low voltage power source is required to power the freeze protection. Operating Temperature Unit is designed for operation in standard leaving evaporator temperature (equal to or greater than 40.0 F.) Pressure Vessel Code Chiller complies with ASME Pressure Vessel Code Section VIII. ASME nameplates are attached to applicable pressure vessels including oil separators. Condenser and Fans Air-cooled condenser coils have aluminum fins mechanically bonded internally finned seamless aluminum tubing. The tubing is a long life alloy designed to deliver corrosion performance that meets or exceeds microchannel coils. The condenser coil has an integral subcooling circuit. Packet Pg. 406 Condensers are factory proof tested at 525.00 psi and leak tested with helium in a mass spectrometer chamber at 150.00 psi. All tube connections are mechanical except the brazed inlet and outlet connections. Completely assembled coils are dipped and baked in an electro-mechanically bonded flexible epoxy coating. Provides uniform epoxy coating of all surfaces on aluminum fins, aluminum tubes, coil frames, and heads of condenser. No associated surfaces and remain bare. Allows for corrosion resistance without performance degradation. Coils with coating passed 6000-hour salt spray test. Condenser Fans are direct-drive vertical discharge. The condenser fan motors are permanent magnet motors with integrated drive to provide variable speed fans control for all fans and are designed with permanently lubricated ball bearings, internal temperature and current overload protection, and customer fault feedback as a standard product offering. The fan impeller is a nine bladed-shrouded fan made from heavy-duty molded plastic. Standard units will start and operates between 32.0 F to 105.0 F ambient. InvisiSound Standard Each rotary screw compressor will have a muffler as standard and each condenser fan will be low noise as standard. Compressor and Lube Oil System The rotary screw compressor is semi-hermetic, direct drive with capacity control via a variable speed drive, rolling element bearings, differential refrigerant pressure oil pump and oil heater. The motor is a suction gas cooled, hermetically sealed, permanent magnet motor. Oil separator is provided separate from the compressor. Oil filtration is provided internal to the compressor. Check valves in the compressor discharge and lube oil system are also provided. Drive Cooling System Each refrigeration circuit has a compressor drive cooling circuit. Each drive cooling circuit includes a wet rotor circulation pump that circulates a secondary heat transfer fluid in a closed system between the adaptive frequency drive components and a brazed plate heat exchanger. The pump is fed from a thermal expansion thank with a vented-pressure cap which is also used as the circuit pressure relief. The circuit also includes a particulate strainer and a drain valve for servicing. Refrigeration Circuits Each unit has two refrigerant circuits, with one rotary screw compressor per circuit. Each refrigerant circuit includes a compressor suction and discharge service valve, liquid shutoff valve, removable core filter, liquid sight glass with moisture indicator, charging port and an electronic expansion valve. Fully modulating compressors and electronic expansion valves provide variable capacity modulation over the entire operating range. Unit Controls All unit controls are housed in an outdoor rated weather tight enclosure with removable plates to allow for customer connection or power wiring and remote interlocks. All controls, including sensors, are factory mounted and tested prior to shipment. Microcomputer controls provide all Packet Pg. 407 control functions including startup and shutdown, leaving chilled wafer temperature control, evaporator flow proving, compressor or staging and speed control, electronic expansion valve modulation, condenser fan sequencing and speed control, anti-recycle logic, automatic lead/lag compressor starting and load limiting. The UC-800 unit control module, utilizing Adaptive Control microprocessor, automatically takes action to avoid unit shut-down due to abnormal operating conditions associated with low refrigerant pressure, high condensing pressure, AFD/Compressor current overload, low oil return or low AFD cooling, low discharge superheat, and high compressor discharge temperature. Should the abnormal operating condition continue until a protective limit is violated, the unit will be shut down. Unit protective functions of the UC800, include loss of chilled water floe, evaporator freezing, loss of refrigerant, low refrigerant pressure, high refrigerant pressure, high compressor motor temperature, and loss of oil to the compressor. Unit Display A full color TD-7 AdaptiView touch screen display indicates all important unit and circuit parameters, in logical groupings on various screens. The parameters including chilled water set point, leaving chilled water temperature, demand limit set point, evaporator and condenser refrigerant temperatures and pressures, compressor and fan speeds, and all pertinent electrical information. The display also provides on screen trending graphs of predefined parameters as well as customizable trend graphs based on user defined parameters from a list of all available parameters. The display also provides indication of the chiller and circuits top level operating modes with detailed sub-mode reports available with a single key press, as well as diagnostics annunciation and date and time stamped diagnostic history. The standard color display is fully outdoor rated, and, can be viewed in full daylight without opening any control panel doors. Standard power connections include main three phase power to the compressors, condenser fans and control power transformer and optional connections are available for the 115 volt/60HZ single phase power for the thermostatically controlled evaporator heaters for freeze protection. Chilled Water Reset This provides the control logic and factory installed sensors to reset leaving chilled water temperatures. The set point can be reset based on ambient temperature or return evaporated water temperatures. Factory Mounted Flow Proving The factory installed evaporator water flow switch is provided with the control logic and relays to turn the chilled water flow on and off as the chiller requires for operation and protection. Adaptive Frequency Drive All RTAE chillers utilize Tranes Adaptive Frequency Drive, 3rd Generation (AFD3) technology for controlling the compressors. AFD3 is a family of new generation adaptive frequency drives specifically designed for Trane water chillers. AFD3 incorporates the Trane communication protocol enabling seamless integration with the unit controller. AFD3 data such as drive status, temperatures, modes and diagnostic information are accessible to the unit controller and through the TracerTU service tool. Packet Pg. 408 AFD3 contains technology that enables the drive to last longer and with less down time. The technology enables operation on various power systems including alternative energy sources. AFD3 will protect itself and the compressor or motor from over current, low or high line voltage, phase loss, incoming phase imbalance, and over temperatures due to loss of drive cooling or loss of panel ventilation. AFD 3 incorporates improved service ability and troubleshooting tools to identify the issue quickly and get the chiller back up and running. All AFD3 control circuits are powered with class 2 low voltage - separate from main power allowing service on the controls with the panel door open. Additionally, the main electronic control modules can be serviced with the standard Trane screw driver. The AFD3 further incorporated another Trane service tool to allow for firmware upgrades through TracerTU. Terminal Block Power line connection type is standard with a terminal block. ShortCircuit Current Rating (SCCR) A short circuit rating offers a measure of safety for what the starter panel enclosure is able to withstand in the event of an explosion caused by a short circuit. Display The display is outdoor capable including an UV Resistant Touch-screen with an operating range between -40.0 F to 158.2 F Operating Temperature. General Notes 1. Caution- Do not energize the unit until check out and start up procedures have been completed. 2. All motors are protected from primary single phase failures. 3. Caution - Trane pump control must be used to provide pump control. Evaporator chilled water pump must be controlled by the chiller output. Failure to comply with this requirement may result in damage of the unit. 4. Single source power is provided as standard on these products field connections are made to IF I wiring requirements. 5. Recommended field wiring connections are shown by dotted lines. 6. Power for the evaporator heater and/or optional convenience outlet is supplied by a common customer provided power supply. Max fuse size is 30 AMPS. When provided. The heaters will use 800VA on 150-165 ton units and 1200VA on 180-300 ton units of the total available supply. 7. Do not run low voltage control wiring (30 volts or less) is conduit with 110 volt or higher wiring. Do not exceed the following maximum run length for a given size: 14 AWG, 5000 FT: 16 AWG, 2000FT; 18AWG, 1000FT. Packet Pg. 409 8. Customers supplied power 115/60/1 PH to power relays max fuse size is 20 AMPS. Ground all customers supplied power supplies as required by applicable codes. Green ground screws are provided in unit control panel. 9. All unit power wiring must be 600 volt copper conductors only and have a minimum temperature insulation rating of 90 degree. Refer to unit name plate for minimum circuit capacity and maximum over current protection device. Provide equipment ground in accordance with applicable electric codes. Refer to wire range table for lug sizes. 10. All field wiring must be in accordance with national electric code and local requirements contact ratings and requirements. 11. All customer control circuit wiring must be copper conductors, only have a minimum insulation rating of 300 volts. Except as noted, all customer wiring connections are made to circuit board mounted box lugs with a wire range of 14 to 18AWG or din rail mounted spring force terminal. 12. Unit provided dry contacts for the condenser/chilled water pump control. Relays are rated for 7.2 AMPS resistive, 2.88 AMPS pilot duty, or 1/3 HP, 7.2F LAAT 120 volts 60HZ. Contacts are rated for 5 AMPS general purpose duty 240 volts. 13. Customer supplied contacts for allowed voltage connections must be compatible with dry circuit 24 bolts DC for a 12ma resistive load. Silver or gold plated contacts recommended. 14. The contacts for auto stop and emergency stop switches are jumped at the factory by jumpers iwl & 1w2 to enable unit operation. Remote control is desired, remove jumpers and connect to the desired control circuit. 15. Solid ovals represent max numbers of conduits and/or cable glands used. Packet Pg. 410  SPECIAL BID CONDITIONS PROJECT DESCRIPTION - Work included under this contract shall include all labor, permits, and materials required to replace the requested Trane Air Cooled Chiller and to extend the chill water supply and return lines to be delivered to the requested site. 2. PRE-BID ACTIVITY A. Bid Information - Questions concerning bid requirements or specifications should be directed to the Okaloosa County Purchasing Department, 602-C North Pearl St., Crestview FL 32536; 850-689-5960. Any changes by the County to specifications shall be in writing in the form of an addendum and furnished to all bidders. Verbal information obtained otherwise will not be considered in awarding of bids. The deadline for submittal of questions and comments on the plans and bid documents will be February 19, 2014 (CST). No additional information will be provided after such time. C. We will hold a mandatory pre bid meeting on February 12, 2014 at 8:00 AM (CST) at the Okaloosa County Jail located at 1200 East James Lee Blvd., Crestview, Florida. All vendors bidding will be required to attend the meeting so they can review the scope of work. 3. PREPARATION OF BID - The bid form is included with the bidding documents. Additional copies may be obtained from the County. The bidder shall submit an original and two (2) copies of the bid form. All bid documents shall be submitted on 8 1/21 x 11' paper unless larger paper is required for clarity, construction plans or rendering, etc. Bid documents should not be stapled or bound. All blanks on the bid form shall be completed by printing in ink or typed in both words and numbers with the amounts extended, totaled and the bid signed. A bid price shall be indicated for each section, bid item, alternative, adjustment unit price item, and unit price item listed therein, or the words 'No Bid", "No Change", or "Not Applicable" entered. No changes shall be made to the phraseology of the form or in the items mentioned therein. In case of any discrepancy between the written amount and the figures, the written amount shall govern. Any bid may be rejected which contains any omissions, erasures, alterations, additions, irregularities of any kind, or items not called for which shall in any manner fail to conform to the conditions of public notice inviting bids. A bid by corporation shall be executed in the corporate name by the president or a vice president or other corporate officer who has legal authority to sign. The corporate seal shall be affixed and attested by the secretary or an assistant secretary. A bid by a partnership shall be executed in the partnership name and signed by a partner (whose title must appear under the signature). The official address of the partnership shall be shown below the signature. A bid by a limited liability company shall be executed in the name of the firm by a member and accompanied by evidence of authority to sign. The state of formation of the firm and the official address of the firm must be shown below the signature. 10 Packet Pg. 411  A bid by an individual shall show the bidder's name and official address. A bid by a joint venture shall be executed by each joint venture in the manner indicated on the bid form. The official address of the joint venture must be shown below the signature. All names shall be typed or printed in ink below the signature. The bid shall contain an acknowledgement of receipt of all Addenda, the numbers of which shall be filled in on the form. The address and telephone # for communications regarding the bid shall be shown. If the bidder is an out-of-state corporation, the bid shall contain evidence of bidder's authority and qualification to do business as an out-of-state corporation in the State of Florida in accordance with Article 3. Bidder shall state contractor license # for the State of Florida shall also be shown on the bid form. Contractor shall be licensed in accordance with the requirements of Chapter 489 of the Florida Statutes. 4. SUBMITTAL OF BID - A bid shall be submitted no later than the date and time prescribed and at the place indicated in the advertisement or invitation to bid and shall be enclosed in an opaque sealed envelope plainly marked with the project title (and, if applicable, the designated portion of the project for which the bid is submitted), the name and address of the bidder, and shall be accompanied by the bid security and other required documents. If a bid is sent by mail or other delivery system, the sealed envelope containing the bid shall be enclosed in a separate envelope plainly marked on the outside with the notation Bid Enclosed." A mailed bid shall be addressed to: Replacement of the Trane Air Cooled Chiller model RTAA 185 Clerk of Circuit Court Attn: Gary Stanford Newman C. Brackin Bldg. 302 N. Wilson St., #203 Crestview FL 32536 Note: Crestview is not a next day delivery site for overnight carriers. 5. MODIFICATION & WITHDRAWAL OF BID - A bid may be modified or withdrawn by an appropriate document duly executed in the manner that a bid must be executed and delivered to the place where bids are to be submitted prior to the date and time for the opening of bids. If within 24 hours after bids are opened any bidder files a duly signed written notice with the County and promptly thereafter demonstrates to the reasonable satisfaction of the County that there was a material substantial mistake in the preparation of its bid, that bidder may withdraw its bid, and the bid security will be returned. Thereafter, if the work is rebid, that bidder will be disqualified from 1) further bidding on the work, and 2) doing any work on the contract, either as a subcontractor or in any other capacity. OPENING OF BIDS - Bids will be opened at the time and place indicated in the advertisement or invitation to bid and unless obviously non-responsive, read aloud publicly. A tabulation of the amounts of bids will be made available to bidders after the opening of bids. 11 Packet Pg. 412 7. BID OPENING INFORMATION - Bid Opening shall be public, on the date and time specified on the bid form. It is the bidder's responsibility to assure that his bid is delivered at the proper time and place. Offers by telegram, facsimile, or telephone are NOT acceptable. 8. BID TABULATION SHEET - Any bidder interested in receiving a copy of the bid tabulation sheet may contact the Okaloosa County Purchasing Department. 9. BIDS TO REMAIN SUBJECT TO ACCEPTANCE - All bids will remain subject to acceptance or rejection for sixty (60) calendar days after the day of the bid opening, but the County may, in its sole discretion, release any bid and return the bid security prior to the end of this period. 10. AWARD OF CONTRACT A. Okaloosa County Review - All bidders should be advised that Okaloosa County designated Staff will review all bids and will participate in the Recommendation to Award. B. Right to Waive & Reject - Okaloosa County, in its absolute discretion, may reject any proposal that has failed, in the opinion of the County, to complete or perform an Okaloosa County contracted project in a timely fashion or has failed in any other way, in the opinion of the County, to perform a prior contract in a satisfactory manner, and has directed the County to emphasize this condition to potential proposers. C. The County will award the bid to the lowest bidder, and the County reserves the right to award the bid to the bidder submitting a responsive bid with a resulting negotiated agreement which is most advantageous and in the best interest of the County, and to reject any and all bids or to waive any irregularity or technicality in bids received. Okaloosa County shall be the sole judge of the bid and the resulting negotiated agreement that is in its best interest and its decision shall be final. D. Okaloosa County reserves the right to waive any informalities or reject any and all bids, in whole or part, to utilize any applicable state contracts in lieu of or in addition to this bid and to accept the bid that in its judgment will best serve the interest of the County. E. Okaloosa County specifically reserves the right to reject any conditional bids and will normally reject those which made it impossible to determine the true amount of the bid. Each item must be bid separately and no attempt is to be made to tie any item or items to any other item or items. 11. DISQUALIFICATION OF BIDDERS - Any of the following reasons may be considered as sufficient for the disqualification of a proposer and the rejection of his proposal or proposals: A. More than one proposal for the same work from an individual, firm or corporation under the same or different name. B. Evidence that the proposer has a financial interest in the firm of another proposer for the same work. 12 Packet Pg. 413  C. Evidence of collusion among proposers. Participants in such collusion will receive no recognition as proposers for any future work of the County until such participant shall have been reinstated as a qualified proposer. D. Uncompleted work which in the judgment of the County might hinder or prevent the prompt completion of additional work if awarded. E. Failure to pay or satisfactorily settle all bills due for labor and material on former contracts in force at the time of advertisement of proposals. F. Default under previous contract. G. The Board, in its absolute discretion, may reject any proposal that has failed, in the opinion of the Board, to complete or perform an Okaloosa County contracted project in a timely fashion or has failed in any other way, in the opinion of the Board, to perform a prior contract in a satisfactory manner, and has directed the Okaloosa County Purchasing Manager to emphasize this condition to potential proposers. H. Listing of the bidder by the Federal Government on its barred/suspended vendor list. 12. APPLICABLE LAWS & REGULATIONS - The bidder's attention is directed to the fact that all applicable Federal and state laws, County and municipal ordinances, orders, rules and regulations of all authorities having jurisdiction over the project shall apply to the bid throughout, and they will be deemed to be included in the contract the same as though they were written in full therein. 13. DISCRIMINATION - An entity or affiliate who has been placed on the discriminatory vendor list may not submit a bid on a contract to provide goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not award or perform work as a contractor, supplier, subcontractor, or consultant under contract with any public entity, and may not transact business with any public entity. 14. CONFLICT OF INTEREST - The award hereunder is subject to the provisions of Chapter 112, Florida Statutes. All respondents must disclose with their proposals the name of any officer, director, or agent who is also a public officer or an employee of the Okaloosa Board of County Commissioners, or any of its agencies. Furthermore, all respondents must disclose the name of any County officer or employee who owns, directly or indirectly, an interest of five percent (5%) or more in the firm or any of its branches. Furthermore, the official, prior to or at the time of submission of the proposal, must file a statement with the Clerk of Circuit Court of Okaloosa County, if he is an officer or employee of the County, disclosing his or spouse's or child's interest and the nature of the intended business. Note: For bidder's convenience, this certification form is enclosed and is made a part of the bid package. 13 Packet Pg. 414 15. IDENTICAL TIE BIDS - Preference shall be given to businesses with drug-free workplace programs. Whenever two or more bids which are equal with respect to price, quality and service are received by the County for the procurement of commodities or contractual services, preference will be given to a business who certifies it has implemented a drug- free workplace program. (see attached certification form). Established procedures for processing tie bids will be followed if none of the tied vendors have a drug-free workplace program. Note: For bidder's convenience, this certification form is enclosed and is made a part of the bid package. 16. PUBLIC ENTITY CRIME INFORMATION - A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list. 17. RECYCLED CONTENT INFORMATION - In support of the Florida Waste Management Law, bidders are encouraged to supply with their bid any information available regarding recycled material content in the products bid. The County is particularly interested in the type of recycled material used (such as paper, plastic, glass, metal, etc.) and the percentage of recycled material contained in the product. The County also requests information regarding any known or potential material content in the product that may be extracted and recycled after the product has served its intended purpose. Note: For bidder's convenience, this certification form is enclosed and is made a part of the bid package. 18. INVESTIGATION OF BIDDER - The County may make such investigations, as it deems necessary to determine the stability of the bidder to perform the work and that there is no conflict of interest as it relates to the project. The bidder shall furnish to the Owner any additional information and financial data for this purpose as the County may request. 19. BONDING REQUIREMENTS A. Bid Bond - A bid bond, in the form prescribed, Cashier's or Certified check, is required in an amount not less than five percent (5%) of the total contract amount. The Bid Bond must be attached to the bid. B. If the total cost of the project exceeds $100,000, the successful bidder will be required to furnish a payment performance bond for 100% of the cost of the project. 20. BID PRICE - The bid price shall include all equipment, labor, materials, permit(s), freight, taxes, required insurance, Public Liability, Property Damage and Workers' Compensation, etc. to cover the finished work called for. 14 Packet Pg. 415 21. WARRANTY - (The warranty will be in the name of Okaloosa County) A. Warranty work specified herein is for a minimum of one (1) year from delivery against defects in materials and in labor and workmanship. State the manufacturer's warranty with your bid. 22. CONDITIONAL & INCOMPLETE BIDS - Okaloosa County specifically reserves the right to reject any conditional bid and will normally reject those bids which make it impossible to determine the true amount of the bid. 23. INVESTIGATION OF BIDDER - The Owner may make such investigations as he deems necessary to determine the stability of the bidder to perform the work and that there is no conflict of interest as it relates to the project. The bidder shall furnish to the Owner any additional information and financial data for the purpose as the Owner may request. The data shall include a detailed and up-to-date list of plant equipment and materials which bidder proposes to use, indicating which portions he already possesses and a detailed description of the method and program or work to be done. 24. FINAL ACCEPTANCE - Payment will not be made until the Owner determines that the tower delivered meets all specifications. A. Delivery of equipment to Okaloosa County Board of County Commissioners does not constitute acceptance for the purpose of payment. Final acceptance and authorization of payment shall be given only after a thorough inspection indicates that the equipment meets contract specifications and conditions as listed. Should the delivered equipment differ in any respect from specifications, payment will be withheld until such time as the supplier takes necessary corrective action. The Purchasing Department shall be notified of the deviation in writing within 10 days and the provisions of the delivery paragraph shall prevail. If the proposed corrective action is not acceptable to Okaloosa County, the final acceptance of the equipment, in which case the equipment remains the property of the supplier and the County shall not be liable for payment for any portion thereof. 25. SPECIFICATION EXCEPTIONS - Specifications are based on the most current literature available. Bidder shall clearly list any change in the manufacturer's specifications which conflict with the bid specifications. Bidder must also explain any deviation from the bid specification in writing, as a footnote on the applicable bid page and enclose a copy of the manufacturer's specifications data detailing the changed item(s) with their bid. Failure of the bidder to comply with these provisions will result in bidders being held responsible for all costs required to bring the equipment in compliance with contract specifications. 26. ADDITION/DELETION OF ITEM - The County reserves the right to add or delete any item from this bid or resulting contract when deemed to be in the County's best interest. 27. LOCAL PREFERENCE - Okaloosa County reserves the right to grant a preference to in- county bidders only when bids are received from firms located in states, counties, municipalities or other political subdivisions which offer preference to bidders located in such political subdivisions. The amount of preference given to local bidders will be the same as that given by the state, county, municipality or other political subdivisions in which a bidder is located. If the political subdivision in which a bidder is located offers a preference to its local firms, that bidder must plainly state the extent of such preference to include the amount and type the preference offers. Any bidder failing to indicate 15 Packet Pg. 416  such preference will be removed from the County bid list and any and all bids from that firm will be rejected. Note: For bidder's convenience, this certification form is enclosed and is made a part of the bid package. 28. REORGANIZATION OR BANKRUPTCY PROCEEDINGS - Bids will not be considered from vendors who are currently involved in official financial reorganization or bankruptcy proceedings. 29. PAYMENTS - The contractor shall be paid upon submission of invoices and approval of acceptance by Okaloosa County Board of County Commissioners, Finance Office, 302 N. Wilson St., #203, Crestview FL 32536. The prices stipulated herein are for articles delivered and accepted. Invoices must reflect contract number. 30. CONFLICT OF INTEREST DISCLOSURE FORM - The award hereunder is subject to the provisions of Chapter 112, Florida Statutes. All respondents must disclose with their proposals the name of any officer, director, or agent who is also a public officer or an employee of the Okaloosa Board of County Commissioners, or any of its agencies. Furthermore, all respondents must disclose the name of any County officer or employee who owns, directly or indirectly, an interest of five percent (5%) or more in the firm or any of its branches. Furthermore, the official, prior to or at the time of submission of the proposal, must file a statement with the Clerk of Circuit Court of Okaloosa County, if he is an officer or employee of the County, disclosing his or spouse's or child's interest and the nature of the intended business. Note: For bidder's convenience, this certification form is enclosed and is made a part of the bid package. 31. Established procedures for processing tie bids will be followed if none of the tied vendors have a drug-free workplace program. Note: For bidder's convenience, this certification form is enclosed and is made a part of the bid package. 32. No Contact Clause - The Okaloosa County Board of County Commissioners has established a solicitation silence policy (No Contact Clause) that prohibits oral and written communication regarding all formal solicitations for goods and services (formal bids, Request for Proposals, Requests for Qualifications) issued by the Board through the County Purchasing Department. The period commences when the procurement document is received and terminates when the Board of County Commissioners approves an award. Note: For proposer's convenience, this certification form is enclosed and is made a part of the bid package. 33. The following documents are to be submitted with the bid packet. A. Specifications B. Conflict of Interest Disclosure Form C. Drug-Free Workplace Certification Form D. Local Preference Data Form E. Recycled Content Form F. No Contact Clause Form G. Bid Sheet 16 Packet Pg. 417  INSURANCE REQUIREMENTS Contractor's Insurance A. The CONTRACTOR shall not commence any work in connection with this Agreement until he has obtained all required insurance and such insurance has been approved by the Okaloosa County Risk Management Director. All insurance policies shall be with insurers licensed to do business in the State of Florida, and any insuring company is required to have a minimum rating of A, Class X in the Best Key Rating Guide published A. M. Best & Co., Inc. C. All insurance shall include the interest of all entities names in and its respective agents, consultants, servants and employees of each and all other interests as may be reasonably required by Okaloosa County as Additional Insured. The coverage afforded the Additional Insured under this policy shall be primary insurance. If the Additional Insured has other insurance that is applicable to the loss, such other insurance shall be on an excess or contingent basis. The amount of the company's liability under this policy shall not be reduced by the existence of such other insurance. D. The County of Okaloosa shall be listed as Additional Insured by policy endorsement on all insurance contracts applicable to this Agreement except Workers' Compensation and Professional Liability. E. The County of Okaloosa shall be furnished proof of coverage by certificates of insurance (COI) and endorsements for every applicable insurance contract required by this Agreement. The COl's and policy endorsements must be delivered to the County Representative not less than ten (10) days prior to the commencement of any and all contractual agreements between the County of Okaloosa and the CONTRACTOR. F. The County shall retain the right to reject all insurance contracts that do not meet the requirement of this Agreement. Further, the County reserves the right to change these insurance requirements with 60-day notice to the CONTRACTOR. G. The insurance definition of Insured or Additional Insured shall include Subcontractor, Sub-subcontractor, and any associated or subsidiary companies of the CONTRACTOR, which are involved, and which is a part of the contract. H. The County reserves the right at any time to require the CONTRACTOR to provide certified copies of any insurance policies to document the insurance coverage specified in this Agreement. The designation of CONTRACTOR shall include any associated or subsidiary company which is involved and is a part of the contract and such, if any associated or subsidiary company involved in the project must be named in the Workers' Compensation coverage. All policies shall be written so that the County will be notified of cancellation or restrictive amendments at least thirty (30) days prior to the effective date of such 17 Packet Pg. 418  cancellation or amendment. Such notice shall be given directly to the County Representative. Workers' Compensation Insurance The CONTRACTOR shall secure and maintain during the life of this agreement Workers' Compensation insurance for all of his employees employed for the project or any site connected with the work, including supervision, administration or management, of this project and in case any work is sublet, with the approval of the County of Okaloosa, the CONTRACTOR shall require the Subcontractor similarly to provide Workers' Compensation insurance for all employees employed at the site of the project, and such evidence of insurance shall be furnished the County of Okaloosa not less than ten (10) days prior to the commencement of any and all subcontractual agreements which have been approved by the County of Okaloosa. 2. Such insurance shall comply with the Florida Workers' Compensation Law. 3. No class of employee, including the CONTRACTOR himself, shall be excluded from the Workers' Compensation insurance coverage. The Workers' Compensation insurance shall also include Employer's Liability coverage. Business Automobile and Commercial General Liability Insurance The CONTRACTOR shall maintain Business Automobile Liability insurance coverage throughout the life of this Agreement. The insurance shall include Owned, Non- owned & Hired Motor Vehicle coverage. 2. The CONTRACTOR shall carry other Commercial General Liability insurance against all other Bodily Injury, Property Damage and Personal and Advertising Injury exposures. The coverage shall include both On and Off-Premises Operations, Contractual Liability, Board Form Property Damage, and Professional Liability. 3. All liability insurance (other than Professional Liability) shall be written on an occurrence basis and shall not be written on a claim-made basis. If the insurance is issued with an aggregate limit of liability, the aggregate limit of liability shall apply only to the locations included in this Agreement. If, as the result of any claims or other reasons, the available limits of insurance reduce to less than those stated in the Limits of Liability, the CONTRACTOR shall notify the County representative in writing. The CONTRACTOR shall purchase additional liability insurance to maintain the requirements established in this Agreement. Umbrella or Excess Liability insurance can be purchased to meet the Limits of Liability specified in this Agreement. Commercial General Liability coverage shall be endorsed to include the following: 1.) Premises - Operation Liability 2.) Occurrence Bodily Injury and Property Damage Liability 18 Packet Pg. 419  3.) Independent Contractor's Liability 4.) Completed Operations and Products Liability A. CONTRACTOR shall agree to keep in continuous force Commercial General Liability coverage including Completed Operations and Products Liability for two (2) years beyond acceptance of project. Limits of Liability The insurance required shall be written for not less than the following, or greater if required by law and shall include Employer's liability with limits as prescribed in this contract: LIMIT A. Worker's Compensation 1.) State Statutory 2.) Employer's Liability $1,000,000 each accident B. Business Automobile & Commercial $1,000,000 each occurrence General Liability Insurance (A combined single limit) C. Personal and Advertising Injury $250,000 D. Professional Liability $1,000,000 each occurrence (A combined single limit) Notice of Claims or Litigation The CONTRACTOR agrees to report any incident or claim that results from performance of this Agreement. The County representative shall receive written notice in the form of a detailed written report describing the incident or claim within ten (10) days of the CONTRACTOR's knowledge. In the event such incident or claim involves injury and/or property damage to a third party, verbal notification shall be given the some day the CONTRACTOR becomes aware of the incident or claim followed by a written detailed report within ten (10) days of verbal notification. Indemnification & Hold Harmless To the fullest extent permitted by law, CONTRACTOR shall indemnify and hold harmless COUNTY, its officers and employees from liabilities, damages, losses, and costs including but not limited to reasonable attorney fees, to the extent caused by the negligence, recklessness, or intentional wrongful conduct of the CONTRACTOR and other persons employed or utilized by the CONTRACTOR in the performance of this contract. Certificate of Insurance A. Certificates of insurance, in duplicate, indicating the job site and evidencing all required coverage must be submitted to and approved by Okaloosa County prior to the commencement of any of the work. The certificate holder(s) shall be as follows: Okaloosa County 602-C North Pearl Street Crestview, Florida 32536 B. All policies shall expressly require 30 days written notice to Okaloosa County at the address set out above, or the cancellations of material alterations of such policies, and 19 Packet Pg. 420  the Certificates of Insurance, shall so provide. C. All certificates shall be subject to Okaloosa County's approval of adequacy of protection and the satisfactory character of the Insurer. County reserves the right to approve or reject all deductible/SIR above $10,000. D. The Certificates of Insurance shall disclose any and all deductibles or self-insured retentions (SIRs). County requests that all deductibles or SIRs be no greater than $10,000. However, CONTRACTORS having insurance with higher deductibles may submit a bid without penalty reflecting the pricing for their deductible provided that CONTRACTOR also submits a brief company financial statement. E. All deductibles or SIRs, whether approved by Okaloosa County or not, shall be the CONTRACTORs full responsibility. In particular, the CONTRACTOR shall afford full coverage as specified herein to entities listed as Additional Insured. F. In no way will the entities listed as Additional Insured be responsible for, pay for, be damaged by, or limited to coverage required by this schedule due to the existence of a deductible or SIR. Specific written approval from Okaloosa County will only be provided upon demonstration that the CONTRACTOR has the financial capability and funds necessary to cover the responsibilities incurred as a result of the deductible or SIR. G. In the event of failure of the CONTRACTOR to furnish and maintain said insurance and to furnish satisfactory evidence thereof, Okaloosa County shall have the right (but not the obligation) to take out and maintain insurance on the project. All costs for the coverage will be paid by CONTRACTOR upon presentation of a bill. General Terms Any type of insurance or increase of limits of liability not described above which the CONTRACTOR required for its own protection or on account of statute shall be its own responsibility and at its own expense. The carrying of the insurance described shall in no way be interpreted as relieving the CONTRACTOR of any responsibility under this contract. Should the CONTRACTOR engage a subcontractor or sub-subcontractor, the same conditions will apply under this agreement to each subcontractor and sub- subcontractor. The CONTRACTOR hereby waives all rights of subrogation against Okaloosa County and its consultants and other indemnities of the CONTRACTOR under all the foregoing policies of insurance. Umbrella Insurance The CONTRACTOR shall have the right to meet the liability insurance requirements with the purchase of an umbrella insurance policy. In all instances, the combination of primary and umbrella liability coverage must equal or exceed the minimum liability insurance limits stated in this agreement. 20 Packet Pg. 421  LIST OF REPRESENTATIVES OWNER'S REPRESENTATIVE: Robert E. Sawyer Mechanical Supervisor Okaloosa County Facility Maintenance 5489 Old Bethel Road Crestview, Florida 32536 850-689-4698 Email rsawyer@co.okaloosa.fl.us CONTRACT ADMINISTRATOR: Joanne Kublik, Contracts and Lease Coordinator Okaloosa County Purchasing 602-C North Pearl St. Crestview FL 32536 850-689-5960 I 850-689-5032 (Fax) CONTRACTOR'S REPRESENTATIVE: 21 Packet Pg. 422  SUNGARD PENTAMATION, INC. PAGE NUMBER: 1 DATE: 02/25/2014 OKALOOSA COUNTY BOCC AUDIT21 TIME: 14:29:26 EXPENDITURE AUDIT TRAIL SELECTION CRITERIA: orgn.fund=’301’ and orgn.orgn3=’3120’ ACCOUNTING PERIODS: 1/14 THRU 5/14 SORTED BY: FUND,DEPARTMENT TOTL,DEPARTMENT,ACCOUNT TOTALED ON: FUND,DEPARTMENT TOTL,DEPARTMENT PAGE BREAKS ON: FUND,DEPARTMENT TOTL FUND − 301 − CAPITAL PROJECTS FUND DEPARTMENT − 3120 − CAP OUTLAY PROJ−PUBSAFETY ACCOUNT CUMULATIVE DATE T/C ENCUMBRANC REFERENCE VENDOR BUDGET EXPENDITURES ENCUMBRANCES DESCRIPTION BALANCE 301−520−521−3120−3120 − CAP OUTLAY PROJ−PUBSAFETY 546620 RM−FACILITIES .00 .00 .00 BEGINNING BALANCE 01/08/14 11−4 30,830.00 BT−14−17 TOTAL RM−FACILITIES 30,830.00 .00 .00 30,830.00 562244 JAIL−REPLACE ROOF .00 .00 .00 BEGINNING BALANCE 09/30/13 11−1 225,000.00 POSTED FROM BUDGET SYSTEM TOTAL JAIL−REPLACE ROOF 225,000.00 .00 .00 225,000.00 562245 JAIL−REPLACE CHILLER .00 .00 .00 BEGINNING BALANCE 09/30/13 11−1 225,000.00 POSTED FROM BUDGET SYSTEM 02/20/14 21−5 1403237 21201551 HALIFAX MEDIA GR 222.83 .00 2021729 LEG5600 TOTAL JAIL−REPLACE CHILLER 225,000.00 222.83 .00 224,777.17 562247 SHERIFF−BRACKIN ST ROOF .00 .00 .00 BEGINNING BALANCE 09/30/13 11−1 110,000.00 POSTED FROM BUDGET SYSTEM TOTAL SHERIFF−BRACKIN ST ROOF 110,000.00 .00 .00 110,000.00 562248 SHERIFF−CAMPUS RENOVATION .00 .00 .00 BEGINNING BALANCE 09/30/13 11−1 27,000.00 POSTED FROM BUDGET SYSTEM 01/08/14 13−4 −27,000.00 BT−14−17 TOTAL SHERIFF−CAMPUS RENOVATION .00 .00 .00 .00 TOTAL DEPARTMENT − CAP OUTLAY PROJ−PUBSAFET 590,830.00 222.83 .00 590,607.17 Packet Pg. 423 TOTAL DEPARTMENT TOTL − CAP OUTLAY PROJ−PUB 590,830.00 222.83 .00 590,607.17 TOTAL FUND − CAPITAL PROJECTS FUND 590,830.00 222.83 .00 590,607.17 TOTAL REPORT 590,830.00 222.83 .00 590,607.17 * THERE IS A NOTE ASSOCIATED WITH THIS TRANSACTION Roland Sims From: Donald Turner Sent: Tuesday, February 25, 2014 2:33 PM To: Zan Fedorak; Jack Allen; Joanne Kublik Cc: Robert Sawyer; Patti Hanna Subject: FW: Jail chiller bid Attachments: 301-3120 Fund.pdf Jack, Please award the contract to the apparent low bidder, W.D. Rogers Mechanical Contractors, for the replacement of the chiller at the county jail. Funding for the project is in the 301-3120 Fund, Dept. 562245 (attached). Sincerely, Don Donald L. Turner, Director Facilities Maintenance Office: (850) 689-5790 Fax: (850) 689-5630 From: Robert Sawyer Sent: Tuesday, February 25, 2014 2:14 PM To: Donald Turner Subject: Jail chiller bid Don the name of the company is W.D. Rogers Mechanical Contractors 3018 N. Davis Hwy. Pensacola, Fl. Bid price $189,990.00 for the Jail chiller replacement. 1 Packet Pg. 424 ACØRL/ YY) CERTIFICATE OF LIABILITY INSURANCE THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT Melanie Johnson, CISR McMahon-Hadder Insurance, Inc. NQ (850)484-7011 EU NoI (850)474-5201 375 North 9th Ave., Suite A E- 55 .melan ie@mcmahonhadder.com INSURER(S) AFFORDING COVERAGE NAIC 8 Pensacola FL 32502 INSURERA:The Charter Oak Fire Insurance 25615 INSURED INSURER B:The Travelers Indemnity Company 25682 WD Rogers Mechanical Contractors, Inc INsuRERCNavigators Specialty Ins Co 36056 P0 Box 9607 INSURER D:Bridgefield Employers Ins, Co 10701 INSURER E:Federal Insurance Company 20281 Pensacola FL 32513-9607 INSURER F:The American Insurance Co I COVERAGES CERTIFICATE NUMBER:2014 Term REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. ABl. U8h POLICY EFF POLICY EXP TYPE OF INSURANCE POLICY NUMBER MM/DD/YYYYI IMMIDD/YYYY' LIMITS GENERAL LIABILITY EACH OCCURRENCE $ 1,000,000 I DAMAGE TO RENTED X I COMMERCIAL GENERAL LIABILITY PREMISES (Ea occurrence) $ 300,000 rA ICLAIMS-MADE OCCUR X :00129L297 1/1/2014 1/1/2015 MEOEXP (Any one person) $ 5,000 PERSONAL & ADV INJURY $ 1,000,000 GENE RALAGGREGATE $ 2,000,000 I GENt AGGREGATE LIMIT APPLIES PER: PRODUCTS- COMP/OP AGG $ 2,000,000 - POLICY [1 PER,0T P1 LOC - - COMBINED SINGLE LIMIT $ AUTOMOBILE LIABILITY 1,000,000 (Ea accident) $ ANY AUTO BODILY INJURY (Per person) $ B ALL OWNED SCHEDULED 8100129L297 AUTOS AUTOS x 1/1/2014 1/1/2015 BODILY INJURY (Per accident) $ NON-OWNED PROPERTY (per accident)DAMAGE HIRED AUTOS AUTOS $ PIP-Basic 10 , 000 UMBRELLA LIAB EXCESSLIAB LJ OCCUR - - 14EXC7723131C 1/1/2014 1/1/2015 EACHOCCURRENCE 10,000,000 F X CLAIMS-MADE AGGREGATE $ 10,000,000 r.XO0048751861 2/4/2014 1/1/2015 RETENTIONS $ O WORKERS COMPENSATION - - , WC STATU- 0TH- AND EMPLOYERS LIABILITY TORY LIMITS ER YIN ANY PROPRIETOR/PARTNER/EXECUTIVE E . L. EACH ACCIDENT $ 1 , 000,000 OFFICER/MEMBER EXCLUDED? N N/A (Mandatory In NH) 0830-31070 1 / I / E . L. DISEASE - EA EMPLOYE $ 1,000,000 If yes, describe under DESCRIPTION OF OPERATIONS below - - E . L. DISEASE - POLICY LIMIT $ 1,000,000 E Contrs Equip 1000 ded 4546-55-73 1/1/2014 1/1/2015 Leased/Reeled Equip 100,000 1 DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (Attach ACORD 101, Additional Remarks Schedule, If more space Is required) Okaloosa County is an additional insured with respect to general liability and automobile liability. Coverage is primary and non-contributory. Should any of the above described policies be cancelled before the expiration date thereof, the producer will endeavor to mail 30 days written notice except 10 days notice for non-payment cancellation to the certificate holder named herein, but failure to do so shall impose no obligation or liability of any kind upon the producer, its agents or representatives. All other terms and conditions of this policy remain unchanged. CERTIFICATE HOLDER CANCELLATION jkublik@co.okaloosa.fl.co SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. Okaloosa County 602-C Pearl St AUTHORIZED REPRESENTATIVE Crestview, E% 32577 3 ,. J McMahon, CIC, CWCP/ ACORD 25(2010/05) © 1988-2010 ACORD CORPORATION. All rights reserved. IPjSfl2 e,r,inrici ru Th. ACCIPfl n,n,w ,.nd Iwnw rwni tr,u.1 wf ftt('Pfl Packet Pg. 425  COMMERCIAL AUTO THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. BUSINESS AUTO EXTENSION ENDORSEMENT This endorsement modifies insurance provided under the following: BUSINESS AUTO COVERAGE FORM With respect to coverage provided by this endorsement, the provisions of the Coverage Form apply unless modi- fied by the endorsement. GENERAL DESCRIPTION OF COVERAGE - This endorsement broadens coverage. However, coverage for any injury, damage or medical expenses described in any of the provisions of this endorsement may be excluded or limited by another endorsement to the Coverage Part, and these coverage broadening provisions do not apply to the extent that coverage is excluded or limited by such an endorsement. The following listing is a general cover- age description only. Limitations and exclusions may apply to these coverages. Read all the provisions of this en- dorsement and the rest of your policy carefully to determine rights, duties, and what is and is not covered. A. BROAD FORM NAMED INSURED H. HIRED AUTO PHYSICAL DAMAGE - LOSS OF USE - INCREASED LIMIT B. BLANKET ADDITIONAL INSURED I. PHYSICAL DAMAGE - TRANSPORTATION EXPENSES - INCREASED LIMIT C. EMPLOYEE HIRED AUTO J. PERSONAL EFFECTS D. EMPLOYEES AS INSURED K. AIRBAGS E. SUPPLEMENTARY PAYMENTS - INCREASED L. NOTICE AND KNOWLEDGE OF ACCIDENT LIMITS OR LOSS F. HIRED AUTO - LIMITED WORLDWIDE M. BLANKET WAIVER OF SUBROGATION COVERAGE - INDEMNITY BASIS G. WAIVER OF DEDUCTIBLE - GLASS N. UNINTENTIONAL ERRORS OR OMISSIONS PROVISIONS A. BROAD FORM NAMED INSURED executed by you before the "bodily injury" or The following is added to Paragraph A.1., Who Is "property damage" occurs and that is in effect An Insured, of SECTION II - LIABILITY COV- during the policy period, to be named as an addi- ERAGE: tional insured is an "insured" for Liability Cover- age, but only for damages to which this insurance Any organization you newly acquire or form dur- applies and only to the extent that person or or- ing the policy period over which you maintain ganization qualifies as an "insured" under the 50% or more ownership interest and that is not Who Is An Insured provision contained in Section separately insured for Business Auto Coverage. II. Coverage under this provision is afforded only un- til the 180th day after you acquire or form the or- C. EMPLOYEE HIRED AUTO ganization or the end of the policy period, which- The following is added to Paragraph A.1., ever is earlier. Who Is An Insured, of SECTION II - LI- B. BLANKET ADDITIONAL INSURED ABILITY COVERAGE: The following is added to Paragraph c. in A.1., An "employee" of yours is an "insured" while Who Is An Insured, of SECTION II - LIABILITY operating an "auto" hired or rented under a COVERAGE: contract or agreement in that "employee's" name, with your permission, while performing Any person or organization who is required under duties related to the conduct of your busi- a written contract or agreement between you and ness. that person or organization, that is signed and CA T3 53 06 09 © 2009 The Travelers companies, Inc. Page 1 of 4 Includes the copyrighted material of Insurance Services Office, Inc. with its permission. Packet Pg. 426 COMMERCIAL AUTO 2. The following replaces Paragraph b. in B.5., United States of America applies to and pro- Other Insurance, of SECTION IV - BUSI- hibits the transaction of business with or NESS AUTO CONDITIONS: within such country or jurisdiction, for Liability b. For Hired Auto Physical Damage Cover- Coverage for any covered "auto" that you age, the following are deemed to be cov- lease, hire, rent or borrow without a driver for ered "autos" you own: a period of 30 days or less and that is not an "auto" you lease, hire, rent or borrow from (1) Any covered "auto" you lease, hire, any of your "employees", partners (if you are rent or borrow; and a partnership), members (if you are a limited (2) Any covered "auto" hired or rented by liability company) or members of their house- your "employee" under a contract in holds. that individual "employee's" name, (1) With respect to any claim made or "suit" with your permission, while perform- brought outside the United States of ing duties related to the conduct of America, the territories and possessions your business. of the United States of America, Puerto However, any "auto" that is leased, hired, Rico and Canada: rented or borrowed with a driver is not a (a) You must arrange to defend the covered "auto". "insured" against, and investigate D. EMPLOYEES AS INSURED or settle any such claim or "suit" and keep us advised of all pro- The following is added to Paragraph A.1., Who Is ceedings and actions. An Insured, of SECTION II - LIABILITY COV- ERAGE: (b) Neither you nor any other in- volved "insured" will make any Any "employee" of yours is an "insured" while us- settlement without our consent. ing a covered "auto" you don't own, hire or borrow in your business or your personal affairs. (c) We may, at our discretion, par- ticipate in defending the "insured" E. SUPPLEMENTARY PAYMENTS - INCREASED against, or in the settlement of, LIMITS any claim or "suit". 1. The following replaces Paragraph A.2.a.(2), (d) We will reimburse the "insured": of SECTION II - LIABILITY COVERAGE: (i) For sums that the "insured" (2) Up to $3,000 for cost of bail bonds (in- legally must pay as damages cluding bonds for related traffic law viola- because of "bodily injury" or tions) required because of an "accident" "property damage" to which we cover. We do not have to furnish this insurance applies, that these bonds. the "insured" pays with our 2. The following replaces Paragraph A.2.a.(4), consent, but only up to the of SECTION II— LIABILITY COVERAGE: limit described in Paragraph C., Limit Of Insurance, of (4) All reasonable expenses incurred by the SECTION II - LIABILITY "insured" at our request, including actual COVERAGE; loss of earnings up to $500 a day be- cause of time off from work. (ii) For the reasonable expenses incurred with our consent for F. HIRED AUTO - LIMITED WORLDWIDE COV- your investigation of such ERAGE - INDEMNITY BASIS claims and your defense of The following replaces Subparagraph e. in Para- the "insured" against any graph B.7., Policy Term, Coverage Territory, of such "suit", but only up to and SECTION IV - BUSINESS AUTO CONDITIONS: included within the limit de- e. Anywhere in the world, except any country or scribed in Paragraph C., Limit jurisdiction while any trade sanction, em- Of Insurance, of SECTION II bargo, or similar regulation imposed by the - LIABILITY COVERAGE, Page 2 of 4 © 2009 The Travelers Companies, Inc. CA T3 53 06 09 Includes the copyrighted material of Insurance Services Office, Inc. with its permission. Packet Pg. 427  COMMERCIAL AUTO and not in addition to such 1. PHYSICAL DAMAGE - TRANSPORTATION limit. Our duty to make such EXPENSES - INCREASED LIMIT payments ends when we The following replaces the first sentence in Para- have used up the applicable graph A.4.a., Transportation Expenses, of SEC- limit of insurance in payments TION III - PHYSICAL DAMAGE COVERAGE: for damages, settlements or defense expenses. We will pay up to $50 per day to a maximum of $1,500 for temporary transportation expense in- (2) This insurance is excess over any valid curred by you because of the total theft of a cov- and collectible other insurance available ered "auto" of the private passenger type. to the 'insured" whether primary, excess J. PERSONAL EFFECTS contingent or on any other basis. The following is added to Paragraph A.4., Cover- (3) This insurance is not a substitute for re- age Extensions, of SECTION III - PHYSICAL quired or compulsory insurance in any DAMAGE COVERAGE: country outside the United States, its ter- ritories and possessions, Puerto Rico and Personal Effects Canada. We will pay up to $400 for "loss" to wearing ap- You agree to maintain all required or parel and other personal effects which are: compulsory insurance in any such coun- (1) Owned by an "insured"; and try up to the minimum limits required by (2) In or on your covered "auto". local law. Your failure to comply with compulsory insurance requirements will This coverage applies only in the event of a total not invalidate the coverage afforded by theft of your covered "auto". this policy, but we will only be liable to the No deductibles apply to this Personal Effects same extent we would have been liable coverage. had you complied with the compulsory in- K. AIRBAGS surance requirements. The following is added to Paragraph B.3., Exclu- (4) It is understood that we are not an admit- sions, of SECTION III - PHYSICAL DAMAGE ted or authorized insurer outside the COVERAGE: United States of America, its territories Exclusion 3.a. does not apply to "loss" to one or and possessions, Puerto Rico and Can- more airbags in a covered "auto" you own that in- ada. We assume no responsibility for the flate due to a cause other than a cause of "loss" furnishing of certificates of insurance, or set forth in Paragraphs A.1.b. and A.1.c., but for compliance in any way with the laws only: of other countries relating to insurance. a. If that "auto" is a covered "auto" for Compre- G. WAIVER OF DEDUCTIBLE - GLASS hensive Coverage under this policy; The following is added to Paragraph D., Deducti- b. The airbags are not covered under any war- ble, of SECTION III - PHYSICAL DAMAGE ranty; and COVERAGE: c. The airbags were not intentionally inflated. No deductible for a covered "auto" will apply to We will pay up to a maximum of $1,000 for any glass damage if the glass is repaired rather than one "loss'. replaced. L. NOTICE AND KNOWLEDGE OF ACCIDENT OR H. HIRED AUTO PHYSICAL DAMAGE - LOSS OF LOSS USE - INCREASED LIMIT The following is added to Paragraph A.2.a., of The following replaces the last sentence of Para- SECTION IV - BUSINESS AUTO CONDITIONS: graph A.4.b., Loss Of Use Expenses, of SEC- TION III - PHYSICAL DAMAGE COVERAGE: Your duty to give us or our authorized representa- tive prompt notice of the "accident" or "loss" ap- However, the most we will pay for any expenses plies only when the "accident" or "loss" is known for loss of use is $65 per day, to a maximum of to: $750 for any one "accident". (a) You (if you are an individual); CA T3 53 06 09 © 2009 The Travelers companies, Inc. Page 3 of 4 Includes the copyrighted material of Insurance Services Office, Inc. with its permission. Packet Pg. 428 COMMERCIAL AUTO (b) A partner (if you are a partnership); tent required of you by a written contract (c) A member (if you are a limited liability com- signed and executed prior to any "accident" pany); or "loss", provided that the "accident" or "loss" arises out of operations contemplated by (d) An executive officer, director or insurance such contract. The waiver applies only to the manager (if you are a corporation or other or- person or organization designated in such ganization); or contract. (e) Any "employee" authorized by you to give no- N. UNINTENTIONAL ERRORS OR OMISSIONS tice of the 'accident" or "loss". The following is added to Paragraph B.2., Con- M. BLANKET WAIVER OF SUBROGATION cealment, Misrepresentation, Or Fraud, of The following replaces Paragraph A.5., Transfer SECTION IV— BUSINESS AUTO CONDITIONS: Of Rights Of Recovery Against Others To Us, The unintentional omission of, or unintentional of SECTION IV - BUSINESS AUTO CONDI- error in, any information given by you shall not TIONS: prejudice your rights under this insurance. How- 5. Transfer Of Rights Of Recovery Against ever this provision does not affect our right to col- Others To Us lect additional premium or exercise our right of We waive any right of recovery we may have cancellation or non-renewal. against any person or organization to the ex- Page 4 of 4 © 2009 The Travelers Companies, Inc. CA T3 53 06 09 Includes the copyrighted material of Insurance Services Office, Inc. with its permission. Packet Pg. 429  COMMERCIAL GENERAL LIABILITY THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY BLANKET ADDITIONAL INSURED (CONTRACTORS) This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART 1. WHO IS AN INSURED - (Section II) is amended c) The insurance provided to the additional in- to include any person or organization that you sured does not apply to "bodily injury" or agree in a "written contract requiring insurance" "property damage" caused by "your work" to include as an additional insured on this Cover- and included in the "products-completed op- age Part, but: erations hazard" unless the "written contract a) Only with respect to liability for "bodily injury", requiring insurance" specifically requires you "property damage" or "personal injury'; and to provide such coverage for that additional insured, and then the insurance provided to b) If, and only to the extent that, the injury or the additional insured applies only to such damage is caused by acts or omissions of "bodily injury" or "property damage" that oc- you or your subcontractor in the performance curs before the end of the period of time for of "your work" to which the "written contract which the "written contract requiring insur- requiring insurance" applies. The person or ance" requires you to provide such coverage organization does not qualify as an additional or the end of the policy period, whichever is insured with respect to the independent acts earlier. or omissions of such person or organization. 3. The insurance provided to the additional insured 2. The insurance provided to the additional insured by this endorsement is excess over any valid and by this endorsement is limited as follows: collectible "other insurance", whether primary, a) In the event that the Limits of Insurance of excess, contingent or on any other basis, that is this Coverage Part shown in the Declarations available to the additional Insured for a loss we exceed the limits of liability required by the cover under this endorsement. However, if the "written contract requiring insurance", the in- "written contract requiring insurance" specifically surarjce provided to the additional insured requires that this insurance apply on a primary shall be limited to the limits of liability re- basis or a primary and non-contributory basis, quired by that "written contract requiring in- this insurance is primary to "other insurance" surance". This endorsement shall not in- available to the additional insured which covers crease the limits of insurance described in that person or organization as a named insured Section III - Limits Of Insurance. for such loss, and we will not share with that "other insurance". But the insurance provided to b) The insurance provided to the additional in- the additional insured by this endorsement still is sured does not apply to "bodily injury", "prop- excess over any valid and collectible "other in- erty damage" or "personal injury" arising out surance", whether primary, excess, contingent or of the rendering of, or failure to render, any on any other basis, that is available to the addi- professional architectural, engineering or sur- tional Insured when that person or organization is veying services, including: an additional insured under such "other insur - 1. The preparing, approving, or failing to ance". prepare or approve, maps, shop draw- 4. As a condition of coverage provided to the ings, opinions, reports, surveys, field or- additional insured by this endorsement: ders or change orders, or the preparing, approving, or falling to prepare or ap- a) The additional insured must give us written prove, drawings and specifications; and notice as soon as practicable of an "occur- rence" or an offense which may result in a iii. Supervisory, inspection, architectural or claim. To the extent possible, such notice engineering activities. should include: CG D2 46 08 05 0 2005 The St. Paul Travelers Companies, Inc. Page 1 of 2 Packet Pg. 430 COMMERCIAL GENERAL LIABILITY I. How, when and where the "occurrence" any provider of "other insurance" which would or offense took place; cover the additional insured for a loss we II. The names and addresses of any injured cover under this endorsement. However, this persons and witnesses; and condition does not affect whether the insur- ance provided to the additional insured by iii. The nature and location of any injury or this endorsement is primary to "other Insur- damage arising out of the "occurrence" or ance" available to the additional insured offense. which covers that person or organization as a b) If a claim is made or "suit" is brought against named insured as described in paragraph 3. the additional insured, the additional insured above. must: 5. The following definition is added to SECTION V. I. Immediately record the specifics of the - DEFINITIONS: claim or "suit" and the date received; and "Written contract requiring insurance" means ii. Notify us as soon as practicable. that part of any written contract or agreement under which you are required to include a The additional insured must see to it that we person or organization as an additional in- receive written notice of the claim or "suit" as sured on this Coverage Part, provided that soon as practicable. the "bodily injury" and "property damage" oc- c) The additional insured must immediately curs and the "personal injury" is caused by an send us copies of all legal papers received in offense committed: connection with the claim or "suit', cooperate After the signing and execution of the a. with us in the investigation or settlement of contract or agreement by you; the claim or defense against the "suit", and otherwise comply with all policy conditions. b. While that part of the contract or agreement is in effect; and d) The additional insured must tender the de- fense and indemnity of any claim or "suit" to c. Before the end of the policy period. Page 2 of 2 © 2005 The St. Paul Travelers Companies, Inc. CG 02 46 08 05 Packet Pg. 431  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: March 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Zan Fedorak SUBJECT: Auction of Surplus Items DEPARTMENT: Purchasing BCC DISTRICT: All STATEMENT OF ISSUE: Purchasing seeks authorization from the Board to auction surplus items. BACKGROUND & ANALYSIS: The County has surplus items that are ready for disposal. (List attached.) Purchasing is seeking authorization from the Board to auction these items through our contracted auctioneer Global Enterprises (C14-2104-PUR). Auctioning the surplus items is a new process, and it continues to be the most profitable way for the County to dispose of property, equipment and miscellaneous items. OPTIONS: Approve/Disapprove auction of surplus items through Global Enterprises. RECOMMENDATION: Staff recommends approving auction of surplus items. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 432 Packet Pg. 433 Packet Pg. 434 Packet Pg. 435 Packet Pg. 436 Packet Pg. 437  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: March 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Kay Godwin SUBJECT: Workers Compensation Claim Settlement DEPARTMENT: Human Resources BCC DISTRICT: All STATEMENT OF ISSUE: Request approval of a Workers’ Compensation claim settlement for Steven St.Clergy. BACKGROUND: On August 20, 1998, Steven St.Clergy, a former employee of Okaloosa County, suffered a work related injury. Mr. St.Clergy has received extensive medical treatments over the years. The expenses incurred on this claim have exceeded the county’s worker’s compensation retention. The excess worker’s compensation insurance carrier has negotiated a settlement of this claim. This settlement will not require the county to make any contribution to the settlement amount. The agreed upon settlement amount is $331,000.00. OPTIONS: The Commission can agree to approve the settlement or provide further direction. RECOMMENDATIONS: As Okaloosa County has reached its limit of liability and the excess insurer is solely responsible for this claim, Okaloosa County has a duty to not unreasonably refuse to consent to a settlement. Failure to consent to this settlement could expose the county to liability for unreasonably withholding its consent to the settlement. Risk Management recommends approval of the settlement RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator 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 Packet Pg. 450  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: March 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Kay Godwin SUBJECT: Bind and Purchase Coverage for the County’s Property, Boiler & Machinery and Terrorism Insurance DEPARTMENT: Human Resources BCC DISTRICT: All STATEMENT OF ISSUE: Request authority to bind and purchase coverage for the county’s property insurance program. BACKGROUND: The board has previously authorized that the renewal date for the property, boiler & machinery and terrorism insurance be moved to April 1. The premiums for 4/1/2014 to 3/31/2015 are as follows: $665,174.00 Property $21,880.05 Terrorism $10,630.00 Boiler & Machinery $12,500.00 Appraisal $710,184.05 Total* The total premium for these policies and the appraisal is $710,184.05. [*Note: Premiums are based on total insured value. Property schedules are updated throughout the year; therefore, actual premiums vary.] These premiums were previously estimated to be $901,505.30. We are pleased to report a decrease of $191,321.25 from earlier projections. Included is $12,500.00 for an updated appraisal of county buildings. The last appraisal of county buildings was performed in 2005. A current appraisal will ensure that all structures are insured at appropriate levels and allow the county to receive blanket coverage which will provide additional protection for the county. OPTIONS: Authorize staff to bind and purchase the outlined coverage and appraisal of county buildings. RECOMMENDATIONS: Risk Management recommends approval to bind and purchase outlined coverage and appraisal. Packet Pg. 451 RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 452 -Ef'u-ee::£;:) : -: I 101112013 ·41112014 (Annualized) 4I112014·411t2015 .~~ P< "-f\v~ l ~ In ExpQi:Iww UNE -Of COVERAGE - IJMIT I lJEQDeTTQLElSJR I ANNUALPREM OMIT -1 -UEDDCnBlESIR I 201312014 20f4/ZOfS p,.pperty; - ~ - Amrlsc (MacDuff) BuildinQs & Contents $ 184,587,918 $ 202.034.611 Loss Urn it $ 75.000000 $ 50,000 $ 100.000.000 $ 50,000 Flood $ 25,000.000 $ 100,000 $ 25.000,000 $ 100,000 Earthquake $ 25.000,000 $ 100,000 $ 25,000,000 $ 100,000 All other Windstorm $ 75,000,000 $ 100,000 $ 100,000,000 $ 100,000 Named Storm Incl in All Other Wind 5%/SI00K min/No Max S 797,292 Incl in All Other Wind 5%/$100K min/SSM Max $ 645.000 Accounts Receivable $ 250,000 $ 100,000 $ 250,000 $ 100.000 Business Income/Extra Expense $ 2,000,000 $ 100,000 $ 2,000,000 $ 100.000 E&O $ 1,000,000 $ 100,000 $ 1.000.000 $ 100.000 Building Ordinance or Law Included $ 100,000 Included $ 100,000 Mobile Equipment $ 5529,085 $ 100.000 $ 5.629,349 $ 100.000 Unscl1eduled Contractors Equip «$25k) $ 1.000,000 $ 1.000,000 EDP $ 17.521 .512 $ 100.000 Included in TIV $ 100,000 Fine Arts $ 150,000 $ 100 000 $ 150,000 $ 100 000 Fire Dept Service CharQe $ 100,000 $ 100,000 $ 100,000 $ 100000 Valuable Papers $ 1,000,000 $ 100,000 $ 1,000,000 $ 100.000 Fees & Surcharges $ 16.338 $ 20,174 Sub-Total $ 815,630 Sub-Total $ 665,174 TerrQriSr:n: - - -1'_ • L1ovd's Terrorism $ 5.000,000 $ 25,000 $ 22.796 $ 5.000,000 I $ 25,000 I $ 21,350 Fees & Surcharges I 1$ 524 I Fees $ 530 ~IJer '''MachJnery: . --- I Sub-Total $ 23,320 I Sub-Total I $ 21,880 Travelers Breakdown limit $ 100.000,000 $ 5.000 $ 10084 $ 100.000,000 $ 5000 S 10.401 Business Income $ 2.000.000 24 Hours $ 2,000,000 24 Hours Fees & Surcharges $ 132 $ 229 Sub-Total $ 10,216 Sub-Total $ 10,630 TOTAL PREIIlUI/I ,- .. - = " - Ma:f86-- -- .. .~ ~ $, 687,684- Difference -17.64% 'AOP $250,000 per occurrence for the following location: 302 N Wilson St., Crestview, FL This proposal is intended to give a brief overview. Higher limits may be available. Please refer to coverage forms for complete details regarding definition of terms, exclusions and limitations. Packet Pg. 453 Packet Pg. 454  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: March 18, 2014 TO: Honorable Chairman and Members of the Board FROM: John Hofstad SUBJECT: Best Western of Ft. Walton Beach Qualified Beach Vendor Certificate for 2014 DEPARTMENT: Public Works BCC DISTRICT: 2 STATEMENT OF ISSUE: Approve a request from John Brato owner of Best Western of Fort Walton Beach to obtain a Qualified Beach Vendor Certificate to provide beach chair and umbrella rentals on designated public beaches on Okaloosa Island. This is a renewal application. BACKGROUND and ANALYSIS: John Brato, owner of Best Western of Fort Walton Beach, has met the requirements specified in Ordinance No. 13-07, County Recreation Areas; Section 8: Commercial Activity on Public Lands and Section 10: Permit for a Designated Beach Property to obtain a Qualified Beach Vendor Certificate (QBVC). Granting this request will permit said business to conduct commercial beach chair and umbrella rentals on a designated public beach. Because the staff of Best Western of Fort Walton Beach is providing beach chair/umbrella rentals to their own cliental, no QBV Beach Vehicle Permit was requested. OPTIONS: Approve/Disapprove. RECOMMENDATION: Request Board approval of the Qualified Beach Vendor Certificate 0038 for the calendar year of 2014 (14QBVC0038) to John Brato owner of Best Western of Fort Walton Beach. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 455 Revised: March 12, 2013 Qualified Beach Vendor Certificate Processing Check List (Beach Chair/Umbrella Rentals) New Applications √ Renewal Date Received: February 24, 2014 Company Name: Best Western of Ft. Walton Beach Contact Person: John Brato Phone #: (850) 434-7285 Email: gibrato@bellsouth.net NA Application form √ $500 Application fee √ Designated Beach Area Permit NA Upland Property Owners Approval NA QBV Beach Vehicle Permit Vehicle insurance Vehicle registration √ $500 QBV Beach Vehicle Permit fee √ Hold Harmless Agreement √ Statement of Acceptance of Ordinance 13-07 √ Copy of Liability Insurance for $1,000,000 naming BCC as insured √ Copy of O.C. Local Business Tax Receipt √ Copy of Workman’s Comp. Insurance policy BCC Approval: _______________________ NOTE: The Best Western Hotel is providing their own beach chair/umbrella rentals on the public beach behind its establishment. No vehicle access to the beach is required. Packet Pg. 456 14QBVC0038 John Brato - Best Western of Ft. Walton Beach Location Name Designated Beach Area Permit Upland Property Owner Approval Best Western of FWB √ Upland owner providing service Packet Pg. 457  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: March 18, 2014 TO: Honorable Chairman and Members of the Board FROM: John Hofstad SUBJECT: Southern Beach Management Qualified Beach Vendor Certificate & QBV Beach Vehicle Permit for 2014 DEPARTMENT: Public Works BCC DISTRICT: 2 STATEMENT OF ISSUE: Approve a request from Gus Andrews owner of Southern Beach Service, LLC to obtain a Qualified Beach Vendor Certificate (QBVC) to provide beach chair and umbrella rentals on designated public beaches and a Qualified Beach Vendor Beach Vehicle Permit to access public beach areas on Okaloosa Island. This is a renewal application. BACKGROUND and ANALYSIS: Gus Andrews owner of Southern Beach Service, LLC has met the requirements specified in Ordinance No. 13-07, County Recreation Areas: Section 5. Permitted Vehicle on the Beach, Park, and Recreation Areas; Section 8: Commercial Activity on Public Lands: Section 10. Permit for a Designated Beach Property to obtain a Qualified Beach Vendor Certificate (QBVC) and Qualified Beach Vendor Beach Vehicle Permit (QBVBVP). Granting this request will permit said business to conduct commercial beach chair and umbrella rentals on designated public beaches and access the beaches of Okaloosa Island in a specified vehicle on scheduled dates/times. OPTIONS: Approve/Disapprove. RECOMMENDATION: Request Board approval of the Qualified Beach Vendor Certificate 0010 and Qualified Beach Vendor Beach Vehicle Permit 0010 for the calendar year of 2014 (14QBVC0010 & 14QBVBVP0010) to Gus Andrews owner of Southern Beach Service, LLC . RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 458 Revised: March 12, 2013 Qualified Beach Vendor Certificate Processing Check List New Applications √ Renewal Date Received: February 25, 2014 Company Name: Southern Beach Management Contact Person: Gus Andrews/Joshua Davison Phone #: (850) 685-8325/ (850) 797-0521 Email: gusandrews@earthlink.com/jdavison81@hotmail.com NA Application form √ $500 Application fee √ Designated Beach Area Permit √ Upland Property Owners Approval √ QBV Beach Vehicle Permit √ Vehicle insurance √ Vehicle registration √ $500 QBV Beach Vehicle Permit fee √ Hold Harmless Agreement √ Statement of Acceptance of Ordinance 13-07 √ Copy of Liability Insurance for $1,000,000 naming BCC as insured √ Copy of O.C. Local Business Tax Receipt √ Copy of Workman’s Comp. Insurance policy BCC Approval: _______________________ Packet Pg. 459 14QBVC0010 Gus Andrews/Joshua Davison - Southern Beach Management Upland Property Owner Location Name Designated Beach Area Permit Approval Waterscape √ √ Packet Pg. 460  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: March 18, 2014 TO: Honorable Chairman and Members of the Board FROM: John Hofstad SUBJECT: Barefoot Weddings Qualified Beach Vendor Certificate for 2014 DEPARTMENT: Public Works BCC DISTRICT: 2 STATEMENT OF ISSUE: Request from Maggie Halsey, owner of Barefoot Weddings, Inc., to obtain a Qualified Beach Vendor Certificate to conduct weddings on public beaches in Okaloosa County. This is a renewal application. BACKGROUND and ANALYSIS: Maggie Halsey, owner of Barefoot Weddings Inc., has met the requirements specified in Ordinance No. 13-07, County Recreation Areas, Section 8: Commercial Activity on Public Lands, to obtain a Qualified Beach Vendor Certificate (QBVC). Granting this request will permit said business to conduct commercial beach weddings on public beaches in Okaloosa County in accordance with any exceptions, restrictions, or provision the Board may impose. OPTIONS: Approve/Disapprove. RECOMMENDATION: Request Board approval of the Qualified Beach Vendor Certificate 0001 for the calendar year of 2014 (14QBVC0001) to Maggie Halsey, owner of Barefoot Weddings, Inc. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 461 Revised: March 5, 2013 Qualified Beach Vendor Certificate Processing Check List New Applications √ Renewal Date Received: February 26, 2014 Company Name: Barefoot Weddings, Inc. Contact Person: Maggie Halsey Phone #: (850) 244-9277/ (850) 582-9277 Email: barefootweddings@gmail.com NA Application form √ $500 Application fee √ Hold Harmless Agreement √ Statement of Acceptance of Ordinance 13-07 √ Copy of Liability Insurance for $1,000,000 naming BCC as insured √ Copy of O.C. Local Business Tax Receipt √ Copy of Workman’s Comp. Insurance policy BCC Approval: _______________________ Packet Pg. 462  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: March 18, 2014 TO: Honorable Chairman and Members of the Board FROM: John Hofstad SUBJECT: Sunset Beach Service Qualified Beach Vendor Certificate & QBV Beach Vehicle Permit for 2014 DEPARTMENT: Public Works BCC DISTRICT: 2 STATEMENT OF ISSUE: JR Struzinski, owner of Sunset Beach Service, has submitted a renewal application to obtain a Qualified Beach Vendor Certificate to provide beach chair and umbrella rentals on designated public beaches and a Qualified Beach Vendor Beach Vehicle Permit to access public beach areas on Okaloosa Island. This is a renewal application. BACKGROUND and ANALYSIS: JR Struzinski, owner of Sunset Beach Service, has met the requirements specified in Ordinance No. 13-07, County Recreation Areas: Section 5. Permitted Vehicle on the Beach, Park, and Recreation Areas; Section 8: Commercial Activity on Public Lands: Section 10. Permit for a Designated Beach Property to obtain a Qualified Beach Vendor Certificate (QBVC) and Qualified Beach Vendor Beach Vehicle Permit (QBVBVP). Granting this request will permit said business to conduct commercial beach chair and umbrella rentals on designated public beaches and access the beaches of Okaloosa Island in a specified vehicle on scheduled dates/times. OPTIONS: Approve/Disapprove. RECOMMENDATION: Request Board approval of the Qualified Beach Vendor Certificate and Qualified Beach Vendor Beach Vehicle Permit 0004 for the calendar year of 2014 (14QBVC0004 & 14QBVBVP0004) to JR Struzinski, owner of Sunset Beach Service. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 463 Revised February 11, 2013 Qualified Beach Vendor Certificate Processing Check List ___ New Applications __√_ Renewal Date Received: March 4, 2014 Company Name: Sunset Beach Service Contact Person: JR Struzinski Phone #: (850) 585-5912/ (850) 244-0452 Email: JR@sunsetbeachservice.com & Daniel@sunsetbeachservice.com NA Application form √ $500 Application fee √ Designated Beach Area Permit √ Upland Property Owners Approval √ QBV Beach Vehicle Permit √ Vehicle insurance √ Vehicle registration √ $500 QBV Beach Vehicle Permit fee √ Hold Harmless Agreement √ Statement of Acceptance of Ordinance 13-07 √ Copy of Liability Insurance for $1,000,000 naming BCC as insured √ Copy of O.C. Local Business Tax Receipt √ Copy of Workman’s Comp. Insurance policy BCC Approval: _______________________ Packet Pg. 464 14QBVC0004 JR Struzinski - Sunset Beach Service Designated Beach Area Upland Property Owner Location Name Permit Approval Aqua Village √ √ Breakers √ √ Dune Point √ √ El Matador √ √ Emerald Isle √ √ Emerald Towers West √ √ Gulf Side √ √ Island Echoes √ √ Islander √ √ Nautilus √ √ Sea Dunes √ √ South Beach √ √ Summerlin √ √ Surf Dweller √ √ The Palms √ √ Waters Edge √ √ Packet Pg. 465  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: March 18, 2014 TO: Honorable Chairman and Members of the Board FROM: John Hofstad SUBJECT: Island Sands Beach Weddings Qualified Beach Vendor Certificate for 2014 DEPARTMENT: Public Works BCC DISTRICT: 2 STATEMENT OF ISSUE: Approval of a request from Nicki Cox, owner of Island Sands Beach Weddings, to obtain a Qualified Beach Vendor Certificate to conduct weddings on public beaches in Okaloosa County. This is a renewal application. BACKGROUND and ANALYSIS: Nicki Cox, owner of Island Sands Beach Weddings, has met the requirements specified in Ordinance No. 13-07, County Recreation Areas, Section 8: Commercial Activity on Public Lands, to obtain a Qualified Beach Vendor Certificate (QBVC). Granting this request will permit said business to conduct commercial beach weddings on public beaches in Okaloosa County in accordance with any exceptions, restrictions, or provision the Board may impose. OPTIONS: Approve/Disapprove. RECOMMENDATION: Request Board approval of the Qualified Beach Vendor Certificate 0025 for the calendar year of 2014 (14QBVC0025) to Nicki Cox, owner of Island Sands Beach Weddings. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 466 Revised: March 5, 2013 Qualified Beach Vendor Certificate Processing Check List New Applications √ Renewal Date Received: Company Name: Island Sands Beach Weddings Contact Person: Nicki Cox Phone #: (850) 974-0921/(850) 259-4896 Email: info@islandsandsbeachweddings.com NA Application form √ $500 Application fee √ Hold Harmless Agreement √ Statement of Acceptance of Ordinance 13-07 √ Copy of Liability Insurance for $1,000,000 naming BCC as insured √ Copy of O.C. Local Business Tax Receipt NA Copy of Workman’s Comp. Insurance policy BCC Approval: _______________________ Packet Pg. 467  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: March 18, 2014 TO: Honorable Chairman and Members of the Board FROM: John Hofstad SUBJECT: Vacate a portion of 2nd Ave in Port Dixie DEPARTMENT: Public Works BCC DISTRICT: 2 STATEMENT OF ISSUE: Steve Bennett, Bennett Farm and Land Investment, LTD Is petitioning the Board of County Commissioners to vacate a portion of 2nd Avenue right-of-way and a portion of the East-West alleyway through Block 2 of the Port Dixie Subdivision in the Shalimar area. BACKGROUND: Bennett Farm and Land Investment, LTD is petitioning the Board of County Commissioners to vacate a portion of 2nd Avenue and the alleyway adjacent to their property. The vacation request is for the right-of-way adjacent to Lots 19 through 23, Block 2, as platted Townsite of Port Dixie. The requested area for vacation along 2nd Avenue is 20' x 150'. The request area along the unopened alleyway is also 20' x 150', which is the entire width of the alley. Bennett Farm and Land Investment will receive the entire width of the requested vacated alleyway because they own the property adjacent to the alley requested to be vacated. All normal stipulations of vacated rights-of-way will remain in place. See attached photos for reference. OPTIONS: Approve/Disapprove a request for a Public Hearing to vacate said right-of-way. RECOMMENDATIONS: Approve the request for a Public Hearing to be scheduled on April 15, 2014 for the right-of-way vacation request from Steve Bennett agent for Bennett Farm and Land Investment, LTD. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 468 Packet Pg. 469  Previously vacated R/W lying adjacent to Lots 15 thru 18, Blk. 2 Areas outlined in red are requested to be vacated Watree Construction Development Lots 15-18, Blk. 2 and vacated R/W Packet Pg. 470 Packet Pg. 471 Packet Pg. 472 Packet Pg. 473 Packet Pg. 474 Packet Pg. 475 Packet Pg. 476 Packet Pg. 477 Packet Pg. 478 Packet Pg. 479 Packet Pg. 480  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: March 18, 2014 TO: Honorable Chairman and Members of the Board FROM: John Hofstad SUBJECT: Vacate a portion of Nutmeg Ave in Niceville DEPARTMENT: Public Works BCC DISTRICT: 5 STATEMENT OF ISSUE: Stephen Kennedy, as agent on behalf of himself, Matthew Smith- Kennedy and Mark Williams and wife Kim, is petitioning the Board of County Commissioners to vacate a portion of Nutmeg Avenue right-of-way between Blocks 24 and 25 as platted Valparaiso Realty Company's Pine Crest Addition to Valparaiso, Fl. Sheet No. 9, Subdivision No.'s 5 & 6. BACKGROUND: Mr. Stephen Kennedy is petitioning the Board of County Commissioners to vacate a portion of Nutmeg Avenue adjacent to property owned by him and the parties he represents. The vacation request is for the right-of-way adjacent to Lots 24, 25 and 26, Block 25 on the east side of the right-of-way and adjacent to Lots 1, 2 and 3, Block 24 on the west side of the right-of- way as platted Valparaiso Realty Company's Pine Crest Addition to Valparaiso, Fl. Sheet No. 9, Subdivision No.'s 5 & 6. The requested area for vacation lies south of 18th Street and north of Hickory Street measuring approximately 50' x 144.46'. All normal stipulations of vacated rights-of-way will remain in place. See attached photos for reference. OPTIONS: Approve/Disapprove a request for a Public Hearing to vacate right-of-way. RECOMMENDATIONS: Approve the request for a Public Hearing to be scheduled on April 15, 2014 for the right-of-way vacation request from Stephen Kennedy. RECOMMENDED BY: APPROVED BY: Packet Pg. 481 Ernie Padgett, County Administrator Packet Pg. 482 Packet Pg. 483 Packet Pg. 484 Packet Pg. 485  Stephen Kennedy’s Lot Matthew Smith- Kennedy’s Lot The portion of Nutmeg Ave requested for vacation Mark and Kim Williams Lot Packet Pg. 486 Packet Pg. 487 Packet Pg. 488 Packet Pg. 489 Packet Pg. 490 Packet Pg. 491 Packet Pg. 492 Packet Pg. 493 Packet Pg. 494  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: March 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Elliot Kampert SUBJECT: Brownstones Phase I Plat approval DEPARTMENT: Growth Management BCC DISTRICT: 5 - Commissioner Windes ISSUE: To review the final plat for Brownstones Phase I at Kelly Plantation, a proposed 4 lot single family attached (townhome) residential subdivision as submitted by Matt Zinke with Gustin, Cothern, & Tucker on behalf of the property owner, KPH3, LLC. The property is currently zoned Mixed Use 2 (MU 2) with the Future Land Use Map (FLUM) designation of Mixed use 2 (MU2). The property is located within the boundary of Kelly Plantation Planned Unit Development (PUD) Master Site Plan with a designation of Future Parcel #4, amended on May 21, 2013. The general location of the property is north of Kelly Plantation Drive, west of One Water Place Condominium, Destin. Property contains 5.69 acres more or less. BACKGROUND: Development Order (DO) for Brownstones at Kelly Plantation was issued on July 23, 2013 for a 23 lot single family attached (townhome) residential subdivision. PUBLIC COMMENT/OPPOSITION: None as of the date of this writing (3/10/14). STAFF FINDINGS: The proposed final plat is consistent with the Okaloosa County Comprehensive Plan, Land Development Code and with the Kelly Plantation PUD Master Site Plan amended on May 21, 2013. RECOMMENDATION: Staff has no objection to the approval of the final plat as submitted. All approvals are on file. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 495  ATTACHMENT - A 00-2S-22-0000-0001-0670 NICEVILLE VALPARAISO EGLIN BLUEWATER BAY SHALIMAR FORT WALTON SUBJECT PROPERTY BEACH DESTIN Legend : Roads Location Map Packet Pg. 496  ATTACHMENT - B 00-2S-22-0000-0001-0670 SUBJECT PROPERTY Legend Parcel Lines Aerial Photo : Packet Pg. 497 Packet Pg. 498 Packet Pg. 499  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: March 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Elliot Kampert SUBJECT: Transit Assistance Request Letters to Municipalities DEPARTMENT: Growth Management BCC DISTRICT: All STATEMENT OF ISSUE: The Board of County Commissioners must decide whether to authorize the chairman to sign and send the attached letters to the municipalities requesting assistance with transit funding. BACKGROUND: As the Board of County Commissioners begins the development of the FY 2015 budget, it needs to know whether and to what extent the municipalities are willing and able to assist with the funding of the public transit system. The attached letters advise the cities' mayors that without financial assistance the County will not be able to continue to fund the transit system as it now exists, and also advises them that city and county staff have been working on a memorandum of agreement and funding methodology that will soon be presented to the local League of Cities. OPTIONS: Approve or not approve the letters. RECOMMENDATIONS: Staff recommends that the Board of County Commissioners authorize the Chairman to sign the attached letters, and that the letters be sent to the municipalities. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 500  Board of County Commissioners State of Florida The Honorable Sarah Seevers, Mayor March 18, 2014 City of Destin 4200 Indian Ba you Trai l Destin, FL 32541 Re: Public Transit Service Dear Mayor Seevers : For the last two years, the Board of County Commissioners asked our municipal leaders to consider including in their budgets funding to help the County pay for public transit service. As we begin considering the Fiscal Year 2015 Budget, transit funding will once again become a matter of concern . As you may be aware, the County has to date provided in excess of $2 million to fund the transit system since 2007 . These County funds are used to match the State and Federal grants that provide the balance of our transit funding. To more proactively address this issue, County staff has had several meetings with staff members from the cities served by the fixed routes in an effort to develop a transit cooperative through which the municipalities can have a voice in the decisions that affect the transit system, and through which it is hoped the cities will be able to assist the County in providing the citizens with public transportation. Without such assistance, it is highly unlikely that the existing transit system will remain, with the potential for many routes to be reduced or eliminated. As of this writing, a draft memorandum of agreement has been developed, and several funding methodologies have been discussed. It is anticipated that this issue will be brought before the local League of Cities in the near future . Thank you very much for your time and consideration of this extremely important issue . If you have any questions or comments, please do not hesitate to contact our Growth Management Director, Elliot Kampert, at 850- 651-7624. Sincerely, Charles K. Windes, Jr. Chairman, Board of County Commissioners cc: Maryann Ustick, City Manager • BCC-North 302 N. Wilson St. , Suite 302 • Crestview, FL 32536 • (850) 689-5030 Fax (850) 689-5025 • BCC-South 1804 Lewis Turner Blvd., Suite 100 · Fort Walton Beach, FL 32547 ' (850) 651 -7105 Fax (850) 651-7142 Packet Pg. 501  Board of County Commissioners State of Florida The Honorable David Cad le, Mayor March 18, 2014 City of Crestview 198 North Wilson Street P.O. Box 1209 Crestview, FL 32536 Re : Public Transit Service Dear Mayor Cadle: For the last two years, the Board of County Commissioners asked our municipal leaders to consider including in their budgets funding to help the County pay for public transit service. As we begin considering the Fiscal Year 2015 Budget, transit funding will once again become a matter of concern . As you may be aware, the County has to date provided in excess of $2 million to fund the transit system since 2007. These County funds are used to match the State and Federal grants that provide the balance of our transit funding. To more proactively address this issue, County staff has had several meetings with staff members from the cities served by the fixed routes in an effort to develop a transit cooperative through which the municipalities can have a voice in the decisions that affect the transit system, and through which it is hoped the cities will be able to assist the County in providing the citizens with public transportation. Without such assistance, it is highly unlikely that the existing transit system will remain, with the potential for many routes to be reduced or eliminated. As of this writing, a draft memorandum of agreement has been developed, and several funding methodologies have been discussed. It is anticipated that this issue will be brought before the local League of Cities in the near future . Thank you very much for your time and consideration of this extremely important issue. If you have any questions or comments, please do not hesitate to contact our Growth Management Director, Elliot Kampert, at 850- 651-7624. Sincerely, Charles K. Windes, Jr. Chairman, Board of County Commissioners cc: Elizabeth Roy, City Clerk • BCC-North 302 N. Wilson St. , Suite 302 • Crestview, FL 32536 • (850) 689-5030 Fax (850) 689-5025 • BCC-South 1804 Lewis Turner Blvd. , Suite 100 · Fort Walton Beach, FL 32547 · (850) 651-7105 Fax (850) 651-71 42 Packet Pg. 502  Board of County Commissioners State of Florida The Honorable William Creekmore, Mayor March 18,2014 City of Mary Esther 195 Chri stobal Road N Mary Esther, FL 32569 Re: Public Transit Service Dear Mayor Creekmore: For the last two years, the Board of County Commissioners asked our mun icipal leaders to consider including in their budgets funding to help the County pay for public transit service. As we begin considering the Fiscal Year 2015 Budget, transit funding will once again become a matter of concern. As you may be aware, the County has to date provided in excess of $2 million to fund the transit system since 2007. These County funds are used to match the State and Federal grants that provide the balance of our transit funding . To more proactively address this issue, County staff has had several meetings with staff members from the cities served by the fixed routes in an effort to develop a transit cooperative through which the municipalities can have a voice in the decisions that affect the transit system, and through which it is hoped the cities will be able to assist the County in providing the citizens with public transportation. Without such assistance, it is highly unlikely that the existing transit system will remain, with the potential for many routes to be reduced or eliminated. As of this writing, a draft memorandum of agreement has been developed, and several funding methodologies have been discussed. It is anticipated that this issue will be brought before the local League of Cities in the near future . Thank you very much for your time and consideration of this extremely important issue. If you have any questions or comments, please do not hesitate to contact our Growth Management Director, Elliot Kampert, at 850- 651-7624. Sincerely, Charles K. Windes, Jr. Chairman, Board of County Commissioners cc: Lynne Oler, City Manager • BCC-North 302 N. Wilson St., Suite 302 · Crestview, FL 32536 • (850) 689-5030 Fax (850) 689-5025 • BCC-South 1804 Lewis Turner Blvd. , Suite 100 • Fort Walton Beach , FL 32547 · (850) 651-7105 Fax (850) 651 -7142 Packet Pg. 503  Board of County Commissioners State of Florida The Honorable Mike Anderson, Mayor Ma rch 18, 2014 City of Ft Walton Beach 107 Miracle Strip Parkway SW Fort Walton Beach, FL 32548 Re: Public Transit Service Dear Mayor Anderson: For the last two years, the Board of County Commissioners asked our municipal leaders to consider including in their budgets funding to help the County pay for public transit service. As we begin considering the Fiscal Year 2015 Budget, transit funding will once again become a matter of concern . As you may be aware, the County has to date provided in excess of $2 million to fund the transit system since 2007. These County funds are used to match the State and Federal grants that provide the balance of our transit funding. To more proactively address this issue, County staff has had several meetings with staff members from the cities served by the fixed routes in an effort to develop a transit cooperative through which the municipalities can have a voice in the decisions that affect the transit system, and through which it is hoped the cities will be able to assist the County in providing the citizens with public transportation . Without such assistance, it is highly unlikely that the existing transit system will remain, with the potential for many routes to be reduced or eliminated. As of this writing, a draft memorandum of agreement has been developed, and several funding methodologies have been discussed. It is anticipated that this issue will be brought before the local League of Cities in the near future. Thank you very much for your time and consideration of this extremely important issue. If you have any questions or comments, please do not hesitate to contact our Growth Management Director, Elliot Kampert, at 850- 651-7624. Sincerely, Charles K. Windes, Jr. Chairman, Board of County Commissioners cc: Michael Beedie, City Manager • BCC-North 302 N. Wilson St., Suite 302' Crestview, FL 32536 • (850) 689-5030 Fax (850) 689-5025 • BCC-South 1804 Lewis Turner Blvd, Suite 100 · Fort Walton Beach , FL 32547· (850) 651-7105 Fax (850) 651-7142 Packet Pg. 504  Board of County Com m issioners State of Florida The Honorable John B. Arnold, Mayor March 18, 2014 City of Valparaiso 465 Valparaiso Parkway Valpa raiso, FL 32580 Re : Public Transit Service Dear Mayor Arnold: For the last two years, the Board of County Commissioners asked our municipal leaders to consider including in their budgets funding to help the County pay for public transit service . As we begin considering the Fiscal Year 2015 Budget, transit funding will once again become a matter of concern. As you may be aware, the County has to date provided in excess of $2 million to fund the transit system since 2007 . These County funds are used to match the State and Federal grants that provide the balance of our transit funding. To more proactively address this issue, County staff has had seve ral meetings with staff members from the cities served by the fixed routes in an effort to develop a transit cooperative through which the municipalities can have a voice in the decisions that affect the transit system, and through which it is hoped the cities will be able to assist the County in providing the citizens with public transportation. Without such assistance, it is highly unlikely that the existing transit system will remain, with the potential for many routes to be reduced or eliminated. As of this w riting, adraft memo randum of agreement has been developed, and several funding methodologies have been discussed. It is anticipated that this issue will be brought before the local League of Cities in the near future . Thank you very much for your time and consideration of this extremely important issue. If you have any questions or comments, please do not hesitate to contact our Growth Management Director, Elliot Kampert, at 850- 651-7624. Sincerely, Charles K. Windes, Jr. Chairman, Board of County Commissioners cc: Carl Scott, City Administrator • BCC-North 302 N. Wilson St. , Suite 302 • Crestview, FL 32536 • (850) 689-5030 Fax (850) 689-50 25 • BCC-South 1804 Lewis Turner Blvd ., Suite 100 ' Fort Walton Beach, FL 32547 ' (850) 651-7105 Fax (850) 651-7142 Packet Pg. 505  Board of County Commissioners State of Florida The Honorable Robbie Adams, Mayor March 18, 2014 City of Va lparaiso P.O . Box 158 Laurel Hi ll, FL 32567 Re: Public Transit Service Dear Mayor Adams: For the last two years, the Board of County Commissioners asked our municipal leaders to consider including in their budgets funding to help the County pay for public transit service . As we begin conSidering the Fiscal Year 2015 Budget, transit funding will once again become a matter of concern. As you may be aware, the County has to date provided in excess of $2 million to fund the transit system since 2007. These County funds are used to match the State and Federal grants that provide the balance of our transit funding. To more proactively address this issue, County staff has had several meetings with staff members from the cities served by the fixed routes in an effort to develop a transit cooperative through which the municipalities can have a voice in the decisions that affect the transit system, and through which it is hoped the cities will be able to assist the County in providing the citizens with public transportation. Without such assistance, it is highly unlikely that the existing transit system will remain, with the potential for many routes to be reduced or eliminated. As of this writing, a draft memorandum of agreement has been developed, and several funding methodologies have been discussed. It is anticipated that this issue will be brought before the local League of Cities in the near future . Thank you very much for your time and consideration of this extremely important issue. If you have any questions or comments, please do not hesitate to contact our Growth Management Director, Elliot Kampert, at 850- 651-7624. Sincerely, Charles K. Windes, Jr. Chairman, Board of County Commissioners cc: Nita Miller, City Clerk • BCC-North 302 N. Wilson St., Suite 302 • Crestview, FL 32536 • (850) 689-5030 Fax (850) 689-5025 • BCC-South 1804 Lewis Turner Blvd. , Suite 100 · Fort Walton Beach , FL 32547· (850) 651-7105 Fax (850) 651-7142 Packet Pg. 506  Board of County Commissioners State of Florida The Honorable Gary Combs, Mayor March 18, 2014 Town of Shalimar 2 Cherokee Road Sha li mar, FL 32579 Re: Public Transit Service Dear Mayor Combs: For the last two years, the Board of County Commissioners asked our municipal leaders to consider including in their budgets funding to he lp the County pay for public transit service. As we begin considering the Fiscal Year 2015 Budget, transit funding will once again become a matter of concern. As you may be aware, the County has to date provided in excess of $2 million to fund the transit system since 2007 . These County funds are used to match the State and Federal grants that provide the balance of our transit funding. To more proactively address this issue, County staff has had severa l meetings with staff members from the cities served by the fixed routes in an effort to develop a transit cooperative through which the municipalities can have a voice in the decisions that affect the transit system, and through which it is hoped the cities will be able to assist the County in providing the citizens with public transportation. Without such assistance, it is highly unlikely that the existing transit system will remain, with the potential for many routes to be reduced or eliminated . As of this writing, a draft memorandum of agreement has been developed, and several funding methodologies have been discussed . It is anticipated that this issue will be brought before the local League of Cities in the near future. Thank you very much for your time and consideration of this extremely important issue. If you have any questions or comments, please do not hesitate to contact our Growth Management Director, Elliot Kampert, at 850- 651-7624. Sincerely, Charles K. Windes, Jr. Chairman, Board of County Commissioners cc: Tom Burns, Town Manager • BCC-North 302 N. Wilson St., Suite 302 • Crestview, FL 32536 • (850) 689-5030 Fax (850) 689-5025 • BCC-South 1804 Lewis Turner Blvd. , Suite 100 • Fort Walton Beach , FL 32547 ' (850) 651-7105 Fax (850) 651-7142 Packet Pg. 507  Board of County Commissioners State of Florida The Honorable Theresa Farley, Mayor Pro-Tem March 18, 2014 Town of Cinco Bayou 10 Yacht Club Drive Cinco Bayou, FL 32548 Re: Public Transit Service Dear Mayor Farley: For the last two years, the Board of County Commissioners asked our municipal leaders to consider including in their budgets funding to help the County pay for public transit service. As we begin considering the Fiscal Year 2015 Budget, transit funding will once again become a matter of concern. As you may be aware, the County has to date provided in excess of $2 million to fund the transit system since 2007 . These County funds are used to match the State and Federal grants that provide the balance of our transit funding . To more proactively address this issue, County staff has had several meetings with staff members from the cities served by the fixed routes in an effort to develop a transit cooperative through which the municipalities can have a voice in the decisions that affect the transit system, and through which it is hoped the cities will be able to assist the County in providing the citizens with public transportation. Without such assistance, it is highly unlikely that the existing transit system will remain, with the potential for many routes to be reduced or eliminated. As of this writing, a draft memorandum of agreement has been developed, and several funding methodologies have been discussed. It is anticipated that this issue will be brought before the local League of Cities in the near future. Thank you very much for your time and consideration of this extremely important issue. If you have any questions or comments, please do not hesitate to contact ou r Growth Management Director, Elliot Kampert, at 850- 651-7624. Sincerely, Charles K. Windes, Jr. Chairman, Board of County Commissioners cc: Nell Dykes, Town Manager • BCC-North 302 N. Wilson St. , Suite 302 • Crestview, FL 32536 • (850) 689-5030 Fax (850) 689-5025 • BCC-South 1804 Lewis Turner Blvd. , Suite 100· Fort Walton Beach , FL 32547 · (850) 651-7105 Fax (850) 651-7142 Packet Pg. 508  Board of County Commissioners State of Florida The Honorable Randall Wise, Mayor March 18, 2014 City of Niceville 207 North Pa rtin Drive Nicevil le, FL 32578 Re: Public Transit Service Dear Mayor Wise: For the last two years, the Board of County Commissioners asked ou r municipal leaders to consider including in their budgets funding to help the County pay for public transit service. As we begin considering the Fiscal Year 2015 Budget, transit funding will once again become a matter of concern. As you may be aware, the County has to date provided in excess of $2 million to fund the transit system since 2007. These County funds are used to match the State and Federal grants that provide the balance of our transit funding. To more proactively address this issue, County staff has had several meetings with staff members from the cities served by the fixed routes in an effort to develop a transit cooperative through which the municipalities can have a voice in the decisions that affect the transit system, and through which it is hoped the cities will be able to assist the County in providing the citizens with public transportation. Without such assistance, it is highly unlikely that the existing transit system will remain, with the potential for many routes to be reduced or eliminated. As of this writing, a draft memorandum of agreement has been developed, and several funding methodologies have been discussed. It is anticipated that this issue will be brought before the local League of Cities in the near future . Thank you very much for your time and consideration of this extremely important issue. If you have any questions or comments, please do not hesitate to contact our Growth Management Director, Elliot Kampert, at 850- 651-7624. Sincerely, Charles K. Windes, Jr. Chairman, Board of County Commissioners cc: Lannie Corbin, City Manager • BCC-North 302 N. Wilson St. , Suite 302 • Crestview, FL 32536 • (850) 689-5030 Fax (850) 689-5025 • BCC-South 1804 Lewis Turner Blvd. , Suite 100 · Fort Walton Beach, FL 32547 · (850) 651-7105 Fax (850) 651-7142 Packet Pg. 509  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: March 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Ed Schroeder SUBJECT: Request approval of Revised Strategic Marketing Plan DEPARTMENT: Tourist Development Department BCC DISTRICT: STATEMENT OF ISSUE: Pursuant to Section D.200(2) of the Tourist Development Department Operations and Procedures Manual, all advertising/marketing expenditures made during the fiscal year shall be in conformity with the approved Strategic Marketing Plan and any amendments to the Strategic Marketing Plan shall be presented to the Board for final approval in the form of a Resolution. BACKGROUND: The Board approved a $2.6M Strategic Marketing Plan (SMP) on November 5, 2013. However, the adopted departmental budget in accounts that are classified as “promotional activities” according to the uniform chart of accounts totals $3.5M (excluding accounts for BP funds). This $900K difference is attributable to $534K in marketing activities performed in-house by TDD staff and $375K in special event and sponsorship funding provided for in Section F of the Manual, and such expenditures should be included in the Strategic Marketing Plan. The department’s three-pronged marketing/advertising approach is summarized below. Advertising Agency Strategic Marketing Plan The Board approved SMP outlined marketing activities coordinated by the ad agency and included a line item for Co-Op Opportunities in the amount of $285,000. Due to low partner participation, the majority of co-op funds are proposed for reallocation to leisure media and television production to make a larger promotional impact for the taxing district. Meeting/Conventions and Groups have also been reevaluated. The revised SMP identifies the originally adopted budget as well as the proposed revised budget for each opportunity. Changes are noted in bold for ease of comparison. The overall budget remains unchanged at $2.6M. Ad agency SMP expenses are paid via task order. A few aspects of the ad agency SMP warrant further explanation: • Television Production - Due to the reallocation of funding, television production can be incorporated into the SMP. Two :30 spots and two :15 spots will be shot, edited, and developed to launch in late Spring. • Last Minute Deals - Unanticipated marketing/promotional opportunities will likely present themselves during the year. To the greatest extent possible, such opportunities will be presented to the TDC for recommendation to the BCC for approval in advance. However, these funds are available for appropriation by the Tourist Development Director with notification to the TDC Chairman and concurrence of the County Packet Pg. 510  Administrator if a time-sensitive opportunity would be lost due to the timing of regular TDC and BCC meetings required to obtain advance approval. Total cost of the opportunity must be less than $35,000 and County Administrator approval is required regardless of dollar amount. The TDC and BCC will be apprised of the use of these dollars at their next regularly scheduled meetings. In-House Strategic Marketing Plan A Convention Center Local Strategic Plan was developed in August 2013, but an overall in- house strategic marketing plan outlining activities and expenses has not been formally reviewed by the TDC nor adopted by the BCC. There are several marketing efforts undertaken by Tourist Development Department staff. The Destination team attends trade shows throughout the year to promote the Emerald Coast area as a tourism destination. The Sales team attends trade shows and makes sales trips to promote the Emerald Coast Convention Center (ECCC) to meeting planners. The Events team ensures each client’s expectations at the ECCC are met or exceeded. A Film Commissioner is contracted to market the Emerald Coast to production and entertainment companies. There is $589K budgeted for in-house marketing and promotional activities, of which $534K is directly attributable to promotional accounts. A few aspects of the in-house SMP warrant further explanation: • Film Commission - The TDD has a contract in the amount of $38K with Gail Morgan for film commission services. In addition, travel (transportation, accommodations, meals, registration fees) is also reimbursed under the contract. Other expenses necessary to support Film Commission operations are paid directly by the TDD. The Film Commission was budgeted in a contractual services account, but is more appropriately classified as a promotional activity. • Entertainment Expenses/Meals for Meetings - Section C.500 of the TDD Operations & Procedures Manual provides for entertainment expenses when meeting with travel writers, tour brokers, or other persons connected with the tourist industry. Networking with local and out of area tourism industry professionals is an essential component of promoting the taxing district, and such activity may on occasion require the purchase of meals and non-alcoholic beverages. • Last Minute Deals - Unanticipated marketing/promotional opportunities will likely present themselves during the year. To the greatest extent possible, such opportunities will be presented to the TDC for recommendation to the BCC for approval in advance. However, these funds are available for appropriation by the Tourist Development Director with notification to the TDC Chairman and concurrence of the County Administrator if a time-sensitive opportunity would be lost due to the timing of regular TDC and BCC meetings required to obtain advance approval. Total cost of the opportunity must be less than $35,000 and County Administrator approval is required regardless of dollar amount. The TDC and BCC will be apprised of the use of these dollars at their next regularly scheduled meetings. Special Events and Sponsorships Funding Packet Pg. 511 The adopted budget appropriates $375K for special event and sponsorship applications meeting the criteria of Section F of the TDD Manual. The Tourist Development Council unanimously approved the revised Ad Agency Strategic Marketing Plan and adoption of an In-House Strategic Marketing Plan at its February 27, 2014 meeting. OPTIONS: Approve or Disapprove RECOMMENDATION: Approve Resolution 2014-__ adopting the Okaloosa County Tourist Development Department Ad Agency Strategic Marketing Plan and Okaloosa County Tourist Development Department In-House Strategic Marketing Plan for Fiscal Year 2013-2014; copies of which are attached. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 512 October 1, 2013 – September 30, 2014 Advertising Agency Strategic Marketing Plan – Revised February 27, 2014 Packet Pg. 513 Marketing Plan Budget 2 Packet Pg. 514  Ad Agency Marketing Plan Budget Original Budget Revised Budget Research (ongoing visitor profile and economic impact study) $55,200 $55,200 Leisure Media $1,194,800 $1,371,629 Co-Op Opportunities $285,000 $24,952 Meetings and Conventions $100,000 $86,971 Groups $100,000 $70,320 Collateral, Campaign Production and Visitors Guide* $400,000 $507,115 Base Services/Travel Reimbursement $465,000 $465,000 Last Minute Deals** $0 $18,813 Total $2,600,000 $2,600,000 *Due to the reallocation, television production – not previously a part of the plan - will occur in the spring. Two :30 spots and two :15 spots will be shot, edited, and developed to launch in late spring. **Last Minute Deals reflects funding for unanticipated marketing/promotional opportunities that may become available March – September 2014. To the greatest extent possible, such opportunities will be presented to the TDC for recommendation to the BCC for approval in advance. However, these funds are available for appropriation by the Tourist Development Director with concurrence of the TDC Chairman and County Administrator if a time-sensitive opportunity would be lost due to the timing of regular TDC and BCC meetings required to obtain advance approval. Total cost of the opportunity must be less than $35,000 and County Administrator approval is required regardless of dollar amount. The TDC and BCC will be apprised of the use of these dollars at their next regularly scheduled meetings. 3 Packet Pg. 515 Leisure Media Plan 4 Packet Pg. 516  Leisure Media Summary Vendor Opportunity Original Budget Revised Budget Visit Florida Guide 2-page, 4C spread – January release $15,000 $15,000 Play Florida FP, 4C ad – year round distribution $28,650 $28,650 Life’s a Beach FP, 4C ad – spring/fall/winter $9,345 $9,345 Coastal Living FP, 4C ad - Visit Florida: February & April 2014 $47,740 $47,740 FP, 4C ad – reduced from full-year to Beaches, Resorts, and Parks $9,030 $6,020 seasonal presence 2/3 page, 4C ad – November 2013 & August Southern Living $124,000 $124,000 2014 Family Circle, Family Fun, FP, 4C ad – May 2014 $53,674 $53,674 Parents Bon Appetit/Architectural FP, 4C – July 2014 $72,770 $72,770 Digest/Vanity Fair FP, 4C – May 2014 ; Custom advertorial Travel+Leisure/Food & Wine creation ; digital Mar-May 2014 exposure ; $0 $0 custom e-blast 5 Packet Pg. 517  Leisure Media Summary Vendor Opportunity Original Budget Revised Budget 3 metro market; reduced from Christmas Digital Outdoor $40,000 $20,000 2013 & 2014 to only Christmas 2014 FP, 4C – VF: Escape to the South – January Toronto Life $10,949 $10,949 2014 FP, 4C – February 2014 issue Crossings $4,500 $4,500 FL editorial and guaranteed EC content Reduced from FP to 2/3P, Regional Magazines 4C units – top-feeder markets, Christmas, $223,624 $175,549 Spring/Summer, Fall :30 sec schedules Nationally for all key Satellite Radio $30,895 $30,895 campaigns Yahoo BT/Geo-Targeted Banners $117,000 $117,000 Google Keyword Text Ads $78,911 $78,911 6 Packet Pg. 518  Leisure Media Summary Vendor Opportunity Original Budget Revised Budget Targeted Tile Ads, Promoted Facebook $28,583 $28,583 Posts Run of Site Banners, CanadianTraveller.net $8,700 $8,700 Newsletter, Social Media Mind Ad Server Ad Serving Fees $10,855 $10,855 FP ad, online banners, Collinson Media $0 $24,999 winter event listing PBS, Family Travel Show 30 minute show exclusive $0 $30,000 Fall (task orders approved prior to 10/1/13) $93,657 $185,273 Christmas (task orders approved prior to 10/1/13) $0 $163,131 Pass Through (Aviation, Powerboat) $24,000 $24,000 2014 Media Planning & Purchasing $101,120 $101,085 Contingency $61,797 $0 Total $1,194,800 $1,371,629 7 Packet Pg. 519 Co-Op Media Plan 8 Packet Pg. 520  2014 Co-Op Media Budget Market Opportunity Original Revised Budget Budget Canadian Traveler FP, ad in Visit Florida’s Canadian Guide $4,976 $4,976 Canadian Traveler FP, ad in Visit Florida’s Spring Issue $4,976 $4,976 Southwest Airlines FP Ad, August $0 $15,000 All Others Various $275,048 $0 Total $285,000 $24,952 9 Packet Pg. 521 Meetings and Conventions Media Plan 10 Packet Pg. 522  Meetings/Conventions Summary Vendor Opportunity Original Budget Revised Budget SGMP HP4C ad in Annual Show Guide – March $2,000 $2,000 Bonus FP4C ad in November and 100 hours Meetings Focus $6,500 $6,500 for Lead Generation Program Custom package: Print, Online, E-blasts, Plan Your Meetings $5,000 $5,000 Events, 80 hours for Lead Generation Collinson Media Print, Online, E-blasts and Lead Generation $17,450 $17,450 HP4C ad in Sep/Oct “Florida/The South Prevue Central Meeting”, online, E-blasts, online $3,865 $3,865 Q&A interview Group Travel Family FP4C ad in Nov/Dec and custom package: $8,500 $8,500 Print, Online, E-blasts 11 Packet Pg. 523  Meetings/Conventions Summary Vendor Opportunity Original Budget Revised Budget GaMPI Workshop Educational Workshop Sponsorship $2,750 $5,500 CVENT 2 Diamond Listing and Suggested Ad Test $5,802 $5,802 Google Text Ads Targeted to Relevant Search Queries $13,206 $13,206 Media Mind Ad serving fees $0 $500 Conventions South HP ad $0 $2,278 CMCA QP, newsletters (4x) $0 $800 SMERF E-blast, newsletter and banner ad $0 $3,450 GSAE Banner ads $0 $2,025 Small Market Meetings 1/3 page print ads, e-newsletter $0 $895 Convention Center Development of creative needs $0 $9,200 Creative Ads Contingency 2-page, 4C spread – Jan issue $35,000 $0 Total $100,073 $86,971 12 Packet Pg. 524 Groups Media Plan 13 Packet Pg. 525  Groups Summary Vendor Opportunity Original Budget Revised Budget HP4C ad in Southern Destination Atlanta Weddings $3,339 $3,339 Weddings - February HP4C ad in Winter and Fall Birmingham Weddings $2,336 $2,336 Weddings & Destinations 12-month digital package with The Knot $8,520 $8,520 access to direct mail list and e-blast Southern Bride HP4C ad in Winter/Spring edition $1,850 $1,850 HP4C ad in Visit Florida’s Jan/Feb Annual Worldwide Guide and Destination Weddings & May/June in Destination Weddings $11,270 $11,270 Honeymoons & Honeymoons. Includes 12 month online presence, including e-newsletter & weekly leads Revised from inclusion in show Dallas Bridal Show bags: business card & brochure to $500 $500 an E-blast 14 Packet Pg. 526  Groups Summary Vendor Opportunity Original Revised Budget Budget FP4C ad in Directory and QP4C ad in Spring Alabama Motorcoach $800 $800 Newsletter Florida Motorcoach FP4C ad in Directory $1,500 $0 Enhanced Display Listing in 2014 American Bus Association Motorcoach Marketer and 4 months of $2,446 $0 digital banners on buses.org 1/3P4C ad in February edition and Reunions Military Reunions Workbook in August. Print & Online Annual $3,220 $3,220 Listing for 12 months HP4C ad in January Planning Guide and 6 Religious Travel Directory $4,395 $4,395 months of digital banners HP4C ad in September planning Guide – Sports Planning Guide available in print and online. Inclusion in e- $3,400 $0 newsletter to 8,800 sports events planners Sports Events Media Group Customized digital package in development $4,000 $3,525 HP4C ad in Visit Florida March. Includes Convene bonus distribution at ASAE & DMAI $4,500 $0 conferences 12 Month Digital banner on GSAE-TV Home GSAE $4,050 $2,025 Page (1 of only 5 pages) – links back to site 15 Packet Pg. 527  Groups Summary Vendor Opportunity Original Revised Budget Budget 2/3P4C ad in LSAE Annual Directory in Other Associations June 3 month digital banners on ASAE and $5,710 $4,465 sponsorship of TSAE event Destination Showcase 2014 Show Date TBD. Customized package $2,850 $0 Chicago in development Show Date: February 28 – March 2, 2014 NY Times Travel Show $3,600 $0 Customized package in development Show Date: December 4 – 6, 2013 Florida Encounter $2,200 $0 Customized package in development Memphis Show Date: March 7 – 9, 2014 Southern Women’s Nashville Show Date: March 27 – 30, 2014 $3,600 $0 Tradeshow Customized package in development GaMPI Workshop Educational Workshop Sponsorship $2,750 $2,750 CVENT 2 Diamond Listing and Suggested Ad Test $5,802 $0 16 Packet Pg. 528  Groups Summary Vendor Opportunity Original Budget Revised Budget Red Hot Celebration Digital banners, e-newsletters $0 $1,000 Military Reunions Print and digital online listing $0 $5,000 Marketplace Media Mind Ad serving fees $0 $750 Group Travel Leader Print ad $0 $2,500 Creative development of wedding Wedding Trade Show Banner $0 $2,875 trade show banner Group Creative Ads Development of creative needs $0 $9,200 Contingency $17,362 $0 Total $100,000 $70,320 17 Packet Pg. 529 October 1, 2013 – September 30, 2014 Convention Center and Visitors Center In-House Strategic Marketing Plan February 27, 2014 Packet Pg. 530 In-House Strategic Marketing Plan Objective • Increase overall visitation and lodging facility occupancy in the taxing district • Generate business to the Emerald Coast Convention Center (ECCC) Strategy • Advertise and promote the Emerald Coast • Participate and partner in local events to generate business to the ECCC Marketing Tactics • Destination Team • ECCC Sales Team • ECCC Events Team • Film Commission • Local Event Participation • Other Marketing Activities 2 Packet Pg. 531 In-House Strategic Marketing Plan Geographical Reach • Southeastern United States Measuring Success • Sustain and increase number of new leads via local representatives Timing • October 2013-September 2014 3 Packet Pg. 532  Destination Team Marketing Plan TRADE SHOW Location Market Budget TSAE/FSAE/LSAE Luncheons Various Associations $800 Visit FL - Florida Encounters Palm Beach, FL Meeting Planners $2100 American Bus Association Nashville, TN Tour Operators/Owners $1295 Visit FL – New York Times New York, NY Travel Trade/Consumer $3200 Dallas Bridal Show Dallas, TX Weddings $1495 Southeast Travel Show Greenville, SC Travel Agents $450 Georgia Bridal Show Atlanta, GA Weddings $800 Southern Womens Show Memphis, TN Leisure/Consumer $1000 Military Travel Show Fort Benning, GA Military $100 Military Travel Show Albany, GA Military $400 Military Travel Show Robins AFB, GA Military $125 Military Travel Show Fort Rucker, AL Military $100 International Pow Wow Chicago, IL Tour Operators/Owners $2500 Military Travel Show Eglin AFB, FL Military $400 Military Travel Show Hurlburt AFB, FL Military $200 Military Travel Show NAS Whiting Field, FL Military $200 continued… 4 Packet Pg. 533  Destination Team Marketing Plan TRADE SHOW Location Market Budget Visit FL – VIP Event Chicago, IL Meeting Planners $1500 GAMPI Workshop Atlanta, GA Meeting Planners $1500 ASAE Springtime in the Park Washington, DC Govt/Meeting Planners $1500 Destination Showcase Chicago, IL Meeting Planners $1500 Your Military Reunion Connection Nashville, TN Military $895 Alabama Motorcoach Shreveport, LA Tour Operators/Owners $895 Connect – Collinson Media Orlando, FL SMERF $3200 Going on Faith Cabarrus County, NC Religious $895 Rejuvenate – Collinson Media Daytona Beach, FL Religious $3200 Boomers in Groups Little Rock, AR Niche $1195 Florida Motorcoach TBD Tour Operators/Owners $895 Visit Florida Programs Various Various $5500 AAA Show Montgomery, AL Leisure $79 Military Familiarization Tour Emerald Coast Military $4500 Collateral/Promotional Items $10000 Transportation/Lodging/Meals* $25150* $77,569 *not accounted for in a -548xxx promotions account 5 Packet Pg. 534  Sales Team Marketing Plan TRADE SHOW Location Market Budget Small Market Meetings Conference Mesa, AZ Corporate/Meeting Planners $6495 TSAE Education Day & Trade Show Tallahassee, FL Corporate/Meeting Planners $870 MSAE-LSAE Joint Conference Orange Beach, AL Association Planners $1650 Rejuvenate – Collinson Media & Events Daytona Beach, FL Religious Meeting Planners $1450 PCMA Annual Conference Boston, MA Association Planners $3000 GAMPI Meetings & Exploration Conference Atlanta, GA Corporate/Association Planners $2000 SGMP National Education Conference Portland, OR Government Planners $1995 CMCA Conference Colorado Springs, CO Religious Meeting Planners $3250 Collaborative Marketplace – Collinson Media Portland, OR Corporate Meeting Planners $3000 ASAE Springtime in the Park Washington, DC Govt/Corp/Assn Planners $3795 MPI Professional Education Conference Minneapolis, MN Regional, National, Corporate $1100 Plan Your Meetings Dallas, TX Govt/Corp/Assn Planners $1500 MPI SE Education Conference Amelia Island, FL Govt/Corp/Assn Planners $2500 Connect – Collinson Media & Events Orlando, FL Govt/Corp/Assn Planners $2150 Transportation/Lodging/Meals* $7500* $42,255 *not accounted for in a -548xxx promotions account 6 Packet Pg. 535  Sales Team Marketing Plan SALES TRIPS Affiliation Market Budget Birmingham/Montgomery, AL ACAE Corporate/Association Planners $300 Huntsville/Montgomery, AL n/a Government/Corporate Planners $300 New Orleans, LA LSAE Corporate/Association Planners $300 Atlanta, GA MPI/GSAE Corporate Meetings $600 Jackson, MS n/a Corporate/Association Planners $700 Montgomery, AL ACAE Association Planners $300 Tallahassee, FL TSAE Govt/Corp/Assn Planners $300 Transportation/Lodging/Meals* $3500* $6,300 TRADE SHOWS & SALES TRIPS Budget Promotional Items $8200 Collateral $5000 $13,200 *not accounted for in a -548xxx promotions account 7 Packet Pg. 536  Events Team Marketing Plan Market Budget Exhibition Pad Grand Opening/Familiarization Tour Local & Out of Area Clients $77100 Exhibition Pad Branding/Integrated Collateral ECCC Clients $15000 Exhibition Pad Familiarization Tours Existing Clients $5000 Exhibition Pad Familiarization Tours Potential Clients $5000 Todd Oliver Show Leisure $1600 $103,700 LOGO’D ITEMS FOR CLIENTS Budget Gift Items (e.g. hat, cup, lip balm, towel, etc) $5000 Stationary Sets $650 Golf Sets $1800 $7,450 8 Packet Pg. 537  Film Commission Marketing Plan Location Budget Film Commissioner Salary $38000 Rally in Tally (March) Tallahassee, FL $0 Tribeca Film Festival (April) New York, NY $2000 Producers Guild Conference (June) Los Angeles, CA $3000 Indie Slate Sundance Promotional Ad $1000 Website Hosting & SEO (filmemeraldcoast.fl) $4068 Postage/Freight* $532* Transportation/Lodging/Meals* $16400* Location Photo Gallery Platform* $900* Film Florida Membership* $600* $66,500 *not accounted for in a -548xxx promotions account 9 Packet Pg. 538  Local Event Participation LOCAL EVENTS Market Budget Okaloosa Island Mardi Gras Leisure $1000 Sock Hop Snowbirds $2000 Winter Guest Fest Snowbirds $500 Destin Snowbird Welcome Snowbirds $100 Fort Walton Snowbird Welcome Snowbirds $100 Burning Up the Beaches 2013* Niche – Car Enthusiasts $7500 Burning Up the Beaches 2014* Niche – Car Enthusiasts $7500 $18,700 *Prior Director initiative pending resolution 10 Packet Pg. 539  Other Marketing Activities Market Budget Airport Displays Groups/Meetings/Conventions $4100 Destin Chamber of Commerce Directory Groups/Meetings/Conventions $1000 FWB Chamber of Commerce Directory Groups/Meetings/Conventions $1000 emeraldcoastfl.com Leisure $6660 emeraldcoastconventioncenter.com Groups/Meetings/Conventions $1500 myemeraldcoastevent.com ECCC website enhancements Groups/Meetings/Conventions $50000 Communications (e.g. newsletters, press releases) Various $6000 Environmental Council Beach Cleanups $9000 GeoCaching Leisure $10000 EcoTourism Leisure $10000 Promotional Items Leisure $10000 Social Media Content Development Leisure $10000 Entertainment Expenses/Meals for Meetings Tourism Industry Professionals $2600 Last Minute Deals** Various $131,248 $253,108 **Last Minute Deals reflects funding for unanticipated marketing/promotional opportunities that may become available March – September 2014. To the greatest extent possible, such opportunities will be presented to the TDC for recommendation to the BCC for approval in advance. However, these funds are available for appropriation by the Tourist Development Director with concurrence of the TDC Chairman and County Administrator if a time-sensitive opportunity would be lost due to the timing of regular TDC and BCC meetings required to obtain advance approval. Total cost of the opportunity must be less than $35,000 and County Administrator approval is required regardless of dollar amount. The TDC and BCC will be apprised of the use of 11 these dollars at their next regularly scheduled meetings. Packet Pg. 540  In-House Marketing Plan Budget Budget Destination Team $77,569 ECCC Sales Team $61,755 ECCC Events Team $111,150 Film Commission $66,500 Local Event Participation $18,700 Other Marketing Activities $253,108 $588,782 Transportation/Lodging/Meals* ($54,582)* $534,200 *not accounted for in a -548xxx promotions account 12 Packet Pg. 541  FY 2013-14 Summary Strategic Marketing Plan Budget Budget Ad Agency Strategic Marketing Plan $2,600,000 In-House Strategic Marketing Plan $588,782 Special Events & Sponsorships $375,000 (awarded per Section F of TDD Manual) FY 2013-14 Strategic Marketing Plan $3,563,782 Transportation/Lodging/Meals* ($54,582)* Budgeted Promotional Activities (548xxx accts) $3,509,200 *not accounted for in a -548xxx promotions account 13 Packet Pg. 542  RESOLUTION NO. 2014-__ A RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS OF OKALOOSA COUNTY, FLORIDA, ADOPTING THE REVISED AD AGENCY STRATEGIC MARKETING PLAN AND IN-HOUSE STRATEGIC MARKETING PLAN FOR FISCAL YEAR 2013-2014; AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the Tourist Development Operations and Procedures Manual (the “Manual”) requires the adoption of a Tourist Development Strategic Marketing Plan (the “Plan”) as a component of each annual budget submitted by the Tourist Development Department (the “TDD”); and WHEREAS, on November 5, 2013, the Board of County Commissioners (the “Board”) approved the Plan, which set forth the proposed marketing and promotional activities and expenditures to be performed by the TDD’s advertising agency during Fiscal Year 2013-2014 (the “Ad Agency Plan”); and WHEREAS, the Board has determined that, in addition to the Ad Agency Plan, it is also appropriate and beneficial to adopt a separate component of the Plan which sets forth the proposed marketing and promotional activities and expenditures to be performed by TDD staff during Fiscal Year 2013-2014 (the “In-House Plan”); and WHEREAS, the adoption of the revised Ad Agency Plan and In-House Plan to govern all expenditures for marketing and promotion during Fiscal Year 2013-2014 will provide clarity and transparency for the operations of the TDD; and WHEREAS, the Tourist Development Council at its February 27, 2014 meeting reviewed the revised Ad Agency Plan and In-House Plan and voted unanimously to recommend approval; and WHEREAS, the Board finds that adopting the revised Ad Agency Plan and In-House Plan, which sets forth the revised marketing and promotional activities and expenditures for Fiscal Year 2013-2014 is in the public interest and is consistent with the requirements of the Manual. NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF OKALOOSA COUNTY, FLORIDA, AS FOLLOWS: SECTION 1: RECITALS The recitals set forth above are true and correct and are incorporated into this Resolution. SECTION 2: ADOPTION OF THE TOURIST DEVELOPMENT MARKETING PLANS Packet Pg. 543  A. The Board hereby adopts the attached Ad Agency Plan, which sets forth the revised marketing and promotional activities and expenditures for Fiscal Year 2013-2014 to be performed by the TDD’s advertising agency. B. The revised expenditures provided in the Ad Agency Plan constitute only a general allocation of projected revenues between the general tasks outlined therein and do not constitute the authorization for the expenditure of those funds. All such expenditures must be authorized pursuant to the task order review and approval process adopted by the Board and codified in Section E.600 of the Manual. C. The Board hereby adopts the attached In-House Plan, which sets forth the proposed marketing and promotional activities and expenditures for Fiscal Year 2013-2014 to be performed by TDD staff. D. The proposed expenditures provided in the In-House Plan constitute only a general allocation of projected revenues between the general tasks outlined therein and do not constitute the authorization for the expenditure of those funds. All such expenditures must be authorized pursuant to established County policies as codified in Section D.400 of the Manual. SECTION 3: EFFECTIVE DATE This resolution shall become effective immediately upon adoption by the Board of County Commissioners and shall govern all expenditures for marketing and promotion for Fiscal Year 2013-2014. ADOPTED this _____ day of __________ 2014. BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA By: ________________________________ CHARLES K. WINDES, JR., CHAIRMAN ATTEST: DON W. HOWARD CLERK OF CIRCUIT COURT By: _______________________________ Deputy Clerk Packet Pg. 544  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: March 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Ed Schroeder SUBJECT: Approval of Peter Mayer Task Order 132 DEPARTMENT: Tourist Development Department BCC DISTRICT: STATEMENT OF ISSUE: Request approval for Chairman to sign Task Order 132 titled Brand Campaign Television Spots, contract C12-2007-TDC Peter A Mayer Advertising, in the amount of $107,114 for the production and execution of two new :30 tv spots and two new :15 tv spots. BACKGROUND: The Board approved the revised $2.6M Ad Agency Strategic Marketing Plan on March 18, 2014, which includes a category for “Collateral, Campaign Production, and Visitors Guide” in the amount of $507,115. This category includes funding for television production, specifically two :30 spots and two :15 spots to be shot, edited, and developed to launch in late spring. The Tourist Development Council voted at its February 27, 2014 meeting to recommend approval of Peter Mayer task order 132 titled Brand Campaign Television Spots. OPTIONS: Approve or Disapprove RECOMMENDATION: Approve Peter Mayer task order 132 titled Brand Campaign Television Spots. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 545  TOURIST DEVELOPMENT DEPARTMENT ATTORNEY APPROVAL FORM CONTRACTOR NAME: PETER MAYER ADVERTISING CONTRACT #: C12-2007-TDC TASK/PURCHASE ORDER #: 132 Brand Campaign Television Spots TASK/PURCHASE ORDER AMOUNT: NOT TO EXCEED $107,114.00 I have reviewed the above-referenced task/purchase order and find it to be in compliance with the terms of the contract, Tourist Development Department Operations & Procedures Manual, the Okaloosa County Purchasing Manual and applicable local, state and federal laws, rules and regulations. (Initial applicable authorization) LAA This approval authorizes the goods/work described in the attached Task or Purchase Order to be performed or acquired. This approval authorizes the goods/work described in the attached invoice(s) to be processed for payment. APPROVED AS TO FORM AND LEGALITY: LYNN M. HOSHIHARA PRINT NAME FEBRUARY 26, 2014 DATE Packet Pg. 546  TASK ORDER APPROVAL FORM CONTRACT #: C12-2007-TDC TASK ORDER #: 132 TASK ORDER AMOUNT: $107,114 OFFERED BY CONSULTANT: Peter Mayer Advertising FIRM'S NAME James 4eig REPRESENTA E'S PRINTED NAME SIGNATURE VP of Finan 2/25/2014 TITLE DATE RECOMMENDED FOR APPROVAL 4.1 APPROVED BY OKALOOSA COUNTY (Department Director) III (Per Purchasing Manual) • $25,000 or less approved by Purchasing Director • Between $25,001 and $50,000 approved by Purchasing Director and County Administrator • In excess of $50,000 approved by the Board. SIGNATURE RAW Ak' WENtG DDIRECTOR I R" " 7L)') TITLE DATE DATE COUNTY ADMINISTRATOR (if pplicable) CHAIRMAN (if applicable) DATE k //l,~, Lr ~ DATE Packet Pg. 547 Okaloosa Tourist Development Department (TDD) Brand Campaign Television Spots Task Order #132 February 24, 2014 Peter Mayer Okaloosa TDD Page 1 Confidential 1111242v2 Packet Pg. 548  Brand Campaign Television Spots Task Order 132 TABLE OF CONTENTS 1 BACKGROUND Et PROJECT ASSIGNMENT .................................................................. ............................ 3 2 ACTIVITIES Et DELIVERABLES ...........................................................................................................................4 3 COST .....................................................................................................................................................................4 4 BILLING ................................................................................................................................................................5 5 GENERAL ASSUMPTIONS ...................................................................................................................................5 6 CONTACT INFORMATION ..................................................................................................................................6 7 SIGNATURES ........................................................................................................................................................6 Peter Mayer Okaloosa TDD-- Page 2 Confidential 1111242v2 Packet Pg. 549  Brand Campaign Television Spots Task Order 132 I BACKGROUND & PROJECT ASSIGNMENT Okaloosa County, through Okaloosa County Tourist Development Department (hereafter referred to as "Client") has asked Peter Mayer (hereafter referred to as "Agency") to develop a new project - Brand television spots that will begin running in the second quarter of 2014. This task order reflects the production and execution of two new :30 spots and two new :15 spots. The County approved the revised Strategic Marketing Plan on March 18, 2014, which includes a line item for "Collateral, Campaign Production and Visitors Guide" in the amount of $507,115. The following Task Orders fall within the "Collateral, Campaign Production and Visitors Guide" line item: Previously Approved *Task Order 17, Website Hosting Platform $3,765.87 *Task Order 27, Viva 500 $19,886.96 *Tas k Order 39, Fall Campaign Production $10,551.25 *Tas k Order 40, Fall Campaign Media Planning + Purchasing $9,315.00 *Task Order 41, Crisis Communications Planning $6,238.75 *Task Order 44, Christmas PR $9,516.25 *Task Order 45, Christmas Media Planning $20,470.00 *Task Order 46, Christmas Media Purchasing $23,000.00 *Task Order 56, Brand TV Media Planning and Script Development $20,613.75 *Task Order 61, Fall Campaign Additional Media Planning Costs $3,450.00 *Task Order 66, Emerald Christmas Campaign Execution and Production; Print & TV $20,585.00 *Tas k Order 67, Fall Campaign Print Production $805.00 *Task Order 70, Meetings & Conventions Production $5,405.00 *Task Order 73, Emerald Christmas Campaign Execution and Production; Online Banners $15,036.25 Task Order 83, Very Emerald Christmas Event Development $5,750.00 Task Order 85, Christmas Collateral Production $5,458.69 Task Order 86, Christmas Radio Production $6,200.00 Task Order 87, Christmas Social Sweeps $14,432.00 Task Order 89, Brand Demo $2,475.00 Task Order 91, Christmas Online Shopping $8,050.00 Task Order 100, Campaign Production $36,225.00 Task Order 101, Website Hosting May - September $2,775.00 Task Order 102, Emerald Christmas Campaign Additional Decal Production $1,630.50 Task Order 103, Fall Christmas Campaign Social Media Contest Fulfillment $2,400.00 Task Order 104, Spring/Summer Public Relations $24,945.00 Task Order 106 Brand Campaign TV Production $42,250.00 Task Order 108, A Very Emerald Christmas Press Conference Deliverables $1,221.05 Task Order 123, Brand Campaign Radio Production $10,450.00 Task Order 128, Brand Campaign Radio Production $7,329.00 Peter Mayer Okaloosa TDD-- Page 3 Confidential 1111242v2 Packet Pg. 550 Brand Campaign Television Spots Task Order 132 2 ACTIVITIES & DELIVERABLES Services for this new project as covered under the base monthly agreement are noted in the Inclusions section of this document. New Projects that fall outside of the monthly agreement as noted in the contract on page 16 are outlined as follows: Television Development and Production • Shooting for two days • Production of two :30 television spots and two :15 television spots • National buyout for 6 months • One voice announcer with needle drop music • In accordance with Contract #C12-2007-TDC, Agency to provide three competitive bids for production of the television spots: o Louis Koerner of Big Storms Films + Revive Media • Ben Orisich of Universal Orlando • Tom Gilserman + Revive Media Recommendation for Selection of Vendor • Production Oversight/ Quality Assurance of the spots • Agency delivery of the final approved spots as well as traffic instructions to the stations based upon the approved, paid media plan Inclusions: • Account Management as covered under the monthly agreement on page 13 of the contract • Strategy and Analytics as covered under the monthly agreement on page 13 of the contract • Creative for new projects as noted in the contract on page 16 are estimated by the hour • Production for new projects as noted in the contract on page 16 are estimated by the hour • Project Management time for new projects as noted in the contract on page 16 are estimated by the hour • All artwork, photography, design, layout, production materials, websites, domain names, etc., created by, and all rights acquired by the Agency for the Client will become property of the Client upon acceptance, subject to any third party, rights and the Agency's ownership of any Code. • All competitive bids based on production of 1x:30 / 1x:1 5 TV spot for broadcast and website. • Two rounds of Client review prior to approval of the final spot Fxrltisinns: • Costs for photography or other possible external hard costs not specified in this task order. Any necessary costs required for new projects will be estimated and provided for Client approval in a subsequent task order as noted in the contract on page 15 3 COST Peter Mayer Okaloosa TDD-- Page 4 Confidential 1111242v2 Packet Pg. 551  Brand Campaign Television Spots Task Order 132 Agency Fees Est. Hours Cost Creative, Production and Project 101 $11,615 Management Account Management, Covered Under Strategy/Analytics, Public Relations, Monthly and Media for Base Services Agreement Total 101 $11,615 Dubs - DG FastChannel Cost Total $2,499 Competitive Production Bids Bid #1: Louis Koerner of Big-Storm Films (Miami, FL) Cost Total $93,000 Bid #2: Ben Orisich of Universal Orlando (Orlando, FL) Cost Total 1 $110,000 Bid #3: Tom Gilserman (New York, NY) Cost Total 1 $80,150 Agency Recommendation The Agency recommends Louis Koerner of Big Storms films. He will work directly with Revive Media (a local vendor) to produce the spots. Although Louis Koerner was not the lowest bidder, the Agency recommends him for the following reasons: • He has the most tourism experience; • His familiarity with the region; • His quality of work is favorable to production requirements; and • After reviewing the reels submitted with his proposal, the Agency and the Client found that he is most capable of shooting the style of campaign best suited for the needs of this project. The cost of this Task Order is not to exceed $107,114 Peter Mayer Okaloosa TDD-- Page 5 Confidential 1111242v2 Packet Pg. 552  Brand Campaign Television Spots Task Order 132 4 BILLING Client wit[ be billed in accordance with Contract # C12-2007-TDC. 5 GENERAL ASSUMPTIONS The following are general assumptions about the project that affect the timing, scope or cost of the project. The above assumes: • Timely delivery of any required documentation from the Client • Client will make available appropriate personnel and decision-makers for attending scheduled workshops and meetings for reviews and approval so immediate consensus can be reached • Client will conduct timely reviews and provide consolidated feedback and written approvals on a timely basis based on an agreed-upon schedule • Delays in Client reviews may extend timing and add risk to the final delivery 6 CONTACT INFORMATION Ellen Kempner, Management Supervisor/Vice President Peter Mayer Advertising 504.210.1217 kempnere@peteramayer.com Michelle Clarke, Account Supervisor Peter Mayer Advertising 504.210.1287 ctarkem@peteramayer.com James Geiger, Chief Financial Officer/Vice President Peter Mayer Advertising 504.210.1263 geigerj@peteramayer.com 7 SIGNATURES Peter Mayer: TDD Director: Date: Purchasing Director: Date: 3,1j( / 1A- Peter Mayer Okaloosa TDD-- Page 6 Confidential 1111242v2 Packet Pg. 553 Brand Campaign Television Spots Task Order 132 County Administrator j ~~ I ce rel~~ - Date: (if applicable) Board Chairman: Date: (if applicable) Peter Mayer Okaloosa TDD-- Page 7 Confidential 1111242v2 Packet Pg. 554  CONFLICT OF INTEREST DISCLOSURE FORM For purposes of determining any possible conflict of interest, all bidders! proposers, must disclose if any Okaloosa Board of County Commissioner, employee(s), elected officials(s), or if any of its agencies is also an owner, corporate officer, agency, employee, etc., of their business. Indicate either 'yes" (a county employee, elected official, or agency is also associated with your business), or "no". If yes, give person(s) name(s) and position(s) with your business. YES NO/ NAME(S) POSITION(S) -4L-r / FIRM NAME: p BY (PRINTED): BY (SIGNATURE): TITLE: DATE: (/ / ADDRESS: Or', O13 PHONE NO. 'oc cU1O E-MAIL - Packet Pg. 555  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: March 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Ed Schroeder SUBJECT: Tourist Development Tax FY13 Q4 Update DEPARTMENT: Tourist Development Department BCC DISTRICT: STATEMENT OF ISSUE: As required by F.S. 125.0104(4)(e), Ordinance 12-21, and the TDD Operations & Procedures Manual, the Tourist Development Council (TDC) and Board of County Commissioners (BCC) shall review expenditure reports at least quarterly. BACKGROUND: Fiscal year 2013 fourth quarter expenditure reports were provided by the Clerk’s office and formatted by tourist development department staff into two reports: a summary report by bed tax “penny” and a detailed report by budget line item. The Tourist Development Council approved the draft year-end TDD expenditure reports at its October 24, 2013 meeting; however, the information was never provided to the BCC due to staff transition. Final year-end information is available in the FY13 Comprehensive Annual Financial Report. OPTIONS: Approve or Disapprove RECOMMENDATION: Approve quarterly financial information. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 556  3.a.2 Okaloosa Co. TDC Budget Allocations Attachment: Pennies Pie Chart from TDD Website (2192 : Tax Receipt, STR and Expenditures Reports) 1st Penny 3rd Penny Beach, park Convention Center and improvements & other facility operations maintenance, shoreline protection, restoration improvements 2nd Penny 4th Penny Beach, waterway & Debt service for tourist destination construction, facilities improvements; reconstruction or lifeguard services; renovation convention administration center and future improvements 5th Penny Tourism Promotion Packet Pg. Packet 557 Pg. 25  3.a.3 Attachment: 4th Quarter Expenses - Summary (2192 : Tax Receipt, STR and Expenditures Reports) BUDGET SPENT % SPENT AVAIL Special Assessment Fund $6,644,635 $6,596,059 99.3% $48,576 1st Penny - Tourist $8,715,870 $1,305,738 15.0% $7,410,132 Development Tax Packet Pg. Packet 558 Pg. 26  3.a.3 Attachment: 4th Quarter Expenses - Summary (2192 : Tax Receipt, STR and Expenditures Reports) BUDGET SPENT % SPENT AVAIL 2nd Penny -Tourist Development Tax 30% Administration $1,966,764 $854,373 43.4% $1,112,391 70% Beach, Waterways, $2,621,679 $1,164,494 44.4% $1,457,314 etc. TOTAL 2ND PENNY $4,588,443 $2,018,867 44.0% $2,569,706 Packet Pg. Packet 559 Pg. 27  3.a.3 Attachment: 4th Quarter Expenses - Summary (2192 : Tax Receipt, STR and Expenditures Reports) BUDGET SPENT % SPENT AVAIL 3rd Penny – Tourist $5,704,750 $2,901,021 50.9% $2,803,729 Development Tax 4th Penny – Tourist $5,681,875 $1,613,468 28.4% $4,068,407 Development Tax Packet Pg. Packet 560 Pg. 28  3.a.3 Attachment: 4th Quarter Expenses - Summary (2192 : Tax Receipt, STR and Expenditures Reports) BUDGET SPENT % SPENT AVAIL 5th Penny – Tourist $5,114,730 $2,070,421 40.5% $3,044,309 Development Tax Packet Pg. Packet 561 Pg. 29  TDD FUND 104 REVENUE FYE13 FISCAL YEAR END 9/30/2013 as of 10/4/2013 Cent Dept Title Account Account Title Budget Revenue Balance % GR 71071R FDEP FWB RESTORATION (O) 334700 CULTURE/RECREATION 550,000 30,486 516,127 5.5% GR 71071R FDEP FWB RESTORATION (O) 389920 CASH MATCH (NON‐PROPRI) 550,000 ‐ 550,000 0.0% GR 711242R FDOT URBAN CORR 12 (O) 334420 MASS TRANSIT 413,560 194,680 218,880 47.1% GR 71971R FDEP DUNE RESTORATION (O) 334700 CULTURE/RECREATION ‐ ‐ ‐ ‐ GRANTS Total 1,513,560 225,166 1,285,007 14.9% SA 1176R SPECIAL ASSESSMENT 325213 BEACH RESTORE ASSESSMENT 390,473 361,478 28,995 92.6% SA 1176R SPECIAL ASSESSMENT 361101 INTEREST ON TIME DEPOSITS 18,600 476 18,124 2.6% SA 1176R SPECIAL ASSESSMENT 384105 WEST DESTIN BEACH NOTE 5,000,000 5,000,000 ‐ 100.0% SA 1176R SPECIAL ASSESSMENT 389901 BALANCES‐CASH 1,235,562 ‐ 1,235,562 0.0% SPECIAL ASSESMENT Total 6,644,635 5,361,953 1,282,682 80.7% 1ST 1175R 1ST TDT‐BEACHES & PARKS 312134 TOURIST DEV TAX‐1ST CENT 2,100,000 2,482,249 (382,249) 118.2% 1ST 1175R 1ST TDT‐BEACHES & PARKS 325213 BEACH RESTORE ASSESSMENT ‐ ‐ ‐ ‐ 1ST 1175R 1ST TDT‐BEACHES & PARKS 361101 INTEREST ON TIME DEPOSITS 109,400 ‐ 109,400 0.0% 1ST 1175R 1ST TDT‐BEACHES & PARKS 384105 WEST DESTIN BEACH NOTE ‐ ‐ ‐ ‐ 1ST 1175R 1ST TDT‐BEACHES & PARKS 389901 BALANCES‐CASH 6,506,470 ‐ 6,506,470 0.0% 1ST Total 8,715,870 2,482,249 6,233,621 28.5% 2ND 1152R 2ND TDT‐FAC/O& M/ADMIN 312144 TOURIST DEV TAX‐2ND CENT 2,100,000 2,482,249 (382,249) 118.2% 2ND 1152R 2ND TDT‐FAC/O& M/ADMIN 361101 INTEREST ON TIME DEPOSITS 36,000 ‐ 36,000 0.0% 2ND 1152R 2ND TDT‐FAC/O& M/ADMIN 389901 BALANCES‐CASH 2,452,443 ‐ 2,452,443 0.0% 2ND Total 4,588,443 2,482,249 2,106,194 54.1% 5TH 1151R 5TH TDT‐TOURISM PROMOTION 312145 TOURIST DEV TAX‐5TH CENT 2,100,000 2,482,249 (382,249) 118.2% 5TH 1151R 5TH TDT‐TOURISM PROMOTION 361101 INTEREST ON TIME DEPOSITS 36,000 ‐ 36,000 0.0% 5TH 1151R 5TH TDT‐TOURISM PROMOTION 364100 EQUIPMENT PROCEEDS 471,287 489,563 (18,276) 103.9% 5TH 1151R 5TH TDT‐TOURISM PROMOTION 369901 REIMBURSEMENT‐ADVERTISING 55,000 76,094 (21,094) 138.4% 5TH 1151R 5TH TDT‐TOURISM PROMOTION 369990 OTHER MISC REVENUE ‐ ‐ ‐ ‐ Packet Pg. 5TH 1151R 5TH TDT‐TOURISM PROMOTION 389901 BALANCES‐CASH 2,452,443 ‐ 2,452,443 0.0% 5TH Total 5,114,730 3,047,906 2,066,824 59.6% Packet Fund Total 26,577,238 13,599,523 12,974,328 51.2% 562 Pg. 30 3.a.4 Attachment: 4th Quarter Expenses for BoCC - Detail (2192 : Tax Receipt, STR and Expenditures Reports)  TDD FUND 104 EXPENSE FYE13 FISCAL YEAR END 9/30/2013 as of 10/4/2013 Cent Dept Dept Title Account Account Title Budget Spent %Spent Balance GR 71071 FDEP FWB RESTORATION (O) 531100 PS‐CONSULTANT 700,000 34,787 5.0% 665,213 GR 71071 FDEP FWB RESTORATION (O) 534900 CS‐OTHER 400,000 238,080 59.5% 161,920 71071 Total 1,100,000 272,867 24.8% 827,133 GR 711242 FDOT URBAN CORR 12 (O) 534410 CS‐O.C.T. 412,260 273,978 66.5% 138,282 GR 711242 FDOT URBAN CORR 12 (O) 547002 PRINTING & BINDING 1,300 889 68.4% 411 711242 Total 413,560 274,867 66.5% 138,693 GRANT Total 1,513,560 547,734 36.2% 965,826 SA 1176 SPECIAL ASSESSMENT 549004 COMMISSIONS‐PROP APPRAISE 10,000 13,242 132.4% (3,242) SA 1176 SPECIAL ASSESSMENT 549121 TAX REFUNDS 107,600 106,418 98.9% 1,182 SA 1176 SPECIAL ASSESSMENT 549904 JOB LISTING EXPENSES ‐ ‐ ‐ ‐ SA 1176 SPECIAL ASSESSMENT 581702 CITY OF DESTIN 6,395,000 6,395,000 100.0% ‐ SA 1176 SPECIAL ASSESSMENT 591001 BT‐GENERAL FUND ‐ ‐ SA 1176 SPECIAL ASSESSMENT 591201 BT‐DEBT SERVICE FUND 85,524 81,399 95.2% 4,125 SA 1176 SPECIAL ASSESSMENT 599010 RESERVE/CASH CARRYFORWARD 46,511 ‐ 0.0% 46,511 SPECIAL ASSESMENT Total 6,644,635 6,596,059 99.3% 48,576 Packet Pg. Packet 563 Pg. 31 3.a.4 Attachment: 4th Quarter Expenses for BoCC - Detail (2192 : Tax Receipt, STR and Expenditures Reports)  TDD FUND 104 EXPENSE FYE13 FISCAL YEAR END 9/30/2013 as of 10/4/2013 Cent Dept Dept Title Account Account Title Budget Spent %Spent Balance 1ST 1175 1ST TDT‐BEACHES & PARKS 531001 PS‐ATTORNEY‐OTHER ‐ 2,725 ‐ (2,725) 1ST 1175 1ST TDT‐BEACHES & PARKS 531002 PS‐OTHER ATTORNEY SVCS 10,000 9,013 90.1% 987 1ST 1175 1ST TDT‐BEACHES & PARKS 531013 PS‐PERMITTING 500 500 100.0% ‐ 1ST 1175 1ST TDT‐BEACHES & PARKS 531100 PS‐CONSULTANT 300,000 43,456 14.5% 256,544 1ST 1175 1ST TDT‐BEACHES & PARKS 531500 PS‐ENGINEERING ‐ ‐ ‐ ‐ 1ST 1175 1ST TDT‐BEACHES & PARKS 534716 CS‐BEACH RENOURISH 750,000 27,621 3.7% 722,379 1ST 1175 1ST TDT‐BEACHES & PARKS 546990 RM‐OTHER 225,000 ‐ 0.0% 225,000 1ST 1175 1ST TDT‐BEACHES & PARKS 549004 COMMISSIONS‐PROP APPRAISE ‐ ‐ ‐ ‐ 1ST 1175 1ST TDT‐BEACHES & PARKS 549121 TAX REFUNDS ‐ ‐ ‐ ‐ 1ST 1175 1ST TDT‐BEACHES & PARKS 549520 ADMINISTRATIVE CHARGES 63,000 70,433 111.8% (7,433) 1ST 1175 1ST TDT‐BEACHES & PARKS 549900 MISCELLANEOUS CHARGES ‐ 78 ‐ (78) 1ST 1175 1ST TDT‐BEACHES & PARKS 549901 LEGAL ADVERTISING ‐ 5,739 ‐ (5,739) 1ST 1175 1ST TDT‐BEACHES & PARKS 563733 BEACH ACCESSWAY REPAIRS 500,000 ‐ 0.0% 500,000 1ST 1175 1ST TDT‐BEACHES & PARKS 563753 ARTIFICIAL REEF 75,000 ‐ 0.0% 75,000 1ST 1175 1ST TDT‐BEACHES & PARKS 581702 CITY OF DESTIN 1,550,439 988,335 63.7% 562,104 1ST 1175 1ST TDT‐BEACHES & PARKS 581719 CITY OF DESTIN‐DREDGING 180,000 157,838 87.7% 22,162 1ST 1175 1ST TDT‐BEACHES & PARKS 591001 BT‐GENERAL FUND ‐ ‐ 1ST 1175 1ST TDT‐BEACHES & PARKS 591201 BT‐DEBT SERVICE FUND ‐ ‐ ‐ ‐ 1ST 1175 1ST TDT‐BEACHES & PARKS 599010 RESERVE/CASH CARRYFORWARD 4,060,170 ‐ 0.0% 4,060,170 1ST 1175 1ST TDT‐BEACHES & PARKS 599090 RESERVE FOR CONTINGENCIES 1,001,761 ‐ 0.0% 1,001,761 1ST Total 8,715,870 1,305,738 15.0% 7,410,132 Packet Pg. Packet 564 Pg. 32 3.a.4 Attachment: 4th Quarter Expenses for BoCC - Detail (2192 : Tax Receipt, STR and Expenditures Reports)  TDD FUND 104 EXPENSE FYE13 FISCAL YEAR END 9/30/2013 as of 10/4/2013 Cent Dept Dept Title Account Account Title Budget Spent %Spent Balance 2ND 1152 2ND TDT‐ADMIN (30%) 512010 SALARIES/WAGES‐FULL‐TIME 55,541 54,032 97.3% 1,509 2ND 1152 2ND TDT‐ADMIN (30%) 521000 FICA TAXES 4,243 4,016 94.6% 227 2ND 1152 2ND TDT‐ADMIN (30%) 522000 RETIREMENT CONTRIBUTIONS 2,877 2,993 104.0% (116) 2ND 1152 2ND TDT‐ADMIN (30%) 523000 LIFE & HEALTH INSURANCE 9,308 10,068 108.2% (760) 2ND 1152 2ND TDT‐ADMIN (30%) 523012 CONTRA L& H INS (REBATE) ‐ (762) ‐ 762 2ND 1152 2ND TDT‐ADMIN (30%) 524000 WORKERS' COMPENSATION 150 150 100.0% ‐ 2ND 1152 2ND TDT‐ADMIN (30%) 531001 PS‐ATTORNEY‐OTHER 51,000 227,273 445.6% (176,273) 2ND 1152 2ND TDT‐ADMIN (30%) 534001 CS‐GENERAL FUND ADMIN 398,979 398,979 100.0% ‐ 2ND 1152 2ND TDT‐ADMIN (30%) 534500 CS‐PERSONNEL 8,500 ‐ 0.0% 8,500 2ND 1152 2ND TDT‐ADMIN (30%) 540002 TRAVEL OUT‐OF‐COUNTY 900 ‐ 0.0% 900 2ND 1152 2ND TDT‐ADMIN (30%) 540005 TRAVEL LODGING EXPENSES 1,400 ‐ 0.0% 1,400 2ND 1152 2ND TDT‐ADMIN (30%) 541010 COMMUNICATIONS SERVICE 2,450 2,191 89.4% 259 2ND 1152 2ND TDT‐ADMIN (30%) 541011 CELLULAR PHONES/PAGERS 3,400 7,743 227.7% (4,343) 2ND 1152 2ND TDT‐ADMIN (30%) 542001 POSTAGE/FREIGHT CHARGES 8,900 8,676 97.5% 224 2ND 1152 2ND TDT‐ADMIN (30%) 543001 UTILITIES‐ELECTRIC 11,950 7,362 61.6% 4,588 2ND 1152 2ND TDT‐ADMIN (30%) 543004 UTILITIES‐GARBAGE 3,100 2,866 92.4% 234 2ND 1152 2ND TDT‐ADMIN (30%) 543010 UTILITIES‐WATER & SEWER 1,350 866 64.1% 484 2ND 1152 2ND TDT‐ADMIN (30%) 544640 R/L‐EQUIPMENT 2,700 5,019 185.9% (2,319) 2ND 1152 2ND TDT‐ADMIN (30%) 544644 R/L‐FLEET VEHICLES 2,245 ‐ 0.0% 2,245 2ND 1152 2ND TDT‐ADMIN (30%) 545990 INSURANCE‐OTHER 1,081 1,081 100.0% ‐ 2ND 1152 2ND TDT‐ADMIN (30%) 546050 RM‐OFFICE MACHINES ‐ 95 ‐ (95) 2ND 1152 2ND TDT‐ADMIN (30%) 546620 RM‐FACILITIES 5,000 2,015 40.3% 2,985 2ND 1152 2ND TDT‐ADMIN (30%) 546640 RM‐EQUIPMENT 6,900 6,604 95.7% 296 2ND 1152 2ND TDT‐ADMIN (30%) 546644 RM‐VEHICLES‐FLEET 7,369 3,510 47.6% 3,859 2ND 1152 2ND TDT‐ADMIN (30%) 546645 RM‐MOTOR VEHICLE 100 50 49.9% 50 2ND 1152 2ND TDT‐ADMIN (30%) 546900 RM‐TECHINCAL SUPT SERVICE 1,900 1,843 97.0% 58 2ND 1152 2ND TDT‐ADMIN (30%) 547002 PRINTING & BINDING 350 ‐ 0.0% 350 2ND 1152 2ND TDT‐ADMIN (30%) 549520 ADMINISTRATIVE CHARGES 63,000 80,436 127.7% (17,436) 2ND 1152 2ND TDT‐ADMIN (30%) 549900 MISCELLANEOUS CHARGES 900 1,110 123.3% (210) Packet Pg. 2ND 1152 2ND TDT‐ADMIN (30%) 549901 LEGAL ADVERTISING 750 1,478 197.1% (728) 2ND 1152 2ND TDT‐ADMIN (30%) 549905 MOTOR VEHICLE REPORTS ‐ 40 ‐ (40) 2ND 1152 2ND TDT‐ADMIN (30%) 549906 BACKGROUND CHECKS 100 61 61.0% 39 Packet 2ND 1152 2ND TDT‐ADMIN (30%) 551001 OFFICE SUPPLIES 1,200 354 29.5% 846 565 Pg. 33 2ND 1152 2ND TDT‐ADMIN (30%) 552010 FLEET FUEL 8,688 4,410 50.8% 4,278 3.a.4 Attachment: 4th Quarter Expenses for BoCC - Detail (2192 : Tax Receipt, STR and Expenditures Reports)  TDD FUND 104 EXPENSE FYE13 FISCAL YEAR END 9/30/2013 as of 10/4/2013 Cent Dept Dept Title Account Account Title Budget Spent %Spent Balance 2ND 1152 2ND TDT‐ADMIN (30%) 552800 COMPUTER SUPPLIES 1,200 1,787 149.0% (587) 2ND 1152 2ND TDT‐ADMIN (30%) 552801 COMPUTER SOFTWARE 1,200 218 18.2% 982 2ND 1152 2ND TDT‐ADMIN (30%) 552990 OTHER SUPPLIES 1,100 317 28.8% 783 2ND 1152 2ND TDT‐ADMIN (30%) 554001 BOOK/PUB/SUB/MEMBERSHIPS 1,900 4,591 241.6% (2,691) 2ND 1152 2ND TDT‐ADMIN (30%) 555001 TRAINING/EDUCATION EXPENS 1,200 ‐ 0.0% 1,200 2ND 1152 2ND TDT‐ADMIN (30%) 564502 ECONOMIC ENVIRONMNT EQUIP 2,500 ‐ 0.0% 2,500 2ND 1152 2ND TDT‐ADMIN (30%) 564503 COMPUTER EQUIPMENT 16,000 12,901 80.6% 3,099 2ND 1152 2ND TDT‐ADMIN (30%) 591001 BT‐GENERAL FUND ‐ ‐ ‐ 2ND 1152 2ND TDT‐ADMIN (30%) 599090 RESERVE FOR CONTINGENCIES 275,333 ‐ 0.0% 275,333 2ND 1152 2ND TDT‐ADMIN (30%) 599145 RESERVE‐TOURIST DEVELOP 1,000,000 ‐ 0.0% 1,000,000 1152 2ND ADMIN Total 1,966,764 854,373 43.4% 1,112,391 Packet Pg. Packet 566 Pg. 34 3.a.4 Attachment: 4th Quarter Expenses for BoCC - Detail (2192 : Tax Receipt, STR and Expenditures Reports)  TDD FUND 104 EXPENSE FYE13 FISCAL YEAR END 9/30/2013 as of 10/4/2013 Cent Dept Dept Title Account Account Title Budget Spent %Spent Balance 2ND 1170 2ND TDT‐FAC/O& M (70%) 512010 SALARIES/WAGES‐FULL‐TIME 59,638 57,330 96.1% 2,308 2ND 1170 2ND TDT‐FAC/O& M (70%) 513010 SALARIES/WAGES‐RELIEF ‐ 3,713 ‐ (3,713) 2ND 1170 2ND TDT‐FAC/O& M (70%) 521000 FICA TAXES 4,563 4,615 101.1% (52) 2ND 1170 2ND TDT‐FAC/O& M (70%) 522000 RETIREMENT CONTRIBUTIONS 3,090 3,213 104.0% (123) 2ND 1170 2ND TDT‐FAC/O& M (70%) 523000 LIFE & HEALTH INSURANCE 9,308 10,068 108.2% (760) 2ND 1170 2ND TDT‐FAC/O& M (70%) 523012 CONTRA L& H INS (REBATE) ‐ (762) ‐ 762 2ND 1170 2ND TDT‐FAC/O& M (70%) 524000 WORKERS' COMPENSATION 161 161 100.0% ‐ 2ND 1170 2ND TDT‐FAC/O& M (70%) 534003 CS‐CONSULTING 45,000 25,871 57.5% 19,129 2ND 1170 2ND TDT‐FAC/O& M (70%) 534010 CS‐PARKS CLEANING 100,000 85,775 85.8% 14,225 2ND 1170 2ND TDT‐FAC/O& M (70%) 534109 CS‐BEACH CLEANING‐DESTIN 241,180 213,486 88.5% 27,694 2ND 1170 2ND TDT‐FAC/O& M (70%) 534110 CS‐BEACH CLEAN‐OK ISLAND 178,095 150,380 84.4% 27,715 2ND 1170 2ND TDT‐FAC/O& M (70%) 534111 CS‐TURTLE WATCH PROGRAM 35,000 52,833 151.0% (17,833) 2ND 1170 2ND TDT‐FAC/O& M (70%) 540002 TRAVEL OUT‐OF‐COUNTY 4,500 1,000 22.2% 3,500 2ND 1170 2ND TDT‐FAC/O& M (70%) 540005 TRAVEL LODGING EXPENSES 3,500 149 4.3% 3,351 2ND 1170 2ND TDT‐FAC/O& M (70%) 542001 POSTAGE/FREIGHT CHARGES 100 44 43.6% 56 2ND 1170 2ND TDT‐FAC/O& M (70%) 546620 RM‐FACILITIES 50,000 ‐ 0.0% 50,000 2ND 1170 2ND TDT‐FAC/O& M (70%) 547002 PRINTING & BINDING ‐ 360 ‐ (360) 2ND 1170 2ND TDT‐FAC/O& M (70%) 549900 MISCELLANEOUS CHARGES 425 476 112.0% (51) 2ND 1170 2ND TDT‐FAC/O& M (70%) 549906 BACKGROUND CHECKS ‐ 130 2ND 1170 2ND TDT‐FAC/O& M (70%) 552990 OTHER SUPPLIES 1,345 151 11.2% 1,194 2ND 1170 2ND TDT‐FAC/O& M (70%) 554001 BOOK/PUB/SUB/MEMBERSHIPS 8,375 6,425 76.7% 1,950 2ND 1170 2ND TDT‐FAC/O& M (70%) 562790 OTHER CONSTRUCTION 500,000 8,115 1.6% 491,885 2ND 1170 2ND TDT‐FAC/O& M (70%) 563753 ARTIFICIAL REEF 25,000 5,977 23.9% 19,023 2ND 1170 2ND TDT‐FAC/O& M (70%) 563789 MARLER PARK BOAT RAMP 300,000 8,850 3.0% 291,150 2ND 1170 2ND TDT‐FAC/O& M (70%) 581210 DESTIN FIRE DEPARTMENT 516,719 ‐ 0.0% 516,719 2ND 1170 2ND TDT‐FAC/O& M (70%) 582301 ENVIRONMENTAL COUNCIL 15,000 9,417 62.8% 5,583 2ND 1170 2ND TDT‐FAC/O& M (70%) 591001 BT‐GENERAL FUND 516,719 516,719 100.0% ‐ 2ND 1170 2ND TDT‐FAC/O& M (70%) 599090 RESERVE FOR CONTINGENCIES 3,961 ‐ 0.0% 3,961 1170 2ND FAC/O&M Total 2,621,679 1,164,494 44.4% 1,457,314 Packet Pg. 2ND Total 4,588,443 2,018,867 44.0% 2,569,706 Packet 567 Pg. 35 3.a.4 Attachment: 4th Quarter Expenses for BoCC - Detail (2192 : Tax Receipt, STR and Expenditures Reports)  TDD FUND 460 REVENUE FYE13 FISCAL YEAR END 9/30/2013 as of 10/4/2013 Cent Dept Title Account Account Title Budget Revenue Balance % 3RD 4615R 3RD TDT‐REVENUE 312114 TOURIST DEV TAX‐3RD CENT 2100000 2482249 (382,249) 118.2% 3RD 4615R 3RD TDT‐REVENUE 347501 SALARIES‐FULL‐TIME 25000 14723.45 10,277 58.9% 3RD 4615R 3RD TDT‐REVENUE 347502 SALARIES‐PART‐TIME 0 220 (220) ‐ 3RD 4615R 3RD TDT‐REVENUE 347512 PERSONNEL 10000 28140.5 (18,141) 281.4% 3RD 4615R 3RD TDT‐REVENUE 347515 CATERING‐ARAMARK 150000 158494.61 (8,495) 105.7% 3RD 4615R 3RD TDT‐REVENUE 347520 LINEN 7000 6800.27 200 97.1% 3RD 4615R 3RD TDT‐REVENUE 347521 SECURITY 12000 21917 (9,917) 182.6% 3RD 4615R 3RD TDT‐REVENUE 347531 PHONES 2000 225 1,775 11.3% 3RD 4615R 3RD TDT‐REVENUE 347532 INTERNET 7500 2089.25 5,411 27.9% 3RD 4615R 3RD TDT‐REVENUE 347533 UTILITIES 70000 34785.68 35,214 49.7% 3RD 4615R 3RD TDT‐REVENUE 347534 COPIES &amp; FAXES 1000 836.13 164 83.6% 3RD 4615R 3RD TDT‐REVENUE 347541 ATM COMMISSIONS 500 1260 (760) 252.0% 3RD 4615R 3RD TDT‐REVENUE 347543 MERCHANDISE COMMISSIONS 750 90.24 660 12.0% 3RD 4615R 3RD TDT‐REVENUE 347551 ROOM RENTAL 260000 255122.68 4,877 98.1% 3RD 4615R 3RD TDT‐REVENUE 347552 EQUIPMENT RENTAL 200000 228374.17 (28,374) 114.2% 3RD 4615R 3RD TDT‐REVENUE 347570 EVENT TICKET SALES 85000 3626.41 81,374 4.3% 3RD 4615R 3RD TDT‐REVENUE 347590 OTHER SALES 9000 3014.61 5,985 33.5% 3RD 4615R 3RD TDT‐REVENUE 369990 OTHER MISC REVENUE 0 257.56 (258) ‐ 3RD 4615R 3RD TDT‐REVENUE 389901 BALANCES‐CASH 2765000 0 2,765,000 0.0% 3RD Total 5,704,750 3,242,227 2,462,523 56.8% 4TH 4601R 4TH TDT‐REVENUE 312124 TOURIST DEV TAX‐4TH CENT 2,100,000 2,482,249 (382,249) 118.2% 4TH 4601R 4TH TDT‐REVENUE 361101 INTEREST ON TIME DEPOSITS 95,000 44,361 50,650 46.7% 4TH 4601R 4TH TDT‐REVENUE 361104 STATE INVESTMENT POOL INT 5,000 3,805 1,195 76.1% 4TH 4601R 4TH TDT‐REVENUE 361400 GAIN OR (LOSS) SALE INVST ‐ 2,209 (2,209) ‐ 4TH 4601R 4TH TDT‐REVENUE 389901 BALANCES‐CASH 3,481,875 ‐ 3,481,875 0.0% 4TH Total 5,681,875 2,532,624 3,149,262 44.6% Fund Total 11,386,625 5,774,850 5,611,786 50.7% Packet Pg. Packet 568 Pg. 36 3.a.4 Attachment: 4th Quarter Expenses for BoCC - Detail (2192 : Tax Receipt, STR and Expenditures Reports)  TDD FUND 460 EXPENSE FYE13 FISCAL YEAR END 9/30/2013 as of 10/4/2013 Cent Dept Dept Title Account Account Title Budget Spent %Spent Balance 3RD 4614 C.C. PROMOTIONS 512010 SALARIES/WAGES‐FULL‐TIME 84,480 69,861 82.7% 14,619 3RD 4614 C.C. PROMOTIONS 521000 FICA TAXES 6,463 5,258 81.4% 1,205 3RD 4614 C.C. PROMOTIONS 522000 RETIREMENT CONTRIBUTIONS 4,376 3,965 90.6% 411 3RD 4614 C.C. PROMOTIONS 523000 LIFE & HEALTH INSURANCE 18,616 14,683 78.9% 3,933 3RD 4614 C.C. PROMOTIONS 523012 CONTRA L& H INS (REBATE) ‐ (1,111) ‐ 1,111 3RD 4614 C.C. PROMOTIONS 524000 WORKERS' COMPENSATION 228 228 100.0% ‐ 3RD 4614 C.C. PROMOTIONS 534002 CS‐ADVERTISING 502,675 56,510 11.2% 446,165 3RD 4614 C.C. PROMOTIONS 534009 CS‐PUBLIC RELATIONS ‐ ‐ ‐ ‐ 3RD 4614 C.C. PROMOTIONS 540001 TRAVEL IN‐COUNTY 1,000 ‐ 0.0% 1,000 3RD 4614 C.C. PROMOTIONS 540002 TRAVEL OUT‐OF‐COUNTY 10,000 6,507 65.1% 3,493 3RD 4614 C.C. PROMOTIONS 540005 TRAVEL LODGING EXPENSES 7,500 6,843 91.2% 657 3RD 4614 C.C. PROMOTIONS 541010 COMMUNICATIONS SERVICE 1,000 ‐ 0.0% 1,000 3RD 4614 C.C. PROMOTIONS 541011 CELLULAR PHONES/PAGERS 1,000 ‐ 0.0% 1,000 3RD 4614 C.C. PROMOTIONS 542001 POSTAGE/FREIGHT CHARGES 5,000 371 7.4% 4,629 3RD 4614 C.C. PROMOTIONS 545990 INSURANCE‐OTHER 278 278 100.0% ‐ 3RD 4614 C.C. PROMOTIONS 547002 PRINTING & BINDING 85,000 638 0.8% 84,362 3RD 4614 C.C. PROMOTIONS 548001 PROMOTIONAL ACTIVITIES 20,000 23,681 118.4% (3,681) 3RD 4614 C.C. PROMOTIONS 548002 EVENT PROMOTIONAL ACTIVTY 10,000 ‐ 0.0% 10,000 3RD 4614 C.C. PROMOTIONS 548003 TRADE SHOW FEES 39,200 18,191 46.4% 21,009 3RD 4614 C.C. PROMOTIONS 548010 AGENCY BASE SVCS‐MONTHLY 182,325 107,631 59.0% 74,694 3RD 4614 C.C. PROMOTIONS 548020 WEBSITE DEV & MAINTENANCE 50,000 12,887 25.8% 37,113 3RD 4614 C.C. PROMOTIONS 548040 PUBLIC RELATIONS 170,000 8,618 5.1% 161,382 3RD 4614 C.C. PROMOTIONS 548048 GROUP & CONVEN CAMPAIGN 20,000 5,000 3RD 4614 C.C. PROMOTIONS 548050 SPONSORSHIPS 175,000 128,402 73.4% 46,598 3RD 4614 C.C. PROMOTIONS 548060 SPECIAL EVENTS 200,000 20,345 10.2% 179,655 3RD 4614 C.C. PROMOTIONS 548070 ADVERTISING 70,000 2,993 4.3% 67,008 3RD 4614 C.C. PROMOTIONS 549900 MISCELLANEOUS CHARGES 1,000 ‐ 0.0% 1,000 3RD 4614 C.C. PROMOTIONS 549904 JOB LISTING EXPENSES 1,000 ‐ 0.0% 1,000 3RD 4614 C.C. PROMOTIONS 549905 MOTOR VEHICLE REPORTS ‐ 10 ‐ (10) Packet Pg. 3RD 4614 C.C. PROMOTIONS 549906 BACKGROUND CHECKS 1,000 82 8.2% 918 3RD 4614 C.C. PROMOTIONS 552801 COMPUTER SOFTWARE 3,000 1,556 51.9% 1,444 Packet 3RD 4614 C.C. PROMOTIONS 552990 OTHER SUPPLIES 1,500 ‐ 0.0% 1,500 569 Pg. 37 3RD 4614 C.C. PROMOTIONS 554001 BOOK/PUB/SUB/MEMBERSHIPS 10,000 9,610 96.1% 390 3RD 4614 C.C. PROMOTIONS 555001 TRAINING/EDUCATION EXPENS 25,000 9,750 39.0% 15,250 3.a.4 4614 Total 1,706,641 512,788 30.0% 1,178,853 Attachment: 4th Quarter Expenses for BoCC - Detail (2192 : Tax Receipt, STR and Expenditures Reports)  TDD FUND 460 EXPENSE FYE13 FISCAL YEAR END 9/30/2013 as of 10/4/2013 Cent Dept Dept Title Account Account Title Budget Spent %Spent Balance 3RD 4615 C.C. ADMINISTRATION 512010 SALARIES/WAGES‐FULL‐TIME 616,418 555,760 90.2% 60,658 3RD 4615 C.C. ADMINISTRATION 512020 SALARIES/WAGES‐PART‐TIME 52,367 34,164 65.2% 18,203 3RD 4615 C.C. ADMINISTRATION 514010 OVERTIME 15,000 15,856 105.7% (856) 3RD 4615 C.C. ADMINISTRATION 521000 FICA TAXES 52,309 44,093 84.3% 8,216 3RD 4615 C.C. ADMINISTRATION 522000 RETIREMENT CONTRIBUTIONS 35,571 33,716 94.8% 1,855 3RD 4615 C.C. ADMINISTRATION 523000 LIFE & HEALTH INSURANCE 112,000 97,733 87.3% 14,268 3RD 4615 C.C. ADMINISTRATION 523012 CONTRA L& H INS (REBATE) ‐ (6,731) ‐ 6,731 3RD 4615 C.C. ADMINISTRATION 524000 WORKERS' COMPENSATION 12,765 12,765 100.0% ‐ 3RD 4615 C.C. ADMINISTRATION 525000 UNEMPLOYMENT COMPENSATION 8,000 6,138 76.7% 1,862 3RD 4615 C.C. ADMINISTRATION 531002 PS‐OTHER ATTORNEY SVCS 22,000 ‐ 0.0% 22,000 3RD 4615 C.C. ADMINISTRATION 534001 CS‐GENERAL FUND ADMIN 176,235 176,235 100.0% ‐ 3RD 4615 C.C. ADMINISTRATION 534500 CS‐PERSONNEL 5,000 ‐ 0.0% 5,000 3RD 4615 C.C. ADMINISTRATION 534752 CS‐CATERING 10,000 ‐ 0.0% 10,000 3RD 4615 C.C. ADMINISTRATION 534900 CS‐OTHER 10,000 ‐ 0.0% 10,000 3RD 4615 C.C. ADMINISTRATION 540001 TRAVEL IN‐COUNTY 500 ‐ 0.0% 500 3RD 4615 C.C. ADMINISTRATION 540002 TRAVEL OUT‐OF‐COUNTY 500 571 114.1% (71) 3RD 4615 C.C. ADMINISTRATION 541010 COMMUNICATIONS SERVICE 1,000 837 83.7% 163 3RD 4615 C.C. ADMINISTRATION 541011 CELLULAR PHONES/PAGERS 3,000 2,850 95.0% 150 3RD 4615 C.C. ADMINISTRATION 542001 POSTAGE/FREIGHT CHARGES 2,500 310 12.4% 2,190 3RD 4615 C.C. ADMINISTRATION 544640 R/L‐EQUIPMENT 1,000 918 91.8% 82 3RD 4615 C.C. ADMINISTRATION 545990 INSURANCE‐OTHER 95,130 95,130 100.0% ‐ 3RD 4615 C.C. ADMINISTRATION 546050 RM‐OFFICE MACHINES 3,000 1,644 54.8% 1,356 3RD 4615 C.C. ADMINISTRATION 547002 PRINTING & BINDING 5,000 2,500 50.0% 2,500 3RD 4615 C.C. ADMINISTRATION 549122 BANK CHARGES 14,000 6,066 43.3% 7,934 3RD 4615 C.C. ADMINISTRATION 549520 ADMINISTRATIVE CHARGES 63,000 70,433 111.8% (7,433) 3RD 4615 C.C. ADMINISTRATION 549900 MISCELLANEOUS CHARGES 5,000 63 1.3% 4,938 3RD 4615 C.C. ADMINISTRATION 549901 LEGAL ADVERTISING 2,500 27 1.1% 2,473 3RD 4615 C.C. ADMINISTRATION 549904 JOB LISTING EXPENSES 1,000 ‐ 0.0% 1,000 3RD 4615 C.C. ADMINISTRATION 549905 MOTOR VEHICLE REPORTS 200 80 40.0% 120 Packet Pg. 3RD 4615 C.C. ADMINISTRATION 549906 BACKGROUND CHECKS 600 526 87.7% 74 3RD 4615 C.C. ADMINISTRATION 551001 OFFICE SUPPLIES 10,000 5,070 50.7% 4,930 Packet 3RD 4615 C.C. ADMINISTRATION 552100 CLOTHING/WEARING APPAREL 3,000 2,019 67.3% 981 570 Pg. 38 3RD 4615 C.C. ADMINISTRATION 552200 SAFETY SUPPLIES 1,000 47 4.7% 953 3RD 4615 C.C. ADMINISTRATION 552500 TOOLS & SMALL IMPLEMENTS 500 ‐ 0.0% 500 3.a.4 3RD 4615 C.C. ADMINISTRATION 552600 MEDICAL SUPPLIES 500 ‐ 0.0% 500 3RD 4615 C.C. ADMINISTRATION 552800 Attachment: 4th Quarter ExpensesCOMPUTER for BoCC -SUPPLIES Detail (2192 : Tax Receipt, STR7,000 5,643 Reports) and Expenditures 80.6% 1,357  TDD FUND 460 EXPENSE FYE13 FISCAL YEAR END 9/30/2013 as of 10/4/2013 Cent Dept Dept Title Account Account Title Budget Spent %Spent Balance 3RD 4615 C.C. ADMINISTRATION 552990 OTHER SUPPLIES 1,500 14 0.9% 1,486 3RD 4615 C.C. ADMINISTRATION 554001 BOOK/PUB/SUB/MEMBERSHIPS 2,000 1,445 72.2% 555 3RD 4615 C.C. ADMINISTRATION 555001 TRAINING/EDUCATION EXPENS 3,000 2,359 78.6% 641 3RD 4615 C.C. ADMINISTRATION 559001 DEPRECIATION EXPENSE ‐ ‐ ‐ ‐ 3RD 4615 C.C. ADMINISTRATION 564703 COMPUTER EQUIPMENT 15,500 15,310 98.8% 190 4615 Total 1,369,595 1,183,588 86.4% 186,007 3RD 4616 C.C. CAPITAL (4TH TDT) 562753 BRANDING SIGNAGE 15,000 3,255 21.7% 11,745 3RD 4616 C.C. CAPITAL (4TH TDT) 563790 OTHER IMPROVEMENTS 448,746 72,301 16.1% 376,445 4616 Total 463,746 75,556 16.3% 388,190 Packet Pg. Packet 571 Pg. 39 3.a.4 Attachment: 4th Quarter Expenses for BoCC - Detail (2192 : Tax Receipt, STR and Expenditures Reports)  TDD FUND 460 EXPENSE FYE13 FISCAL YEAR END 9/30/2013 as of 10/4/2013 Cent Dept Dept Title Account Account Title Budget Spent %Spent Balance 3RD 4617 C.C. OPERATIONS 532001 ACCOUNTING & AUDITING 1,500 1,500 100.0% ‐ 3RD 4617 C.C. OPERATIONS 534200 CS‐SECURITY 24,000 28,661 119.4% (4,661) 3RD 4617 C.C. OPERATIONS 534207 CS‐SECURITY‐SHERIFF 5,000 ‐ 0.0% 5,000 3RD 4617 C.C. OPERATIONS 534500 CS‐PERSONNEL 59,000 74,774 126.7% (15,774) 3RD 4617 C.C. OPERATIONS 534750 CS‐MASS TRANSIT 5,000 ‐ 0.0% 5,000 3RD 4617 C.C. OPERATIONS 534751 CS‐RIGGING/PRODUCTION 5,000 ‐ 0.0% 5,000 3RD 4617 C.C. OPERATIONS 534752 CS‐CATERING 22,000 4,790 21.8% 17,210 3RD 4617 C.C. OPERATIONS 534753 CS‐ELECTRICAL CONTRACTING 5,000 ‐ 0.0% 5,000 3RD 4617 C.C. OPERATIONS 534754 CS‐SHOW DECORATIONS 2,000 ‐ 0.0% 2,000 3RD 4617 C.C. OPERATIONS 534755 CS‐AUDIO/VIDEO 40,000 1,086 2.7% 38,914 3RD 4617 C.C. OPERATIONS 534756 CS‐LINEN SERVICE 7,000 3,352 47.9% 3,648 3RD 4617 C.C. OPERATIONS 534757 CS‐ENTERTAINMENT 231,000 ‐ 0.0% 231,000 3RD 4617 C.C. OPERATIONS 534758 CS‐TICKET SALES 15,000 ‐ 0.0% 15,000 3RD 4617 C.C. OPERATIONS 534900 CS‐OTHER 5,000 7,310 146.2% (2,310) 3RD 4617 C.C. OPERATIONS 540001 TRAVEL IN‐COUNTY 500 ‐ 0.0% 500 3RD 4617 C.C. OPERATIONS 540002 TRAVEL OUT‐OF‐COUNTY 1,500 383 25.5% 1,117 3RD 4617 C.C. OPERATIONS 540005 TRAVEL LODGING EXPENSES 1,000 ‐ 0.0% 1,000 3RD 4617 C.C. OPERATIONS 544640 R/L‐EQUIPMENT 15,000 6,489 43.3% 8,511 3RD 4617 C.C. OPERATIONS 546900 RM‐TECHINCAL SUPT SERVICE 5,000 ‐ 0.0% 5,000 3RD 4617 C.C. OPERATIONS 549900 MISCELLANEOUS CHARGES 30,000 2,993 10.0% 27,008 3RD 4617 C.C. OPERATIONS 552014 GASOLINE & SPECIAL FUELS 1,000 ‐ 0.0% 1,000 3RD 4617 C.C. OPERATIONS 552751 C.C. SPECIAL EVENTS 82,185 51,483 62.6% 30,702 3RD 4617 C.C. OPERATIONS 552801 COMPUTER SOFTWARE 8,000 6,930 86.6% 1,070 3RD 4617 C.C. OPERATIONS 552990 OTHER SUPPLIES 3,000 2,508 83.6% 492 3RD 4617 C.C. OPERATIONS 555001 TRAINING/EDUCATION EXPENS 2,000 ‐ 0.0% 2,000 3RD 4617 C.C. OPERATIONS 564751 C.C. SPECIAL EVENTS 60,900 28,034 46.0% 32,866 3RD 4617 C.C. OPERATIONS 581210 DESTIN FIRE DEPARTMENT ‐ ‐ ‐ ‐ 3RD 4617 C.C. OPERATIONS 599144 RESERVE‐CONV CTR OPERS 506,037 ‐ 0.0% 506,037 4617 Total 1,142,622 220,293 19.3% 922,329 Packet Pg. Packet 572 Pg. 40 3.a.4 Attachment: 4th Quarter Expenses for BoCC - Detail (2192 : Tax Receipt, STR and Expenditures Reports)  TDD FUND 460 EXPENSE FYE13 FISCAL YEAR END 9/30/2013 as of 10/4/2013 Cent Dept Dept Title Account Account Title Budget Spent %Spent Balance 3RD 4618 C.C. MAINTENANCE 534500 CS‐PERSONNEL 14,000 19,150 136.8% (5,150) 3RD 4618 C.C. MAINTENANCE 534550 CS‐UNIFORMS 8,000 7,460 93.2% 540 3RD 4618 C.C. MAINTENANCE 534607 CS‐LAWN SERVICE 5,000 6,370 127.4% (1,370) 3RD 4618 C.C. MAINTENANCE 534900 CS‐OTHER 5,000 450 9.0% 4,550 3RD 4618 C.C. MAINTENANCE 540001 TRAVEL IN‐COUNTY 1,000 ‐ 0.0% 1,000 3RD 4618 C.C. MAINTENANCE 540002 TRAVEL OUT‐OF‐COUNTY 1,500 ‐ 0.0% 1,500 3RD 4618 C.C. MAINTENANCE 540005 TRAVEL LODGING EXPENSES 1,000 ‐ 0.0% 1,000 3RD 4618 C.C. MAINTENANCE 543001 UTILITIES‐ELECTRIC 260,000 226,560 87.1% 33,440 3RD 4618 C.C. MAINTENANCE 543002 UTILITIES‐WATER 2,000 1,536 76.8% 464 3RD 4618 C.C. MAINTENANCE 543004 UTILITIES‐GARBAGE 14,000 16,301 116.4% (2,301) 3RD 4618 C.C. MAINTENANCE 543005 UTILITIES‐GAS 15,000 4,644 31.0% 10,356 3RD 4618 C.C. MAINTENANCE 543010 UTILITIES‐WATER & SEWER 22,000 25,341 115.2% (3,341) 3RD 4618 C.C. MAINTENANCE 544640 R/L‐EQUIPMENT 10,000 541 5.4% 9,459 3RD 4618 C.C. MAINTENANCE 546620 RM‐FACILITIES 125,555 121,444 96.7% 4,111 3RD 4618 C.C. MAINTENANCE 546640 RM‐EQUIPMENT 42,000 22,515 53.6% 19,485 3RD 4618 C.C. MAINTENANCE 546644 RM‐VEHICLES‐FLEET 4,344 3,561 82.0% 783 3RD 4618 C.C. MAINTENANCE 546645 RM‐MOTOR VEHICLE 1,200 ‐ 0.0% 1,200 3RD 4618 C.C. MAINTENANCE 552010 FLEET FUEL 7,321 3,947 53.9% 3,374 3RD 4618 C.C. MAINTENANCE 552014 GASOLINE & SPECIAL FUELS 100 ‐ 0.0% 100 3RD 4618 C.C. MAINTENANCE 552500 TOOLS & SMALL IMPLEMENTS 3,000 1,528 50.9% 1,472 3RD 4618 C.C. MAINTENANCE 552700 JANITORIAL SUPPLIES 12,000 12,835 107.0% (835) 3RD 4618 C.C. MAINTENANCE 552751 C.C. SPECIAL EVENTS 13,000 15,896 122.3% (2,896) 3RD 4618 C.C. MAINTENANCE 552990 OTHER SUPPLIES 2,000 ‐ 0.0% 2,000 3RD 4618 C.C. MAINTENANCE 555001 TRAINING/EDUCATION EXPENS 2,000 ‐ 0.0% 2,000 3RD 4618 C.C. MAINTENANCE 564751 C.C. SPECIAL EVENTS 23,000 ‐ 0.0% 23,000 4618 Total 594,020 490,080 82.5% 103,940 3RD 4697 ADJUSTMENT DEPARTMENT 564905 EQUIPMENT‐CONTRA ‐ (9,410) ‐ 9,410 4697 Total ‐ (9,410) 9,410 3RD 4698 INTERFUND TRANSFER 591001 BT‐GENERAL FUND 428,126 428,126 100.0% ‐ Packet Pg. 4698 Total 428,126 428,126 100.0% ‐ 3RD Total 5,704,750 2,901,021 50.9% 2,788,729 Packet 573 Pg. 41 3.a.4 Attachment: 4th Quarter Expenses for BoCC - Detail (2192 : Tax Receipt, STR and Expenditures Reports)  TDD FUND 460 EXPENSE FYE13 FISCAL YEAR END 9/30/2013 as of 10/4/2013 Cent Dept Dept Title Account Account Title Budget Spent %Spent Balance 4TH 4601 4TH TDT‐DEBT 549520 ADMINISTRATIVE CHARGES 63,000 70,433 111.8% (7,433) 4TH 4601 4TH TDT‐DEBT 562752 PORTE COCHERE 1,000,000 ‐ 0.0% 1,000,000 4TH 4601 4TH TDT‐DEBT 563710 OUTDOOR EXHIBITION PAD 800,000 8,850 1.1% 791,150 4TH 4601 4TH TDT‐DEBT 564751 C.C. SPECIAL EVENTS 150,000 ‐ 0.0% 150,000 4TH 4601 4TH TDT‐DEBT 571900 OTHER PRINCIPAL 2,400,000 1,530,000 63.8% 870,000 4TH 4601 4TH TDT‐DEBT 572900 OTHER INTEREST 25,000 4,185 16.7% 20,815 4TH 4601 4TH TDT‐DEBT 573104 4TH CENT SERIES 2000 1,000 ‐ 0.0% 1,000 4TH 4601 4TH TDT‐DEBT 599200 RESERVE‐DEBT SERVICE 992,875 ‐ 0.0% 992,875 4TH 4601 4TH TDT‐DEBT 599901 RESERVE‐RENEWAL & REPLACE 250,000 ‐ 0.0% 250,000 4TH Total 5,681,875 1,613,468 28.4% 4,068,407 Fund Total 11,386,625 4,514,489 39.6% 6,857,136 Packet Pg. Packet 574 Pg. 42 3.a.4 Attachment: 4th Quarter Expenses for BoCC - Detail (2192 : Tax Receipt, STR and Expenditures Reports)  TDD FUND 104 EXPENSE FYE13 FISCAL YEAR END 9/30/2013 as of 10/4/2013 Cent Dept Dept Title Account Account Title Budget Spent %Spent Balance 5TH 1151 5TH TDT‐TOURISM PROMOTION 512010 SALARIES/WAGES‐FULL‐TIME 321,455 298,486 92.9% 22,969 5TH 1151 5TH TDT‐TOURISM PROMOTION 512020 SALARIES/WAGES‐PART‐TIME 25,197 19,962 79.2% 5,235 5TH 1151 5TH TDT‐TOURISM PROMOTION 514010 OVERTIME ‐ 66 ‐ (66) 5TH 1151 5TH TDT‐TOURISM PROMOTION 521000 FICA TAXES 26,519 23,624 89.1% 2,895 5TH 1151 5TH TDT‐TOURISM PROMOTION 522000 RETIREMENT CONTRIBUTIONS 19,341 22,180 114.7% (2,839) 5TH 1151 5TH TDT‐TOURISM PROMOTION 523000 LIFE & HEALTH INSURANCE 57,450 61,591 107.2% (4,141) 5TH 1151 5TH TDT‐TOURISM PROMOTION 523012 CONTRA L& H INS (REBATE) ‐ (4,540) ‐ 4,540 5TH 1151 5TH TDT‐TOURISM PROMOTION 524000 WORKERS' COMPENSATION 1,266 1,266 100.0% ‐ 5TH 1151 5TH TDT‐TOURISM PROMOTION 534002 CS‐ADVERTISING 757,575 379,475 50.1% 378,100 5TH 1151 5TH TDT‐TOURISM PROMOTION 534009 CS‐PUBLIC RELATIONS 1,000 681 68.1% 319 5TH 1151 5TH TDT‐TOURISM PROMOTION 534018 CS‐CHAMBER OF COMMERCE 40,000 30,000 75.0% 10,000 5TH 1151 5TH TDT‐TOURISM PROMOTION 534500 CS‐PERSONNEL 45,000 32,792 72.9% 12,208 5TH 1151 5TH TDT‐TOURISM PROMOTION 534600 CS‐JANITORIAL 11,250 ‐ 0.0% 11,250 5TH 1151 5TH TDT‐TOURISM PROMOTION 534900 CS‐OTHER 1,100 110 10.0% 990 5TH 1151 5TH TDT‐TOURISM PROMOTION 540001 TRAVEL IN‐COUNTY ‐ 201 ‐ (201) 5TH 1151 5TH TDT‐TOURISM PROMOTION 540002 TRAVEL OUT‐OF‐COUNTY 1,300 285 21.9% 1,015 5TH 1151 5TH TDT‐TOURISM PROMOTION 540005 TRAVEL LODGING EXPENSES 1,400 ‐ 0.0% 1,400 5TH 1151 5TH TDT‐TOURISM PROMOTION 541010 COMMUNICATIONS SERVICE 3,600 4,706 130.7% (1,106) 5TH 1151 5TH TDT‐TOURISM PROMOTION 542001 POSTAGE/FREIGHT CHARGES 59,500 30,843 51.8% 28,657 5TH 1151 5TH TDT‐TOURISM PROMOTION 544620 R/L‐BUILDINGS 5,000 9,593 191.9% (4,593) 5TH 1151 5TH TDT‐TOURISM PROMOTION 544640 R/L‐EQUIPMENT 2,500 675 27.0% 1,825 5TH 1151 5TH TDT‐TOURISM PROMOTION 545990 INSURANCE‐OTHER 53,290 51,441 96.5% 1,849 5TH 1151 5TH TDT‐TOURISM PROMOTION 547002 PRINTING & BINDING 110,000 86,072 78.2% 23,929 5TH 1151 5TH TDT‐TOURISM PROMOTION 548001 PROMOTIONAL ACTIVITIES 329,400 14,026 4.3% 315,374 5TH 1151 5TH TDT‐TOURISM PROMOTION 548002 FALL CAMPAIGN 182,325 107,631 74,694 5TH 1151 5TH TDT‐TOURISM PROMOTION 548010 AGENCY BASE SVCS‐MONTHLY 50,000 61,069 122.1% (11,069) 5TH 1151 5TH TDT‐TOURISM PROMOTION 548020 WEBSITE DEV & MAINTENANCE 124,000 23,990 19.3% 100,010 5TH 1151 5TH TDT‐TOURISM PROMOTION 548040 PUBLIC RELATIONS 300,000 ‐ 0.0% 300,000 5TH 1151 5TH TDT‐TOURISM PROMOTION 549520 ADMINISTRATIVE CHARGES 63,000 60,430 95.9% 2,570 Packet Pg. 5TH 1151 5TH TDT‐TOURISM PROMOTION 549900 MISCELLANEOUS CHARGES 500 ‐ 0.0% 500 5TH 1151 5TH TDT‐TOURISM PROMOTION 549904 JOB LISTING EXPENSES 300 ‐ 0.0% 300 5TH 1151 5TH TDT‐TOURISM PROMOTION 549905 MOTOR VEHICLE REPORTS 25 8 32.0% 17 Packet 5TH 1151 5TH TDT‐TOURISM PROMOTION 549906 BACKGROUND CHECKS 200 361 180.3% (161) 575 Pg. 43 5TH 1151 5TH TDT‐TOURISM PROMOTION 549964 DISPOSAL OF FIXED ASSETS 45,800 594,800 1298.7% (549,000) 3.a.4 Attachment: 4th Quarter Expenses for BoCC - Detail (2192 : Tax Receipt, STR and Expenditures Reports)  TDD FUND 104 EXPENSE FYE13 FISCAL YEAR END 9/30/2013 as of 10/4/2013 Cent Dept Dept Title Account Account Title Budget Spent %Spent Balance 5TH 1151 5TH TDT‐TOURISM PROMOTION 551001 OFFICE SUPPLIES 7,000 11,024 157.5% (4,024) 5TH 1151 5TH TDT‐TOURISM PROMOTION 552800 COMPUTER SUPPLIES 1,200 1,280 106.6% (80) 5TH 1151 5TH TDT‐TOURISM PROMOTION 552801 COMPUTER SOFTWARE 1,500 ‐ 0.0% 1,500 5TH 1151 5TH TDT‐TOURISM PROMOTION 552990 OTHER SUPPLIES 950 130 13.7% 820 5TH 1151 5TH TDT‐TOURISM PROMOTION 554001 BOOK/PUB/SUB/MEMBERSHIPS 5,200 5,169 99.4% 31 5TH 1151 5TH TDT‐TOURISM PROMOTION 555001 TRAINING/EDUCATION EXPENS 3,550 433 12.2% 3,117 5TH 1151 5TH TDT‐TOURISM PROMOTION 599010 RESERVE/CASH CARRYFORWARD 815,134 ‐ 0.0% 815,134 5TH 1151 5TH TDT‐TOURISM PROMOTION 599090 RESERVE FOR CONTINGENCIES 374,853 ‐ 0.0% 374,853 1151 Total 3,848,680 1,929,856 50.1% 1,918,824 5TH 1154 5TH TDT‐CVB 534002 CS‐ADVERTISING ‐ ‐ ‐ ‐ 5TH 1154 5TH TDT‐CVB 540001 TRAVEL IN‐COUNTY 1,000 ‐ 0.0% 1,000 5TH 1154 5TH TDT‐CVB 540002 TRAVEL OUT‐OF‐COUNTY 19,500 7,737 39.7% 11,763 5TH 1154 5TH TDT‐CVB 540005 TRAVEL LODGING EXPENSES 15,000 6,985 46.6% 8,015 5TH 1154 5TH TDT‐CVB 542001 POSTAGE/FREIGHT CHARGES 6,200 887 14.3% 5,313 5TH 1154 5TH TDT‐CVB 547002 PRINTING & BINDING 4,500 1,041 23.1% 3,459 5TH 1154 5TH TDT‐CVB 548001 PROMOTIONAL ACTIVITIES 18,500 18,594 100.5% (94) 5TH 1154 5TH TDT‐CVB 548003 TRADE SHOW FEES 16,000 18,493 115.6% (2,493) 5TH 1154 5TH TDT‐CVB 548070 ADVERTISING 31,000 24,419 78.8% 6,581 5TH 1154 5TH TDT‐CVB 549900 MISCELLANEOUS CHARGES ‐ 12 ‐ (12) 5TH 1154 5TH TDT‐CVB 551001 OFFICE SUPPLIES 750 58 7.7% 692 5TH 1154 5TH TDT‐CVB 554001 BOOK/PUB/SUB/MEMBERSHIPS 5,000 5,609 112.2% (609) 5TH 1154 5TH TDT‐CVB 555001 TRAINING/EDUCATION EXPENS 4,000 3,304 82.6% 696 1154 Total 121,450 87,138 71.7% 34,312 Packet Pg. Packet 576 Pg. 44 3.a.4 Attachment: 4th Quarter Expenses for BoCC - Detail (2192 : Tax Receipt, STR and Expenditures Reports)  TDD FUND 104 EXPENSE FYE13 FISCAL YEAR END 9/30/2013 as of 10/4/2013 Cent Dept Dept Title Account Account Title Budget Spent %Spent Balance 5TH 1155 5TH TDT‐FILM COMMISSION 534002 CS‐ADVERTISING 5,000 4,068 81.4% 932 5TH 1155 5TH TDT‐FILM COMMISSION 534003 CS‐CONSULTING 38,000 35,072 92.3% 2,928 5TH 1155 5TH TDT‐FILM COMMISSION 540002 TRAVEL OUT‐OF‐COUNTY 2,900 3,320 114.5% (420) 5TH 1155 5TH TDT‐FILM COMMISSION 540005 TRAVEL LODGING EXPENSES 2,100 3,228 153.7% (1,128) 5TH 1155 5TH TDT‐FILM COMMISSION 542001 POSTAGE/FREIGHT CHARGES 1,200 ‐ 0.0% 1,200 5TH 1155 5TH TDT‐FILM COMMISSION 546900 RM‐TECHINCAL SUPT SERVICE 900 900 100.0% ‐ 5TH 1155 5TH TDT‐FILM COMMISSION 547002 PRINTING & BINDING 2,100 115 5.5% 1,985 5TH 1155 5TH TDT‐FILM COMMISSION 548001 PROMOTIONAL ACTIVITIES 3,200 2,473 77.3% 727 5TH 1155 5TH TDT‐FILM COMMISSION 548003 TRADE SHOW FEES 1,900 4,250 223.7% (2,350) 5TH 1155 5TH TDT‐FILM COMMISSION 548070 ADVERTISING 3,000 ‐ 0.0% 3,000 5TH 1155 5TH TDT‐FILM COMMISSION 554001 BOOK/PUB/SUB/MEMBERSHIPS 300 ‐ 0.0% 300 1155 Total 60,600 53,427 88.2% 7,173 5TH 1199 RESERVES/MISCELLANEOUS 599090 RESERVE FOR CONTINGENCIES 84,000 ‐ 0.0% 84,000 5TH 1199 RESERVES/MISCELLANEOUS 599145 RESERVE‐TOURIST DEVELOP 1,000,000 ‐ 0.0% 1,000,000 1199 Total 1,084,000 ‐ 0.0% 1,084,000 5TH Total 5,114,730 2,070,421 40.5% 3,044,309 FUND Total 26,577,238 12,538,819 14,038,548 Packet Pg. Packet 577 Pg. 45 3.a.4 Attachment: 4th Quarter Expenses for BoCC - Detail (2192 : Tax Receipt, STR and Expenditures Reports)  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: March 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Ed Schroeder SUBJECT: Tourist Development Tax Financial Update DEPARTMENT: Tourist Development Department BCC DISTRICT: STATEMENT OF ISSUE: As required by F.S. 125.0104(4)(e), Ordinance 12-21, and the TDD Operations & Procedures Manual, the Tourist Development Council (TDC) and Board of County Commissioners (BCC) shall review expenditure reports at least quarterly. BACKGROUND: Expenditure reports were previously provided by the Clerk’s office and formatted by tourist development department staff into two reports: a summary report by bed tax “penny” and a detailed report by budget line item. As no provision regarding format or presentation is prescribed by regulation, the new Finance, Administration, and Compliance Manager formatted the expenditure report in a manner which aggregates budget to actual information for the tourist development department as well as by categories within each bed tax percentage (the “level of restriction”). To provide the most up-to-date information, data was pulled from the accounting system on February 22 (rather than using January 31 month-end data). The Tourist Development Council discussed the new format and unanimously approved the Financial Update at its February 27, 2014 meeting. Financial updates will be provided at each TDC meeting (currently scheduled monthly) and provided to the BCC quarterly. OPTIONS: Approve or Disapprove RECOMMENDATION: Approve quarterly financial update. RECOMMENDED BY: Packet Pg. 578 APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 579 Financial Update February 2014 FY 2013-14 AMENDED BUDGET: $36,713,969 Financial data as of 02/22/14 The adopted budget of $33,967,750 has been amended during the year to record BP grant funds for marketing, FDEP grant funds for Okaloosa Island dune walkovers, FDOT grant funds for seasonal transit service on Okaloosa Island and Destin, and general reserve carryforwards. The tourist development department has three recurring revenue sources – tourist development tax (5 percent), convention center fees (e.g. room & equipment rentals, ticket sales), and interest income on cash balances – along with two non-recurring revenue sources – grants & assessments (BP, FDOT, FDEP, MSBU) and reserves. Reserves are the largest component of budgeted revenues because the budget reflects anticipated revenues as well as current cash on hand. Reserves/cash on hand is a budget “placeholder” and represents the accumulation of unspent prior year bed tax dollars; it’s not an actual source of incoming revenues for the year. Tourist development taxes comprise the largest part of actual annual revenue collections. Each percentage is anticipated to generate $2.4M, for a total of $12M in bed taxes. Lodging establishments remit bed tax collections to the tax collector by the 20th of each month for the preceding month. The tax collector reconciles and remits the revenues to the County by the 10th of the following month. Due to the timing of this process, the $1.2M in actual revenue only represents collections through December 31st. February 24, 2014 Packet Tourist Development Department, Okaloosa Pg.FL580 County, Financial Update – February 2014 The tourist development department has several recurring expenses – personnel, beaches & parks, visitor services & lifeguards, convention center, and tourism promotion – along with two non-recurring expenses – grants & assessments and reserves. Reserves are the largest component of budgeted expenses because budgeted expenses must equal budgeted revenues. The budgeted use/drawdown of reserves is reflected in the amount by which budgeted reserves expenses are less than budgeted reserves revenues: $21M reserve revenue – $15M reserve expenses = $6M use/drawdown for capital projects Each percentage of the bed tax is required to be spent in a certain way per County Ordinance. February 24, 2014 Tourist Development Department, Okaloosa County, FL 2 of 5 Packet Pg. 581 Financial Update – February 2014 FIRST PERCENTAGE (These permissible uses are intended to be representative, not all-inclusive)  beach park facilities or beach improvements  beach & waterway maintenance, renourishment, restoration, enhancement, access  tourist destination facilities SECOND PERCENTAGE (These permissible uses are intended to be representative, not all-inclusive)  visitor services, brochure distribution, communication and research  tourist bureau administration  lifeguard services and protection February 24, 2014 Tourist Development Department, Okaloosa County, FL 3 of 5 Packet Pg. 582 Financial Update – February 2014 THIRD PERCENTAGE (These permissible uses are intended to be representative, not all-inclusive)  operations, maintenance, improvement of Visitor Welcome or Information Centers, Convention Center, and Tourist Destination Facilities FOURTH PERCENTAGE (These permissible uses are intended to be representative, not all-inclusive)  expansion, renovation, reconstruction of the convention center and outdoor venues February 24, 2014 Tourist Development Department, Okaloosa County, FL 4 of 5 Packet Pg. 583 Financial Update – February 2014 FIFTH PERCENTAGE (These permissible uses are intended to be representative, not all-inclusive)  tourism promotion STRATEGIC MARKETING PLAN: $2,600,000 The FY 2014 Strategic Marketing Plan was approved by the Board of County Commissioners in November 2013. A task order is required for all promotional activities under the SMP, and is the mechanism for actually authorizing individual promotional expenses/activities. To date, task orders in the amount of $2.4M have been issued to the ad agency and $374K has been approved for payment. A revised ad agency marketing plan as well as an in-house marketing plan are being brought forth for TDC consideration and recommendation for BCC approval to ensure marketing/promotional opportunities reflect current needs to promote the area and increase lodging occupancy in the taxing district. BP SPEND PLAN: $957,471 The FY 2014 BP Spend Plan was approved by the Board of County Commissioners in November 2013. Task orders have been issued for all recovered funds and $51K has been approved for payment to date. Funding has been reallocated from brand television to brand photography as a result of the recent change in the Emerald Coast brand (e.g. style, color, fonts). All monies must be expended no later than March 31, 2014. February 24, 2014 Tourist Development Department, Okaloosa County, FL 5 of 5 Packet Pg. 584  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: March 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Ed Schroeder SUBJECT: Reallocation of First Percentage Reserves DEPARTMENT: Tourist Development Department BCC DISTRICT: STATEMENT OF ISSUE: Pursuant to Section D.200(1)(e) of the Tourist Development Department Operations and Procedures Manual, allocation of reserve funds requires recommendation from the Council and Board action. BACKGROUND: In April 2012 the County entered into an interlocal agreement for the Western Destin Beach Restoration Project in an amount not to exceed $8 million dollars. The project was not budgeted in FY14 and the FY13 available balance of $562,103 was carried forward in cash. These remaining funds need to be transferred from the 1175-599010 reserves account to the 1175-581702 project expenditures account to complete the project. The Tourist Development Council unanimously approved the reallocation of reserve funds at its February 27, 2014 meeting. OPTIONS: Approve or Disapprove RECOMMENDATION: Approve the reallocation of $562,103 in reserve funds to complete the Western Destin Beach Restoration Project. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 585  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: March 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Ed Schroeder SUBJECT: Pocket Ranger app advertising DEPARTMENT: Tourist Development Department BCC DISTRICT: STATEMENT OF ISSUE: Request approval for The Emerald Coast to be showcased as the signature beach in the Pocket Ranger app for the Florida State Parks at an annual cost of $15,000, payable in advance. BACKGROUND: State Parks nationwide outdraw all professional sports, theme parks, and National Parks combined with 310 million paid visits. The Florida Park Service is partnering with ParksByNature Network™ and PocketRanger.com to provide visitors and Florida state park enthusiasts with a free smartphone app. This interactive guide gives users access to all state parks and trails with detailed information, amenities, facility maps and directions. Users can plan an outdoor trip by searching for a park by GPS location or activity to find nearby locations to enjoy hiking, camping, boating, birding and more. Advanced GPS and GIS mapping technology allows users to track and record trails, mark waypoints and locate friends within the parks. Users can even cache GPS maps in advance to ensure that navigation remains possible in the event of lost mobile reception. The Emerald Coast has an opportunity to be showcased as the signature beach in the Pocket Ranger app for the State of Florida at an annual cost of $15,000. The Emerald Coast will be seen on every page of the Florida Official program in rotation, as well over key Static Pages exclusively, as well as the Prime intro Beaches splash page. The annual fee includes the following exposure to highlight The Emerald Coast as the destination of choice in Florida: • Coastal Beaches Florida- Title Full Page intro Sponsor Splash Page Beaches of Florida. • State Parks Region- Coastal Beaches- Prominent Static Banner R1 area Panhandle Sole Title Sponsor- Beaches and State Parks sections. • Escambia County Beaches- Prominent Static Banner including Gulf Islands National Seashore, and all county beaches; 45 pages/Static Banner. • Santa Rosa County Beaches- Prominent Static Banner including Navarre Beach Park; 11 Pages/Static Banner. • Okaloosa County Beaches- Prominent Front Static Banner including Gulf Islands National Seashore and all beaches in Okaloosa County; 27 Pages/Static Banner. • Walton County Beaches- Prominent Static Banner including Miramar Beach; 47 Pages/Static Banner. • Florida State Parks Statewide- Prominent front position rotation banner, all parks statewide- apps Android and Apple and Official State mobile web site. This position is the most visible Packet Pg. 586  banner location seen on the landing page and throughout the apps with the exception of exclusive static banner locations. • Activity Beach Florida State Park Sponsor- Prominent front Static banner -this position is the most visible banner location seen on the State Activity Page when keying in Beaches. • Regional Title Sponsor R1 Panhandle Prominent Front Static Banner -this position is on the map when keying R1 Emerald Coast will represent The Panhandle. • New York State Parks-Prominent front position rotation banner, all parks statewide- apps Android and Apple. This position is the most visible banner location seen on the landing page and throughout the apps with the exception of exclusive static banner locations. The New York exposure is being included as a bonus as New Yorkers are looking for alternatives as a result of Superstorm Sandy’s effects on the New Jersey shore. • 5 Proud Partner Posters for members as Proud Partner Florida State Parks. • Use of Proud Partner Link and logos for website, and printed materials. The In-House Strategic Marketing Plan includes a line item for Last Minutes Deals. To the greatest extent possible, such opportunities will be presented to the TDC for recommendation to the BCC for approval in advance. The TDC Chairman has been briefed on this opportunity and concurs with proceeding with BCC approval. The TDC will be updated on this opportunity at its next meeting on March 27, 2014. The $15K annual fee is due once The Emerald Coast banners are live on the aforementioned pages of the app. When questioned whether the County could pay monthly or quarterly in arrears, the ParksByNature representative advised the exposure is valued at $40K, but is being offered at $15K to get this initial partnership opportunity up and running. 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. OPTIONS: Approve or Disapprove RECOMMENDATION: Approve The Emerald Coast as the signature beach in the Pocket Ranger app for the Florida State Parks at an annual cost of $15,000, payable in advance once The Emerald Coast banners are live on the aforementioned pages of the app. RECOMMENDED BY: Packet Pg. 587 APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 588 Packet Pg. 589 Packet Pg. 590 Packet Pg. 591 Packet Pg. 592 Welcome to Florida State Parks Page 1 of 2 Mobile App Resources About State Parks & Trails Statewide Brochures Park Brochures Trail Brochures Mobile App State Parks Newsletter Connections Newsletter 75th Anniversary Recreation Lands Links Planning a trip to a state park or trail? Now, smartphone users can download the Florida State Park app for on-the-go information. The Florida Park Service is pleased to partner with ParksByNature Network™ and PocketRanger.com to provide visitors and Florida state park enthusiasts with a FREE smartphone app, available to download today. Packet Pg. 593 http://www.floridastateparks.org/resources/mobileapp.cfm 3/10/2014 Welcome to Florida State Parks Page 2 of 2 This interactive guide gives users access to all state parks and trails with detailed information, amenities, facility maps and directions. Plan that perfect outdoor trip by searching for a park by GPS location or activity to find nearby locations to enjoy hiking, camping, boating, birding and more. Once you're there, advanced GPS and GIS mapping technology allows you to track and record trails, mark waypoints and locate your friends within the parks. You can even cache GPS maps in advance to ensure that navigation remains possible in the event of lost mobile reception. The app provides plenty of other features to maximize outdoor adventure: • Educational info, amenities, maps & directions. • Real-time Calendar of Events. • News, advisories, and weather alerts. • Social networking and photo sharing. • Potentially life-saving Alert feature. • Advanced GPS mapping features. • Record trail distance and time elapsed. • Recall, post or share saved data. • Friend Finder. • Built-in compass. New! The Florida Department of Environmental Protection's Florida Coastal Management Program has expanded its Coastal Access Guide into an app for your iPhone or Android phone. Before you leave for the beach you can find public access points by region, or county. Just download the "Official Florida State Parks and Beaches" app and select Florida Coastal Beaches. The app divides Florida's more than 2,000 public access sites into three regions, Panhandle, Gulf, or Atlantic, for ease of use. The app provides a comprehensive list of beach access points in each county along with the amenities each access point offers, including boardwalks, number of parking spaces, restrooms, picnic pavilions or lifeguard attendance. The app provides general information on the Department's coastal management program and NOAA's marine debris program. Data collection for the coastal access guide was funded by NOAA. The Florida State Parks Pocket Ranger® is available now on iTunes, Android Market and PocketRanger.com PocketRanger.com provides a step-by-step tutorial for using the app. Access to an internet or WIFI connection is required when downloading the app. A mobile website is also available. Packet Pg. 594 http://www.floridastateparks.org/resources/mobileapp.cfm 3/10/2014  Presents A New MOBILE Media program Featuring Integrated Mobile Media Platform Packet Pg. 595  PROGRAM INTRODUCTION ParksByNature Network® — Developer of the Pocket Ranger® integrated mobile platform together with FL State Parks, have created a new opportunity for Florida businesses to gain visibility and highlight services. Now, you can make sure visitors know where you are and what you offer - during their pre-trip planning and while in the outdoors. The Opportunity Over 24.9 million total annual visitors. Visitors want easily accessible information about the parks, facilities, and services - this is all available via their personal “smartphones”. You can reach these active families and outdoor enthusiasts either on a state-wide, or individual park basis. Maximize marketing impact by gaining direct access to a huge target specific audience - your customers! • Over 2 million monthly impressions (includes mobile websites and apps). This number should double by the end of summer. FREE DOWNLOAD Packet Pg. 596 E-mail: BethM@ParksByNature.com 2  FLORIDA STATE PARKS APP AND MOBILE WEBSITE New Florida State Parks App and Mobile Website - Provided Free Used for pre-trip planning and continually during trips. Homepage All Park Activities Listed Dynamic GPS Functions Florida State Parks Mobile Website • Rich Media Banner Bar • Rich Media Splash Screen* Features include: Leads to URL of choice viewable for 3 seconds »» Advanced GPS Mapping as a user enters a select section OPTIONS: »» ACTIVITIES SEARCH of the app. - Select a static position »» detailed facility (select a region, park, or • Retail Locator* information parks, and own an activity) »» Record Tracks & Waypoints - Appear in rotation throughout the »» PHOTOSHARING app. *Extra cost may apply Packet Pg. 597 E-mail: BethM@ParksByNature.com 3  FLORIDA STATE PARKS MOBILE APP Static Banner Options YOUR COMPANY {HERE! TAP } YOUR COMPANY {HERE! TAP } YOUR COMPANY {HERE! TAP } YOUR COMPANY {HERE! TAP } Be a Park Region Sponsor an Activity Be a title sponsor title sponsor i.e. camping, picniking, of your local YOUR COMPANY {HERE! TAP } biking, hiking, etc. State Park(s) This is Your company and will lead to URL of choice Packet Pg. 598 E-mail: BethM@ParksByNature.com 4  ADDITIONAL MOBILE OPPORTUNITIES Having an optimized website for mobile devices is now essential for all businesses (we can do it for you). • Tier 1 – Micro Site: Single page (scrolling) mobile site provides information about your business. Show your location on a map or include multiple images. Customers can connect immediately via click-to-call or email features. • Tier 2 – Mobile Coupon or Enrollment page: Multiple page site allows customers to register for coupons/special offers – captures all information for follow-up marketing. “One-click” email and click-to-call buttons.   • Tier 3 – Mobile eCommerce:   All Tier 1 & 2 features, plus users can immediately purchase items from your online mini-catalog (up to 10 items). Showcase “mobile specials” or items available for advance purchase and pick-up or delivery. Your Mobile Website   *All options include Facebook and Twitter direct links. Pre-produced video clips may also be integrated. Packet Pg. 599 E-mail: BethM@ParksByNature.com 5  CREATIVE OPTIONS Positioning packages include either: • State-wide exposure • Single park or regional exposure • Activity specific exposure Sample banner ads Your ad can be updated in real time to promote seasonal activities and/or timely promotions. Packet Pg. 600 E-mail: BethM@ParksByNature.com 6  CROSS PROMOTION MATERIALS • Posters for you to hand out for your business • Social media sites • Free app icon art for your website to promote your banners O F F I C I A L PA R T N E R Packet Pg. 601 E-mail: BethM@ParksByNature.com 7  Packet Pg. 602 E-mail: BethM@ParksByNature.com 8  POCKET RANGER ® IN THE PRESS Florida State Parks in 2013! “The Pocket Ranger® app puts valuable details about Florida’s 171 state park and trail facilities at one’s fingertips.” – Examiner Florida State Florida State P... “To give the adventurous types a mobile tool to take advantage of all their park’s resources, the ParksByNature Network created the Pocket Ranger, an app for iOS and Android that uses GPS to give users all kinds of information based on their location within a state park.” – AppScout “More than 70,000 people have downloaded the Florida Pocket Ranger mobile app for their I-phone or Android phones.” -- Florida Ranked #8 in itunes store Park Service Director Donald Forgione May 2013 “The app provides a comprehensive list of beach access points in each county, and the amenities each access point offers, including boardwalks, parking spaces, restrooms, picnic pavilions and boat ramps.” – Naples Daily News Packet Pg. 603  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: March 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Ed Schroeder SUBJECT: Approval to advertise ordinance to repeal Destin MSBU DEPARTMENT: Tourist Development Department BCC DISTRICT: All STATEMENT OF ISSUE: Staff has been asked to research the feasibility of repealing the special assessment which has been levied for the Western Destin Beach Restoration Project. Those revenues, along with the proceeds of the 1st Penny of Tourist Development Tax, have been pledged for the repayment of the Bank note funding the Western Destin Project. To repeal the special assessment, the permission of the Hancock Bank which holds the note will be required. Staff has worked with First Southwest and legal team to determine the willingness of the Bank to release the pledge of the special assessment so that the special assessment may be repealed, should the Board consider it appropriate. To complete this action, staff needs direction to obtain the necessary executed consents from the Bank and upon obtaining that release to develop, advertise, and bringing to the Board an ordinance to repeal existing Ordinance 07-57 that established the MSBU. BACKGROUND: On November 8, 2007, the Okaloosa County Board of County Commissioners approved County Ordinance 07-57 that established a MSBU for the purpose of repaying a portion of the financed amount for the Beach Restoration Project through “Special Assessment Revenues” or SAR. The assessment was to be imposed for a maximum of eight (8) years. The first year it was levied was for Fiscal Year 2008-09 and if it was levied for its full term, the last year it would be levied would be Fiscal Year 2015-16. The amount derived from the SAR by the MSBU is approximately $350,000 per year. The Western Destin Beach Renourishment Project was funded with a Bank note which will be paid off in September 2020, and has a current balance of approximately $4.1 million. The SAR is one of the pledged revenues which secure the Bank note which funded the Western Destin Beach Renourishment Project, along with the 1st Penny of the Tourist Development Tax. The County, as part of the consideration of the note, was required to agree that it would keep the pledged revenues in place through the maturity of the note. Therefore, the consent of the Bank would be necessary to release the SAR as one of the pledged revenues. First Southwest has been working with Hancock Bank to determine their interest in Packet Pg. 604 releasing any pledge on the SAR and we have received a letter confirming that they are willing to do so. The attached letter provides confirmation of the consent by the Hancock Bank. To finalize the release of the SAR as one of the pledged revenues for the Bank note, documentation would need to be prepared for the execution by the Bank. At that point, the Board would be able to repeal the Ordinance creating the MSBU. If the above request is approved, staff would work with legal counsel to prepare the necessary documentation for the Bank to release the pledge of the SAR and draft an ordinance repealing the existing ordinance, advertise, and bring that proposed Ordinance to the Board for approval. In the event that the SAR is released as a pledged revenue and the MSBU repealed, there would no longer be an assessment for the remaining two years of the original eight year term. The total lost revenue available for the repayment of the Bank note which would have been received from the SAR during those last two years would have been approximately $700,000. That difference would now be funded from the proceeds of the 1st Penny of Tourist Development Tax. Though there are sufficient proceeds of the 1st Penny of Tourist Development Tax to fund this difference, it reduces the availability of these revenues for other beach related services and improvements. OPTIONS: Approve/Disapprove staff direction to prepare the necessary documentation to release the pledge of the assessment revenue and to develop, advertise, and bring to the Board an ordinance repealing Ordinance 07-57 that established the MSBU. RECOMMENDATIONS: Staff recommends approval of staff direction to prepare the necessary documentation to release the pledge of the assessment revenue and to develop, advertise, and bring back to the Board an ordinance to repeal existing Ordinance 07-57 that established the MSBU. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 605 Packet Pg. 606 Packet Pg. 607  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: March 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Dino J. Villani SUBJECT: E911 Equipment Hardware Refresh and Upgrades DEPARTMENT: Public Safety BCC DISTRICT: All STATEMENT OF ISSUE: Request approval to purchase E911 hardware equipment and software upgrades for Public Safety Answering Points (PSAP's) in Okaloosa County. BACKGROUND: Okaloosa County Department of Public Safety provides the E911 answering equipment for six PSAP's in Okaloosa County. The current E911 equipment is operating on the Windows XP platform and the XP platform support and security lifecycle will sunset in April 2014. In addition, the current E911 hardware equipment is over 5 years old in a 24 hour 7 day environment, thus a hardware refresh is vital to the operation of E911. The mapping upgrade is necessary to continue to meet the requirements for Next Generation 911 (NG-911) for the ability to receive text, photo and streaming video into E911 and due to the system’s unique ability to interface with our existing E911 controller equipment. Previous equipment purchases were assisted with State of Florida Department of Management Services E911 grants; however, Okaloosa County was not eligible for grant funding in 2013 due to an ample E911 reserve balance. This purchase would be made with E911 reserve funds we have accumulated each year. This is a sole source purchase due to Century Link currently providing our E911 maintenance contract and is the only vendor who could meet required repair times in instances of critical outages or failures. The cost of the purchase is $615,116.48 and would be paid for with E911 reserve funds. OPTIONS: Approve or Disapprove. RECOMMENDATIONS: Approve the purchase of the E911 equipment. RECOMMENDED BY: Packet Pg. 608 APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 609  SOLE SOURCE PURCHASE DATA SHEET Date: 02/27/2014 PR No.: Requestor: Daniel R. Dunlap Phone No.: 689-5607 Department/Division: Public Safety/911 Communications Item Description: PC hardware refresh, operatinq system upqrade and mappinq upqrade for 911 system 5 Public Safety Answerinq Points (total of 22 answering positions and 6 backup 911 laptop answerinq positions). Requesting Department's Suggested Vendor: Century Link Vendor's Address: Century Link, 1313 Blair Stone Road, Tallahassee, FL 32301 Vendor's Telephone No.: 229-200-7100 Point of Contact: Todd A. Jones Sole Source Justification: Century Link currently maintains Okaloosa E911 system. They are the onlv authorized Cassidian reseller in Okaloosa Countv and surroundina counties and the 'LRI-erruptions of servi e. // • 7/1 Requesting Department Director Signature Date REVIEW BY PURCHASING DEPARTMENT VERIFY IF OTHER SOURCES OF SUPPLY MEETS THIS NEED Vendor #1 Contact: Phone No.: Vendor #2 Contact: Phone No.: Vendor #3 Contact: Phone No.: Buyer Comments: Signature of Buyer Who Reviewed Date Purchasing Services Coordinator Comments: r n g sie «../ rv_a 2/2 - ices Coordinator Signature Date PURCHASING MANUAL - SOLE SOURCE DETERMINATION Comments: Approve: Disapprove: Amount of Purchase: ,f/(67/ 5 )i&, 11". Date: Z8/K-1" Purchain Director Signature Date Packet Pg. 610  CenturyLink Customer Legal Name: E911 Florida Okaloosa Co Customer Billing Name: E911 Florida Okaloosa Co 90 COLLEGE BLVD E Valid Until April 30, 2014 NICEVILLE, FL 32578-1343 Quote-Build #: 14-006736 Description of Work Hardware, OS Upgrade, and Mapping Upgrade for Okaloosa County to be Performed: - - Equipment pricing shown is based upon direct sale accompanied by new Centurion Maintenance contract on same. Part Number Description Quantity Unit Price Extended Price - Okaloosa ECC - - Sentinel Patriot - 873099-00103.3U SENT PAT 3.3 L/D/M UPGD 2 873099-03001U PAT/CM CAD INTF LIC UPGD 2 - Server Equipment - 62040-G614402 SVR BASE RACK DL380/G7 4 64000-20057 HD DRIVE 300GB SAS 10K G7 8 - Note: (2) Drives for mirrored array in PTS server and (2) Drives for - 04000-30182 USB/SRL HUB KIT 2 63002-172805 MNTR NEC 17IN 1 04000-00397 SVR WIN 2008 + 10 CAL 2 04000-00394 SVR WIN2008 CAL 5-PK 3 04000-00101 PAT PTS CENT OS 2 809800-35056 PAT SVR CFG 4 - Workstation Equipment - 873099-00303.0U PAT 3.X PER SEAT LIC UPGD 16 - Workstation Equipment - z210 - 61000-409603SFF WKST HP Z220 SFF 16 65000-47001 TWR STAND SFF Z220 16 63002-192808 MNTR W/SPKR BLK NEC 19IN 32 64007-50014 KEYPAD 24 KEY PS2/USB 16 65000-00172 CBL EXT KMM USB 15FT 16 853004-00401 SAM EXT SPKR KIT 16 853030-00301 SENT PAT 3.X SAM HDWR KIT 16 809800-35058 SENT IWS CFG 16 809800-35060 SENT STG FEE PER POS 16 870890-07501 CPR/SYSPREP IMAGING 1 - Sentinel Patriot Modules - - Sentinel Patriot IRR Module - 3210772-09-SR01 SENTINEL IRR KIT 16 - Patriot Phones/Voice Mail Option - 873010-00101 PAT ADMIN PHN LIC 16 873010-00201 PAT VM LIC PER MAILBOX 16 04000-12651 POLYCOM 650 SIP PHN 16 04000-12750 POLYCOM 650 EXP MOD 16 04000-26202 SWITCH 2620 POE 24-PORT 2 - HP Switch/Router Equipment - 04000-26201 SWITCH 2620 24-PORT 2 - Peripherals & Gateways - - Note: Customer can reuse existing T1 - 04000-31500 ALARM PNL PCI 1 863014-00102 PERIPHERAL KIT 1 850830-03011 KIT EXT MODEM PKG 56K 1 04000-03560 PAT T1 GATEWAY 2SPN AC 2 03800-03030 FIREWALL- MODEM 60CM 1 03800-03031 WARR FIREWALL 60CM 1YR 1 809800-00201 VPN CFG SVCS 1 - Peripherals & Cabinet Equipment - - Note: Customer to reuse existing cabinet - - Sentinel Patriot CommandPOST - 873099-00303.0U PAT 3.X PER SEAT LIC UPGD 6 - Sentinel Patriot CommandPOST Hardware - - Note: Customer to reuse (5) CPOST - S/N CND134FZ3J, CND134FYRR, - 61050-J409611-W7 SENT CPOST 8570P W7 1 04000-00486 ADV DOCK STATION 8570P 1 04401-00097 BATTERY 9-CELL 8570P 100W 1 64020-10013 KYBD USB MATTE BLK 1 870890-07501 CPR/SYSPREP IMAGING 1 63002-192808 MNTR W/SPKR BLK NEC 19IN 12 853004-00401 SAM EXT SPKR KIT 6 853004-00301 CPOST SAM HDWR KIT 6 809800-35058 SENT IWS CFG 6 809800-35060 SENT STG FEE PER POS 6 - Sentinel Patriot Dual IRR Module - 873099-00501 PAT/CM IRR LIC/DOC/MED 6 809800-35016 PAT/CM IRR SW SPT 1YR 6 - Field Engineering Services - - Note: A Patriot certified, trained technician is required for the - 809800-17101 FIELD ENG-PRIMARY 272 999999-1 Misc Material (Cabling, Connectors, and Patch Panels) 1 CTL Labor CenturyLink Labor 1 - ORION Vela Mapping Upgrade - 871399-20103.0 ORVL 3.0 LIC/DOC/MED 1 871391-20103.0 ORVL 3.0 LIC ONLY 21 - Map Build and Centerline Reports - ORION Vela - 861390-00101 ORVL MAP BUILD-STD 1 861363-00101 ORVL MAP-RPT CTRLN 1 861363-00201 ORVL MAP-RPT ADDRESS 1 - ORION DataSync 4.1 (LAN) - 871399-10304.1U ORDS 4.1 HOST/LAN SVR UPG 1 871399-10204.1U ORDS 4.1 CLIENT UPGD 22 - ML350 Server Equipment - - Note: Backup drives are optional as mapping data is redundant by - Prices do not include charges for taxes, duties, tariffs, telecommunication services, or professional services such as Centurion Maintenance or Managed Network Services. Page 1 of 4 Packet Pg. 611  62030-J819201 SVR TWR ML350P/G8 1 64000-20064 HD DRIVE 300GB SAS 10K G8 3 - Note: (1) Hard drive for Back up - 64021-10025 KYBD/MOUSE BNDL 1 63002-172805 MNTR NEC 17IN 1 04000-00396 SVR WIN 2008 + 5 CAL 1 809800-01359 ORDS SVR CFG 1 65000-00124 CBL PATCH 15FT 1 - DataSync Admin Workstation - - Workstation Equipment - Z210 - 61000-409603SFF WKST HP Z220 SFF 1 65000-47001 TWR STAND SFF Z220 1 63002-192808 MNTR W/SPKR BLK NEC 19IN 1 809800-00102 GENERIC WKST CFG FEE 1 870890-07501 CPR/SYSPREP IMAGING 1 65000-00002 CBL PATCH PNL/SW GRAY 3FT 1 - Peripherals & Cabinet Equipment - - Note: DS Sever to reside in existing Cabinet - - Field Engineering Services - 809800-17101 FIELD ENG-PRIMARY 48 - Training - - Note: Training is provided at the customer site using the customer - 000000-45711 ORVL AGENT TRNG 60 000000-25714 ORVL ADMIN TRNG 6 809800-00114 & 00115 TRAINING SERVICES 3 999999-1 Vela Upgrade Incentive - (ECC) 1 CTL Labor CenturyLink Labor 1 - - - Subtotal $ 478,208.94 - Ft Walton PD - - Workstation Equipment - 873099-00303.0U PAT 3.X PER SEAT LIC UPGD 2 - Workstation Equipment - z210 - 61000-409603SFF WKST HP Z220 SFF 2 65000-47001 TWR STAND SFF Z220 2 63002-192808 MNTR W/SPKR BLK NEC 19IN 4 64007-50014 KEYPAD 24 KEY PS2/USB 2 65000-00172 CBL EXT KMM USB 15FT 2 853004-00401 SAM EXT SPKR KIT 2 853030-00301 SENT PAT 3.X SAM HDWR KIT 2 809800-35058 SENT IWS CFG 2 809800-35060 SENT STG FEE PER POS 2 870890-07501 CPR/SYSPREP IMAGING 1 - Sentinel Patriot Modules - - Sentinel Patriot IRR Module - 3210772-09-SR01 SENTINEL IRR KIT 2 - Patriot Phones/Voice Mail Option - 873010-00101 PAT ADMIN PHN LIC 2 873010-00201 PAT VM LIC PER MAILBOX 2 04000-12651 POLYCOM 650 SIP PHN 2 04000-12750 POLYCOM 650 EXP MOD 2 04000-26202 SWITCH 2620 POE 24-PORT 1 - HP Switch/Router Equipment - 04000-26201 SWITCH 2620 24-PORT 2 - Peripherals & Gateways - - Note: Customer to reuse existing Gateways - - Peripherals & Equipment Racks - - Note: Customer can reuse existing Rack and Peripherals - - Field Engineering Services - - Note: A Patriot certified, trained technician is required for the - 809800-17101 FIELD ENG-PRIMARY 48 999999-1 Misc Material (Cabling, Connectors, and Patch Panels) 1 CTL Labor CenturyLink Labor 1 - ORION Vela Mapping Upgrade - 871399-20103.0 ORVL 3.0 LIC/DOC/MED 1 871391-20103.0 ORVL 3.0 LIC ONLY 1 - ORION DataSync 4.1 (LAN) - 871399-10204.1U ORDS 4.1 CLIENT UPGD 2 - Field Engineering Services - 809800-17101 FIELD ENG-PRIMARY 16 999999-1 Vela Upgrade Incentive - (Ft Walton PD) 1 CTL Labor CenturyLink Labor 1 Subtotal $ 40,963.01 - Crestview PD - - Workstation Equipment - 873099-00303.0U PAT 3.X PER SEAT LIC UPGD 2 - Workstation Equipment - z210 - 61000-409603SFF WKST HP Z220 SFF 2 65000-47001 TWR STAND SFF Z220 2 63002-192808 MNTR W/SPKR BLK NEC 19IN 4 64007-50014 KEYPAD 24 KEY PS2/USB 2 65000-00172 CBL EXT KMM USB 15FT 2 853004-00401 SAM EXT SPKR KIT 2 853030-00301 SENT PAT 3.X SAM HDWR KIT 2 809800-35058 SENT IWS CFG 2 809800-35060 SENT STG FEE PER POS 2 870890-07501 CPR/SYSPREP IMAGING 1 - Sentinel Patriot Modules - - Sentinel Patriot IRR Module - 3210772-09-SR01 SENTINEL IRR KIT 2 - Patriot Phones/Voice Mail Option - 873010-00101 PAT ADMIN PHN LIC 2 873010-00201 PAT VM LIC PER MAILBOX 2 04000-12651 POLYCOM 650 SIP PHN 2 04000-12750 POLYCOM 650 EXP MOD 2 04000-26202 SWITCH 2620 POE 24-PORT 1 - HP Switch/Router Equipment - 04000-26201 SWITCH 2620 24-PORT 2 - Peripherals & Gateways - - Note: Customer to reuse existing Gateways - - Peripherals & Equipment Racks - - Note: Customer can reuse existing Rack and Peripherals - - Field Engineering Services - - Note: A Patriot certified, trained technician is required for the - 809800-17101 FIELD ENG-PRIMARY 48 999999-1 Misc Material (Cabling, Connectors, and Patch Panels) 1 Prices do not include charges for taxes, duties, tariffs, telecommunication services, or professional services such as Centurion Maintenance or Managed Network Services. Page 2 of 4 Packet Pg. 612  CTL Labor CenturyLink Labor 1 - ORION Vela Mapping Upgrade - 871399-20103.0 ORVL 3.0 LIC/DOC/MED 1 871391-20103.0 ORVL 3.0 LIC ONLY 1 - ORION DataSync 4.1 (LAN) - 871399-10204.1U ORDS 4.1 CLIENT UPGD 2 - Field Engineering Services - 809800-17101 FIELD ENG-PRIMARY 16 999999-1 Vela Upgrade Incentive - (Crestview PD) 1 CTL Labor CenturyLink Labor 1 - - - Subtotal $ 40,963.01 - Niceville PD - - Workstation Equipment - 873099-00303.0U PAT 3.X PER SEAT LIC UPGD 1 - Workstation Equipment - z210 - 61000-409603SFF WKST HP Z220 SFF 1 65000-47001 TWR STAND SFF Z220 1 63002-192808 MNTR W/SPKR BLK NEC 19IN 2 64007-50014 KEYPAD 24 KEY PS2/USB 1 65000-00172 CBL EXT KMM USB 15FT 1 853004-00401 SAM EXT SPKR KIT 1 853030-00301 SENT PAT 3.X SAM HDWR KIT 1 809800-35058 SENT IWS CFG 1 809800-35060 SENT STG FEE PER POS 1 870890-07501 CPR/SYSPREP IMAGING 1 - Sentinel Patriot Modules - - Sentinel Patriot IRR Module - 3210772-09-SR01 SENTINEL IRR KIT 1 - Patriot Phones/Voice Mail Option - 873010-00101 PAT ADMIN PHN LIC 1 873010-00201 PAT VM LIC PER MAILBOX 1 04000-12651 POLYCOM 650 SIP PHN 1 04000-12750 POLYCOM 650 EXP MOD 1 04000-26202 SWITCH 2620 POE 24-PORT 1 - HP Switch/Router Equipment - 04000-26201 SWITCH 2620 24-PORT 1 - Peripherals & Gateways - - Note: Customer to reuse existing Gateways - - Peripherals & Equipment Racks - - Note: Customer can reuse existing Rack and Peripherals - - Field Engineering Services - - Note: A Patriot certified, trained technician is required for the - 809800-17101 FIELD ENG-PRIMARY 32 999999-1 Misc Material (Cabling, Connectors, and Patch Panels) 1 CTL Labor CenturyLink Labor 1 - ORION Vela Mapping Upgrade - 871399-20103.0 ORVL 3.0 LIC/DOC/MED 1 - ORION DataSync 4.1 (LAN) - 871399-10204.1U ORDS 4.1 CLIENT UPGD 1 - Field Engineering Services - 809800-17101 FIELD ENG-PRIMARY 16 999999-1 Vela Upgrade Incentive - (Niceville PD) 1 CTL Labor CenturyLink Labor 1 - - - Subtotal $ 23,791.65 - Valparaiso PD - - Workstation Equipment - 873099-00303.0U PAT 3.X PER SEAT LIC UPGD 1 - Workstation Equipment - z210 - 61000-409603SFF WKST HP Z220 SFF 1 65000-47001 TWR STAND SFF Z220 1 63002-192808 MNTR W/SPKR BLK NEC 19IN 2 64007-50014 KEYPAD 24 KEY PS2/USB 1 65000-00172 CBL EXT KMM USB 15FT 1 853004-00401 SAM EXT SPKR KIT 1 853030-00301 SENT PAT 3.X SAM HDWR KIT 1 809800-35058 SENT IWS CFG 1 809800-35060 SENT STG FEE PER POS 1 870890-07501 CPR/SYSPREP IMAGING 1 - Sentinel Patriot Modules - - Sentinel Patriot IRR Module - 3210772-09-SR01 SENTINEL IRR KIT 1 - Patriot Phones/Voice Mail Option - 873010-00101 PAT ADMIN PHN LIC 1 873010-00201 PAT VM LIC PER MAILBOX 1 04000-12651 POLYCOM 650 SIP PHN 1 04000-12750 POLYCOM 650 EXP MOD 1 04000-26202 SWITCH 2620 POE 24-PORT 1 - HP Switch/Router Equipment - 04000-26201 SWITCH 2620 24-PORT 1 - Peripherals & Gateways - - Note: Customer to reuse existing Gateways - - Peripherals & Equipment Racks - - Note: Customer can reuse existing Rack and Peripherals - - Field Engineering Services - - Note: A Patriot certified, trained technician is required for the - 809800-17101 FIELD ENG-PRIMARY 32 999999-1 Misc Material (Cabling, Connectors, and Patch Panels) 1 CTL Labor CenturyLink Labor 1 - ORION Vela Mapping Upgrade - 871399-20103.0 ORVL 3.0 LIC/DOC/MED 1 - ORION DataSync 4.1 (LAN) - 871399-10204.1U ORDS 4.1 CLIENT UPGD 1 - Field Engineering Services - 809800-17101 FIELD ENG-PRIMARY 16 999999-1 Vela Upgrade Incentive - (Valparaiso PD) 1 CTL Labor CenturyLink Labor 1 Subtotal $ 23,791.65 Parts and Labor …………………………………………………………………………………………………………………………………………………………… ……………………………… $ 607,718.26 Shipping ………………………………………………………………………………………………………………………………………………………… ……………………………… $ 7,398.22 Prices do not include charges for taxes, duties, tariffs, telecommunication services, or professional services such as Centurion Maintenance or Managed Network Services. Page 3 of 4 Packet Pg. 613  Parts, Labor and Shipping Subtotal..………………………………………………….……………………………………………………………………………………………………………..… ……………………………… $ 615,116.48 Vendor Support (See Vsupport Tab for Details).………………………………………………….…………………………………………………………………………………...………………………… ……………………………… $ - TOTAL PRICE ..………………………………………………….……………………………………………………………………………………………………………..… ……………………………… $ 615,116.48 All Products listed on this Quote are governed by the Standard Terms and Conditions for Communications Services and the Equipment Sales Product Annex, both posted to http://about.centurylink.com/legal/rates_conditions.html E Prices do not include charges for taxes, duties, tariffs, telecommunication services, or professional services such as Centurion Maintenance or Managed Network Services. Page 4 of 4 Packet Pg. 614  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: March 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Sunil Harman SUBJECT: Approval to Advertise RFP for Aircraft Maintenance Services DEPARTMENT: Airport BCC DISTRICT: All STATEMENT OF ISSUE: The Board of County Commissioners is requested to approve the request to advertise for proposals/statement of qualifications for a company to provide aircraft maintenance services at the Northwest Florida Regional Airport. Additionally, the Board is requested to approve appointment of the following review committee members: Mr. Tracy Stage, Okaloosa County Airports Deputy Director, Mr. Terry Mace, Okaloosa County Airports Maintenance Foreman, Mr. David Miner, Okaloosa County Airports Properties and Leases, and Mr. Jack Allen, Okaloosa County Purchasing Services Manager. BACKGROUND: Okaloosa County Airports would like to enter into a contract for a company to provide aircraft maintenance services for all airlines that service the Northwest Florida Regional Airport. The contract term will be for five years and shall have a one time option to renew the contract for an additional five years. Contract award requests will be brought to the Board for approval. OPTIONS: Approve, Reject or Table. RECOMMENDATIONS: Staff recommends approving the request to advertise the Request for Proposals and the appointment of the review committee members. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 615  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: March 18, 2014 TO: Honorable Chairman and Members of the Board FROM: John Hofstad SUBJECT: Special Event - SeaDoo Boat Smart Test Ride DEPARTMENT: Public Works BCC DISTRICT: Two STATEMENT OF ISSUE: WaterTop Unlimited is requesting the use of a County beach area adjacent to Ross Marler Park for a SeaDoo boating safety event. BACKGROUND: 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 WaterTop Unlimited for use of County beach area adjacent to Ross Marler Park for its staging area for a SeaDoo boating safety event. The event is to be held Friday, May 2nd through May 4th, 2014 from 10:00 a.m. until 5:00 p.m. This event is in conjunction with other activities at the Emerald Coast Convention Center. Access to the staging area will be from the parking lot of the Convention Center, along the walkway to the beach area. There will be a tent set up near the beach for registration, safety and operational instruction. The ride route will be established by marker buoys. Estimated attendance is 40 to 50 people per day. This request has been reviewed and approved by Emergency Services, the Sheriff's Office, and Risk Management. OPTIONS: Approve / Disapprove RECOMMENDATIONS: Staff requests Board approval for a Special Event Permit from WaterTop Unlimited for use of County beach area adjacent to Ross Marler Park for the specified special event. RECOMMENDED BY: Packet Pg. 616 APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 617 Packet Pg. 618 I am writing as per Sheri Whitman of the Okaloosa County Parks and Rec instructions in regard to permission for a Special Event permit for a personal watercraft safety/test ride demo at Marler Park on May 2-4, 2014 from 10AM- 5PM each of the three days. Our event agency manages all of the event activities for the Sea-Doo watercraft brand for North America. We are based in Melbourne, FL and are producing a 32 stop, nation-wide Sea-Doo Boat Smart from the Start, Test Ride Tour where we work with local Sea-Doo dealers in educating their customers and their family and friends on how to properly and responsibly operate Sea–Doo watercraft specifically the new braking technology. We are starting in Florida and working our way north and would like to have our May 2-4 event on the beaches of Marler Park adjacent to the launch area. We are expert event producers having produced this effort for over the past 12 years producing roughly 350 on-water events. We carry a $2mil liability insurance policy and require all operators to be 18 years or older, with a valid drivers license and boating card when applicable. Our foot print is small; we utilize a 10’x20’ pop up tent to conduct guest/rider registration and waiver signing by the beach and utilize the beach to depart and return with five new Sea-Doo watercraft. The experience is free to the participants and includes a ten minute instructional briefing on-land, a ten minute instructional briefing on the watercraft and a 10-15 minute pre-determined ride around marker buoys past the slow speed zone. We average roughly 40-50 people per day with 8-10 people on-site at any given time between 10–5. We promote the event via our social networks and promote via direct mail to watercraft owners and customers of the dealer. Attached is a more detailed overview of our effort, should you have any questions, please do not hesitate to contact me. Thank you for your timely attention to this request. Sincerely, Tim McKercher WaterTop Unlimited LLC 321.409.0519 Packet Pg. 619 Packet Pg. 620  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: March 18, 2014 TO: Honorable Chairman and Members of the Board FROM: John Hofstad SUBJECT: 2014-2015 FWC Grant Application DEPARTMENT: Public Works BCC DISTRICT: STATEMENT OF ISSUE: Staff requests consideration from the Board to submit and compete for a Florida Fish and Wildlife Conservation Commission (FWC) 2014-2015 Artificial Reef Construction Grant application. BACKGROUND: The Florida Artificial Reef Program within the FWC Division of Marine Fisheries Management anticipates the availability of up to $500,000 in U.S. Fish and Wildlife Service Federal Aid in Sport Fish Restoration Program funds, and an estimated $300,000 in state saltwater fishing license revenues for artificial reef related activities. These funds will be made available through a grants-in-aid program for artificial reef construction on a cost reimbursement basis. This grant application describes the continuance of a multi-phased project. Phase 1 of the project was conceptually awarded to the County by the FWC through the 2013 FWC Supplemental Grant in the amount of $80,000 which the County matched with $80,000 for a total of $160,000. Staff proposes to construct four large artificial reefs utilizing materials donated to the artificial reef program from the USAF Air Force Research Laboratory (AFRL), City of Fort Walton Beach, and Mid-Bay Bridge Authority. The four reefs will be located in State waters at the centroids of Fish Havens 13, 14, 15 and 16. This material was originally intended to be deployed using NRDA funding. However, recent changes in the NRDA project requirements may not allow for deployment of reef material other than pre-fabricated reef modules. In order to continue to receive high quality donated reef materials from the USAF, staff considers using the County artificial reef budget and FWC grant funding as the best alternative to demonstrate our commitment to the resource. This approach will cause the project to be multi-phased. This grant application represents Phase 2 of this effort. Therefore, it is anticipated that future grant opportunities will be targeted for this effort until the AFRL material inventory is exhausted. The attached grant application will be distributed to Contracts and Grants and legal for review prior to the March 18, 2014 meeting. A status report of the review will be presented at that time. Minor revisions to the application support documentation may be made prior to the March 21, 2014 application deadline but no changes to the application itself are anticipated. Packet Pg. 621 The Okaloosa County Artificial Reef Program (OCARP) will be requesting $60,000 in grant funding with matching funds in the amount of $20,000 for a total project budget of $80,000. Matching funds are currently available in the Artificial Reef line item budget through the Tourist Development Department (Account #1175-563753). OPTIONS: Approve/Disapprove RECOMMENDATIONS: Request Board approval and authorization for the Chairman to sign the grant application requesting funding for artificial reef construction during FY 14 and all future grant documents during the term of the grant. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 622  CALL FOR ARTIFICIAL REEF CONSTRUCTION & MONITORING GRANT APPLICATIONS FOR FISCAL YEAR 2014-2015 Florida Fish & Wildlife Conservation Commission Division of Marine Fisheries, Artificial Reef Program 620 South Meridian Street, Box 4B2 Tallahassee, FL 32399-1600 (850) 487-0554 http://myfwc.com Packet Pg. 623  CALL FOR ARTIFICIAL REEF CONSTRUCTION AND MONITORING GRANT APPLICATIONS FOR FISCAL YEAR 2014-2015 FLORIDA FISH AND WILDLIFE CONSERVATION COMMISSION (FWC) DIVISION OF MARINE FISHERIES MANAGEMENT The Florida Artificial Reef Program within the FWC Division of Marine Fisheries Management anticipates the availability of up to $500,000 in U.S. Fish and Wildlife Service Federal Aid in Sport Fish Restoration Program funds, and an estimated $300,000 in state saltwater fishing license revenues for artificial reef related activities. These funds will be made available through a grants-in-aid program for artificial reef construction on a cost reimbursement basis and for science-based biological or socio-economic artificial reef monitoring projects on either a cost reimbursement or fee schedule basis. This year's application form is the same as last year's form, consistent with “The Florida Artificial Reef Program” rule, Chapter 68E-9 FAC. As in last year, a cap of $60,000 is set for an artificial reef project per fiscal year, and any project request greater than $60,000 will require additional information pursuant to Chapter 68E-9.006. Two applications are enclosed with this announcement, one for general artificial reef construction and one for general artificial reef monitoring. Applications for other complex planning, research and evaluation projects must be submitted in a formal proposal describing all details of the proposed project. Only one application for each type of project will be accepted from a given applicant. Eligible applicants include local coastal governments, State of Florida public universities and certain nonprofit organizations (one of whose principle charges as stated in By-laws or Articles of Incorporation is the construction and/or monitoring of artificial reefs), pursuant to Chapter 379.249, F.S. and according to the provisions of Chapter 68E-9 FAC. Other interested entities would need to work in partnership or be subcontracted by an eligible applicant entity. If multiple entities are submitting the same category of application from within the same county geographic boundaries, the highest ranked single project from within the county will be selected for that category. Applications must be received no later than Friday March 21, 2014, by 5 p.m. Artificial reef construction applications will not be considered unless accompanied by documentation of a permitted site valid through August 31, 2015. Any previously unsubmitted Materials Placement Reports (i.e. both grant and non-grant funded) must accompany all applications for all reef construction projects completed by the applicant during the previous fiscal year (as required by Federal artificial reef permit conditions). Grants are awarded on a competitive basis. Competition for grant funding is expected to be high this year for the anticipated $800,000 funding. Last year $1,840,815 was requested and a total of $1,248,894 was funded with support from a supplemental legislative appropriation. The evaluation and ranking of applications is accomplished through a numerical rating process involving multiple independent reviewers and based directly on the provisions of Chapter 68E-9.005 FAC. Applicants should be aware that the FWC requires grant recipients to provide a substantial amount of contract management and project oversight, including direct supervision of all subcontractors. All applicants are strongly encouraged to develop and formulate a long-term plan for the development of artificial reefs in their geographical area and monitoring of their effectiveness. For any additional information regarding the artificial reef grants program, please contact Jon Dodrill, Bill Horn, or Keith Mille at the letterhead address listed below or by telephone at (850) 487-0554. Applicants are encouraged to contact staff for pre-application consultation prior to submittal. Notification of conceptual grant awards will take place by June 15, 2014. Confirmation of state project funding levels will be known by July 2, 2014. Federal project funding levels will be known by August 31, 2014. Applications should be sent to the Artificial Reef Program at one of the following addresses: 620 South Meridian Street, Box # 4B2, Tallahassee, Florida 32399-1600 (mail) 2590 Executive Center Circle East, Berkeley Building, Suite 203, Tallahassee, Florida 32301 (courier) Packet Pg. 624  FWC DIVISION OF MARINE FISHERIES MANAGEMENT ARTIFICIAL REEF CONSTRUCTION GRANT APPLICATION Applicant Project Manager Name of local coastal government, university, or eligible not-for-profit corporation Printed Name, Title Okaloosa County Board of County Commissioners Scott Henson - Okaloosa County Artificial Reef Program Manager Mailing Address Mailing Address 1804 Lewis Turner Blvd - Suite 100 84 Ready Avenue Physical Address, for courier service, with zip code (if different than mailing address) Physical Address, for courier service, with zip code (if different than mailing address) City State Zip Code City State Zip Code Ft. Walton Beach, FL 32547 Ft. Walton Beach, FL 32548 Telephone Fax Telephone Fax (850 ) 651-7105 ( 850 ) 651-7142 ( 850 ) 609-6165 (850 ) 654-7397 FEID Number Email address 59-6000765 shenson@co.okaloosa.fl.us I hereby certify that all information submitted with this application is true and complete to the best of my knowledge. Signature of Applicant Date Printed Name and Title Project Description Name of Proposed Reef Project: Eglin Target Material Deployment Phase 1 Types of Material Proposed for Deployment: Reinforced Concrete w/High Limestone Content Amount of Material (tons), and/or Number of Module Units 2900 tons (See Grant Application Supplemental Information (GASI)) Proposed for Deployment: Proposed Coordinates See GASI Depth (ft.): See GASI LAT/LON decimal minutes: Grant Funds Requested: Matching Funds (Cash Only): Total Project Cost: $ 60,000 $ 20,000 $ 240,000 (attach letter stating cash match amount) Artificial Reef Site Permit Information (to be provided for each permitted site to be used, permits must be valid through August 31, 2013) Name of Permit Holder: Okaloosa County Board of County Commissioners (if different than applicant, attach a letter of authorization from the permit holder to use the site) Name of Permitted Site: Fish Haven 13,14,15 and 16, LAARS A (See GASI) ✔ Check here if the permitted site is located in State waters Issued: 04 / 12 / 2001 USACOE Permit Number: SAJ-1996-03565 (IP-SWA) (See GASI) Expires: 03 / 31 / 2014 FDEP Permit Number: Issued: / / (for sites located State waters) Multiple (See GASI) Expires: / / ✔ Check here if information for additional permitted sites is attached. FWC Form AR01 (rev01/06) Page 1 of 4 PacketGrant Construction Pg. 625 Application ALL APPLICANTS MUST SUBMIT RESPONSES TO THE FOLLOWING AS ATTACHMENTS CORRESPONDING TO THE INDICATED NUMBERS: FWC use only Attached Project Site Selection and Environmental Assessment 1. A general location map using the most recent NOAA nautical chart showing: a. The chart name, chart number, and date of chart; b. The coastline adjacent to the proposed deployment location; c. The bearing and distance (in nautical miles) from a described navigational marker or distinctive topographical feature (e.g. mouth of inlet) to the proposed deployment location………………………..……………………………..……(a-c,required documentation) ✔ 2. An accurate and legible site-specific map (recommended on 8 1/2 x 11 paper) of the proposed deployment area showing: a. Compass rose with a north arrow, scale, and legend; b. Name of permitted site; c. Dimensions (in feet) of the permitted site (length/width for polygons, radius for circular sites); d. Area of the permitted site in acres and/or square nautical miles; e. Center and corner coordinates in latitude/longitude format as described in the Army Corps of Engineers permit; f. Directional orientation of permitted site in relation to the compass rose; g. Overlay of the permit corner coordinates with the most recent NOAA nautical chart and compare the permit corner coordinates with the charted permit area. Discuss any discrepancies between the NOAA charted site and the permit; h. Minimum and maximum water depths (feet, MLW) for the permitted site; i. All previous public reef deployments in the permitted site and the proposed deployment with a reference number for each; j. A table (on a separate page) which lists by reference number the deployment date, type, amount of materials, and coordinates in latitude/longitude for each prior deployment and the proposed deployment in the permitted site. k. The location of the closest natural habitats (e.g., hardbottom) to the deployment site………………………………………………..………….……(a-k, required documentation) ✔ 3. The results and a discussion of a bottom survey for the proposed deployment site which includes the date the survey was accomplished, the type of survey used (visual or fathometer), an estimate of the total area surveyed (in square feet) and a description of the sediments or occurrence of natural hardbottom and/or existing artificial reefs observed. Provide confirmation that there is no natural hardbottom or seagrass habitat within 150 ft. of the deployment site. Note: visual surveys by SCUBA are required at depths of 100 fsw or less………………………………………………………………………………...(up to four points) ✔ 4. An environmental assessment that justifies the project site based upon minimum environmental impact. The environmental assessment should include a description of potential onsite, offsite, and cumulative impacts of the proposed artificial reef construction project on vegetation, threatened or endangered species, fisheries, wildlife, water quality, and cultural resources………………………………………..…………………..…(up to five points) ✔ 5. A discussion of the availability of other relevant prior biological, or environmental data associated with the proposed reef site or general reef vicinity…………….…...(up to four points) ✔ 6. A discussion of the range of wave height, current velocity, temperature, salinity, visibility, tidal range, and other physical oceanography conditions and how those factors may affect the project……………………………………………………………………….……(up to five points) ✔ 7. Material Placement Report Forms for any previously unsubmitted non-FWCC funded public reef projects completed during the last calendar year (as required by Federal Permit conditions), listed by material type and deployment date………………..….(Statute requirement) ✔ 8. The number of existing artificial reef deployments (materials) within a 0.25 nm radius of the proposed project. Depict each deployment on the site-specific drawing required in number 2(i) above (more points awarded for fewer deployments).............................…(up to four points) ✔ FWC Form AR01 (1/14) Page 2 of 4 PacketGrant Construction Pg. Application 626  Attached FWC use only Project Objectives 9. Specific, well defined and measurable objectives to gauge the success of the project……………………………………………………………………..……….…(up to four points) ✔ 10. A plan to measure the success of project objective achievement …………….(up to five points) ✔ Project Design 11. A detailed description and discussion of the reef design and configuration, habitat complexity, interstitial spaces, surface area, material placement and positioning……………………………………………………………………….…....(up to ten points) ✔ 12. A demonstration of the durability and stability of the reef material at the depth proposed for placement based on prior field evaluations or stability analyses……..……….....…(four points) ✔ Project Planning and Management 13. A project timeline and construction schedule……………………………..(required documentation) ✔ 14. Number of staff and percentage of time available to undertake administrative and field aspects of project, including subsequent monitoring and assessment….…….(up to five points) ✔ 15. A written artificial reef monitoring and assessment plan, if available……..……(up to five points) ✔ 16. A five year local artificial reef management plan which shows linkage with the proposed project, if available……...…………………………………….………………..……(up to five points) ✔ 17. A demonstration of involvement with a marine advisory board with input on artificial reef issues, if available. Include a listing of marine advisory board members, and a copy of the most recent meeting minutes regarding the proposed project……………………....(two points) ✔ 18. One complete copy of each active ACOE and DEP permit with accompanying permit conditions applicable to the project….………………………………………….(permit requirement) ✔ Local Demand and Public Access 19. A demonstration of public support for the proposed artificial reef project, based upon written letters or resolutions of support less than six months old………………(up to five points) ✔ 20. The presence of at least one navigable inlet access point within 20 nautical miles of the project site (list the number of)………………………………………………...….…..(three points) ✔ Material Transport and Ownership 21. A plan to address logistics, coordination, staging area availability, material location, and material transport and handling…….………………………………………………(up to five points) ✔ 22. Assurance of the availability of reef material for the proposed project, with an itemized list describing the materials proposed to be deployed........................................……..(three points) ✔ 23. Proof of ownership. For all proposed reef materials, indicate whether the reef material has already been purchased or donated (including letter(s) of verification)…....(permit requirement) ✔ Project Practicality 24. An approximate estimate of handling and transportation cost per ton for secondary use materials, and/or purchase, handling, and transportation cost per unit for pre-fabricated materials. Discuss the extent to which the project is physically and economically feasible based upon the project description and the requested project funding….…….(up to five points) ✔ 25. The percentage financial match of the project. Although providing cash match funds is not required, the commitment to provide funds to help construct the proposed artificial reef will be ranked in proportion to the percentage match of the project………….……(up to four points) ✔ FWC Form AR01 (1/14) Page 3 of 4 PacketGrant Construction Pg. Application 627  FWC use only Attached 26. The applicant’s total artificial reef construction/monitoring budget (excluding funds requested from this grant) for the current calendar year including a description and amounts of additional funding by funding source………………………(information only, no points) ✔ Non-profit Eligibility Verification 27. Documentation of 501(c)(3) tax status from the Internal Revenue Service.(Statute requirement) ✔ 28. Documentation of the corporation's By-laws and/or Articles of Incorporation which include artificial reef monitoring and/or development as an objective……………….(Statute requirement) ✔ Procurement of Commodities or Contractual Services Verification 29. Documentation of the intended means which commodities or contractual services will be procured, pursuant to the requirements of Section 287.057, Florida Statutes. For Agreements in the amount of $35,000 or less, grantees will be required to obtain a minimum of two written quotes for any subcontracts. For Agreements in excess of $35,000, grantees will be required to publicly advertise and send bid specifications to a minimum of five potential subcontractors. For any Agreement requesting the use a sole source vendor, provide clear justification (in the response to this item) for Commission review and approval …………………………………………………………….(Statute requirement) ✔ Project Funding Limits 30. For projects requesting more than the $60,000 funding limit, provide written justification in compliance with Chapter 68E-9.006, Florida Administrative Code, for Commission review and approval…………..………………………………………………………….(Statute requirement) ✔ THE FOLLOWING ADDITIONAL ITEMS WILL BE DETERMINED BY FWCC: Overall quality of application preparation and accuracy………………………………........(up to four points) 31. The project is an innovative project or designed to provide future monitoring potential…………………………………………………………………………………… (up to five points) 32. Estimated percent coverage of natural hardbottom in the multi-county area. More points allotted to lesser coverage…………………………………………………………………………(up to eight points) 33. Number of recreational boats 16 feet long or longer registered in the affected County………………………………………………………………………………………..(up to five points) 34. Number of one-year resident and nonresident recreational fishing license holders in the affected county……………………………………………………………………………………….. (up to five points) 35. Number of charter/head boats in the affected county…………………………………..(up to five points) 36. The applicant is located in an economically depressed rural coastal county………….…..(five points) 37. First time participation in the program by the applicant………………………………………(five points) 38. The applicant’s historic ability to ensure timely project completion, and compliance with grant agreement terms and conditions based upon the most recent grant agreement performance………………………………………………………………………………....(up to five points) FWC Form AR01 (1/14) Page 4 of 4 PacketGrant Construction Pg. Application 628  OKALOOSA COUNTY FWC ARTIFICIAL REEF CONSTRUCTION GRANT APPLICATION SUPPLEMENTAL INFORMATION FLORIDA FISH AND WILDLIFE CONSERVATION COMMISSION DIVISION OF MARINE FISHERIES MANAGEMENT 620 SOUTH MERIDIAN STREET, BOX # 4B2 TALLAHASSEE, FLORIDA 32399 Prepared by: In support of Call for Artificial Reef Construction TAYLOR ENGINEERING, INC. Grant Applications 1221 AIRPORT RD, SUITE 210 DESTIN, FL 32541 Fiscal Year 2014-2015 (850) 460-7040 OKALOOSA COUNTY ARTIFICIAL REEF PROGRAM 84 READY AVENUE FORT WALTON BEACH, FL 32548 Packet Pg. 629  Contents Overview of Application Package Attachment 1 – General Location Maps Attachment 2 – Site-Specific Maps Attachment 3 – Bottom Surveys Attachment 4 – Biological Assessment Attachment 5 – Availability of Other Relevant Data Attachment 6 – Physical and Oceanographic Conditions Attachment 7 – Material Placement Forms Attachment 8 – Existing Artificial Reef Proximity Attachment 9 – Measurable Objectives Attachment 10 – Measurement of Objective Success Attachment 11 – Reef Design and Construction Attachment 12 – Stability and Durability Attachment 13 – Project Timeline and Construction Schedule Attachment 14 – Field and Administrative Management Attachment 15 – Monitoring and Assessment Plan Attachment 16 – Okaloosa County Artificial Reef Plan Attachment 17 – Marine Advisory Board Attachment 18 – Permits Attachment 19 – Public Support Attachment 20 – Presence of a Navigable Inlet Attachment 21 – Material Logistics Attachment 22 – Material Availability Attachment 23 – Material Ownership Attachment 24 – Cost Estimate for Transportation and Handling Attachment 25 – Financial Match Attachment 26 – Okaloosa County Artificial Reef Budget Attachment 27 – Okaloosa County Tax Status Attachment 28 – Okaloosa County Resolution Attachment 29 – Procurement of Commodities or Contractual Services Verification Attachment 30 – Project Funding Limits Packet Pg. 630  1 of 11 Introduction In December 2013, the Florida Fish and Wildlife Conservation Commission (FWC) conceptually awarded $80,000 to Okaloosa County through a 2013-14 Supplemental Grant. The Okaloosa County Tourist Development Department (TDD) will provide a 100% match of $80,000 to the approved grant. To provide a larger, economy-of-scale project to maximize the benefits of constructing artificial reefs with repurposed clean concrete from the U.S. Air Force Research Laboratory (AFRL), the County is again soliciting funds from FWC through the FWC program. With the continued support of FWC and the TDD, the County will be able to further offset the high cost of mobilization and place an even larger volume of reef material – increasing the project’s benefit to cost ratio. The material proposed in this application will also contrast the anticipated large numbers of pre-fabricated reef modules expected to be placed in the vicinity of the proposed sites and funded through the Natural Resource Damage Assessment process Phase III Early Restoration effort. The contrast is primarily in the amount of available surface area per square foot, the non-uniform nature of the material, and the appeal to a larger user group. Okaloosa County will utilize grant funds to construct up to five concrete rubble-mound structures that will offer exceptional environmental complexity, most similar to natural hardbottom features. The County has been constructing similar public access artificial reefs with repurposed concrete material since the mid 1970’s. Historically, the concrete rubble-mound reefs have provided stable and thriving ecosystems with ecological diversity similar to regional natural hardbottom communities. These observations are consistent with those presented in the Guidelines for Artificial Reef Materials, 2nd Edition, January 2004. Monitoring of the existing reefs have shown that benthic communities and game fish species, such as red snapper, quickly inhabit newly constructed reefs and provide expedient ecological and economic benefit. The stacking and locking of the large concrete materials create a variety of surface areas and void spaces to provide shelter for numerous benthic organisms and fish species throughout various life stages. Local recreational divers and anglers also prefer the intricate habitats provided by similar artificial reefs such as the Destin Bridge Rubble. The Destin Bridge Rubble has provided economic benefit to the County for over 30 years and continues to flourish ecologically. Given the benefits proven by experience and research, the preference of local stakeholders, and the opportunity to collaborate with the USAF Research Lab, the Okaloosa County Artificial Reef Program (OCARP) has strong proclivity to construct the proposed artificial reefs. The names of the proposed permitted reef construction areas are Fish Haven 13, 14, 15, 16, and Large Area Artificial Reef Site (LAARS) A. The following table lists the locations of the reef area centroids, as well as the respective reef site name. Okaloosa County FWC Construction Grant Supplemental Information Packet Pg. 631  2 of 11 Reef Site Depth Distance Bearing* Permitted Reef Area Location Latitude Longitude Name (ft) (nM) (Mag) Fish Haven 13 Centroid Alpha 30° 21.391'N 86° 32.876'W -73 2.51 241° Fish Haven 14 Centroid Bravo 30° 21.141'N 86° 36.874'W -70 5.80 257° Fish Haven 15 Centroid Charlie 30° 21.891'N 86° 42.374'W -72 10.23 268° Fish Haven 16 Centroid Delta 30° 20.891'N 86° 46.874'W -67 14.21 266° LAARS A Centroid Echo 30° 06.000’N 86° 21.000’W -127 18.9 157° * From East Pass to Proposed Reef The Fish Haven designation has been used as a consistent naming convention for permitting purposes for many years in Okaloosa County. As a side note, OCARP is considering abandoning the naming convention in order to become a little less stoic and unimaginative. OCARP is considering allowing the public to name reef areas and reef sites in return for a contribution to the reef program or as a reward for an outreach activity as demonstrated with the Aquatic Life Ecosystem (ALE) Reef project funded through the 2011-2012 FWC Grant. Permit Numbers The two tables below indicate the status of permits for the proposed deployment locations. All four sites located in reef deployment areas within State waters have been permitted by the Florida Department of Environmental Protection (FDEP) and are projected for approval by the USACE in early 2014. FDEP Reef Area FDEP Permit Number Expires Fish Haven 13 46-0309090-002-EG 3/8/2017 Fish Haven 14 46-0309090-003-EG 3/8/2017 Fish Haven 15 46-0315101-001-EG 1/25/2018 Fish Haven 16 46-0315102-001-EG 1/25/2018 LAARS A * NA NA *Located in Federal Waters NA – Not Applicable USACE Reef Area USACE Project Number USACE Permit Number Expires Fish Haven 13 SAJ-2011-03485 SAJ-2011-03485(SP-SWA) 3/10/2024 Fish Haven 14 SAJ-2013-02668 SAJ-2013-02668(SP-SWA) 3/10/2024 Fish Haven 15 SAJ-2012-03221 SAJ-2012-03221(SP-SWA) 3/10/2024 Fish Haven 16 SAJ-2012-03222 SAJ-2012-03222(SP-SWA) 3/10/2024 LAARS A * NA 199603565(IP-DH) March 31, 2013** ** Extended in 6 Month Increments until LAARS Reauthorization Approval is Granted. NA – Not Applicable Okaloosa County FWC Construction Grant Supplemental Information Packet Pg. 632  3 of 11 Project Site Selection and Environmental Assessment (Attachments 1 – 8) General Location Map Attachment 1 includes General Location Maps for proposed reef sites Alpha, Bravo, Charlie, Delta, and Echo. The maps display the proposed reefs with National Oceanic and Atmospheric Association (NOAA) chart overlay, the adjacent coastline, and the distance to East Pass in nautical miles. Table 2 of Attachment A shows the bearing to each site from East Pass. The fish haven sites lie between 2.4 and 14.2 nm west-southwest of the inlet. The LAARS A centroid (Echo) lies 18.9 nm southeast of the inlet. Notably, the LAARS A General Location Map illustrates the FWC Fish and Wildlife Research Institute hardbottom GIS polygons. Review of numerous other NOAA and historical maps reveals no documented hardbottom or cultural resources within the permitted construction areas. Site-Specific Maps Attachment 2 presents Site-Specific Maps for the five proposed reefs. Notably, no hardbottom or environmental sensitive areas appear within the proposed reef areas. Table 3 of Attachment 2 lists the characteristics of past deployments within the permitted area including the deployment date, reference name, material description, amount of material, coordinates, and depth. Bottom Surveys Attachment 3 contains the Site Survey results for the centroid locations of Fish Havens 13 – 16. All four of these locations lie in State waters with depths less than 100 feet. The bottom surveys included SCUBA observations and fathometer surveys. SKC, LLC surveyed FH13 and 14 on February 28, 2012 and surveyed FH15 and 16 on January 21, 2013. The FDEP-permitted area surveys suggest that the sites are devoid of limestone outcroppings (hardbottom) and have sand substrate characteristic of seafloor offshore of northwest Florida. Methods and results of the survey provide reasonable assurance that the reef sites have no natural hardbottom or seagrass within 150 ft of the deployment site. Given the uncertainty of the fiscal ability to complete the deployment within LAARS A, OCARP has not completed an official fathometer survey. If the County is granted sufficient funds, the County will consult USACE and FWC prior to conducting the survey and report to them upon completion. The depth at the centroid location is approximately -127 feet. Unofficially, Scott Henson — OCARP Program Manager — has visited this location and ran transects over approximately 10,000 square feet around the centroid. The graphical return on the fathometer indicated the seafloor was relatively flat with no indication of anomalies. Environmental Assessment Attachment 4 contains a Biological Assessment (BA) that pertains to the subject sites and the region of the Gulf of Mexico offshore of Okaloosa County. The following briefly summarizes the BA and other environmental factors. The proposed site primarily comprises a thick (> 3 ft) layer of medium-grained textured sand, which indicates a firm substrate to support the proposed artificial reef structures. Okaloosa County FWC Construction Grant Supplemental Information Packet Pg. 633  4 of 11 Vegetation: Anecdotal evidence indicates no submerged aquatic vegetation has been observed in the area of deployment. The proposed deployment site lies at water depths that preclude the growth of submerged grasses and no known coral outcrops/formations are present in the sites. Bottom surveys ensure that no live bottom is present. Threatened or endangered species: No threatened or endangered species occur at this site. Wildlife: Most typically observed species on the offshore sand bottom areas include the beaded sea star and the pearly razorfish. Water Quality: The proposed project should not adversely impact water quality. Reef material deployment will likely suspend some in-situ sediments and cause a temporary localized increase in turbidity. This temporary impact to water quality will rapidly disappear as the re-suspended sediments settle on the sea floor. Cultural Resources: No submerged cultural resources have been observed or are suspected to lie within ½-mile radius of the site based on results of a Florida Master File search of each proposed reef site (results included as Appendix C of Attachment 4). Science and observation suggests that a wide variety of marine organisms will assemble on the artificial reefs. This would include a variety of sponges (porifera), segmented worms (annelida), shrimp, crabs, lobsters, hermit crabs, barnacles (arthropoda), bryozoans (ectoprocta), and tunicates (chordate). The primary fish species expected to utilize the newly created habitats and take up permanent residence or pass through would include, but not limited to, red snapper, gray snapper, vermillion snapper, goliath groupers, pinfish, red porgy, sheepshead, shark, Spanish mackerel, cobia, great barracuda, tomtate, scamp, gag, black sea bass, sand perch, hogfish, peacock flounder, leopard toadfish, spotted goatfish, yellow goatfish, cubbyu, nurse shark, Gulf flounder, gray triggerfish, and greater amberjack. All of these species are commonly found in the general vicinity of the permitted sites and these species represent a mix of demersal and pelagic species. Monitoring of other reef material in this area (LAARS A) supports the assumptions above. The minor subsidence that will occur will provide a stable foundation for the material. The County expects the proposed artificial reefs to have insignificant impact to any non-living marine resources in either the immediate vicinity or the surrounding area. Because these sites lie significant distances from other known public reefs, nominal migration of benthic fish or mobile invertebrates will occur. However, observations of other artificial reefs in the region have shown substantial populations of benthic and reef fish within six months to two years of deployment. Migratory pelagic species will pass through, either staying on a temporary basis or staying longer depending on the availability of food. Current fiscal restrictions do not allow for a sustained marine population investigation. Okaloosa County FWC Construction Grant Supplemental Information Packet Pg. 634  5 of 11 With these reefs, the County seeks to enhance the fisheries habitat for such species as the grouper, snapper, and amberjack, which have been widely observed in other artificial reef systems deployed in LAARS A. Given the high limestone content of the construction material and the relatively steep relief, the County expects that substantial marine growth across the food chain spectrum will colonize the new reef in short order. Availability of other Relevant Data A variety of studies regarding artificial reefs and ecology of the Northeastern Gulf of Mexico have been published. These data are useful to put the proposed reef project into prospective with the current knowledge base and its intended objectives. Today's artificial reef projects include specific design goals, as opposed to previous years when materials were indiscriminately discarded. Emphasis on increased awareness and stewardship of the marine environment has directed the artificial reef community’s focus toward sustainable and stabilized reef structures. Scientific studies also show data demonstrating targeted fisheries species enhancement may be possible through proper reef design and management. Attachment 5 contains a discussion and additional detail about the relevant biological and environmental data that Okaloosa County incorporates into the design and management of its artificial reefs. Physical Oceanography Conditions Attachment 6 describes the Physical Oceanography Conditions in the waters offshore of Okaloosa County. The document details research from various sources including The Gulf of Mexico Data Atlas and the USACE Wave Information Studies, to provide comprehensive analysis of the physical and oceanographic characteristics of the permitted reef sites. The physical and oceanographic conditions include geological characteristics, range of wind and wave characteristics, current velocities, temperature, salinity, visibility, tidal range, dissolved oxygen and nutrient composition, and geographic description. The physical and oceanographic conditions at the proposed reef sites are ideal for successful ecological habitation, longevity, as well as recreational and economic benefit. Material Placement Report Forms There have been no previously unsubmitted, non-FWCC funded public reef projects completed during the last calendar year (Attachment 7). Existing Artificial Reef Deployments No known existing artificial reef systems occur within 0.25nm of the proposed reef sites Alpha, Bravo, Charlie, Delta, and Echo (Attachment 8). Project Objectives (Attachments 9 – 10) Specific Project Objectives The primary objective of this project is to construct artificial reef habitat compliant with applicable regulations in a manner that will provide a productive long-term marine resource to the citizens of Okaloosa County and area visitors. See Attachment 9 for an additional discussion of Specific Project Objectives and County reef program goals. Okaloosa County FWC Construction Grant Supplemental Information Packet Pg. 635  6 of 11 Objective Achievement Plan Attachment 10 defines how the County plans to achieve the primary objective of constructing artificial reef habitat compliant with applicable regulations in a manner that will provide a productive long-term marine resource to the citizens of Okaloosa County and area visitors. It also provides a detailed plan to achieve and measure the success of additional specific measurable objectives defined in the preceding section. Project Design (Attachments 11 – 12) Reef Design and Construction The proposed artificial reef project design will consist of constructing a circular-based rubble-mound structure at the centroids of the permitted Fish Haven/LAARS sites. The size of the reefs, in plan view and vertical relief, will be based on the winning bidder’s proposal and compliance with permit restrictions. OCARP anticipates that fiscal constraints will dictate the quantity placed, due to the abundance of the material source. Future deployment plans include the construction of several patch reefs within each permitted site, for a total of nine reef systems within the Fish Haven reef areas, see Attachment 2. The currently proposed centroid construction location will preserve an approximate 600- ft buffer between the proposed construction limits and the permitted boundary. When the future patch reefs are constructed within the fish havens, the interstitial spacing between reef patches will be range between 350 and 450 ft. The outer perimeter of the rubble-mound base will primarily comprise massive concrete material that will contain large and small concrete rubble pieces built into a conical shape to an approximate height of 15 – 20 feet, not to exceed the maximum height allowed by the permit. This simple design configuration will provide opportunity for recreational fishing and diving as well as provide shelter for targeted marine life. The materials in the proposed concrete rubble reef offer outstanding environmental complexity. The stacking and locking of the large concrete materials creates varying sizes of interstitial spaces, or void space, and provides a variety of species shelter from currents and predators. The variety of surface areas created by the random placement of varying shape concrete material will achieve a desirable simulation of natural habitat characteristics. Attachment 11 includes additional details of the reef design and material placement. The attachment highlights the habitat complexity and aims to achieve the ecological diversity of regional natural hardbottom through incorporation of experience and research. Stability and Durability Attachment 12 demonstrates the stability and durability of the proposed clean concrete construction materials. Historical evidence and research presented in the attachment provides confirmation that the proposed materials are sufficiently massive to remain in place and are structurally capable of performing as an artificial reef well beyond the required 20-year life. As proven with the 30+ year-old Destin Bridge Rubble site, the proposed construction will provide long-term ecological and economic benefit to the region. Okaloosa County FWC Construction Grant Supplemental Information Packet Pg. 636  7 of 11 Project Planning and Management (Attachments 13 –18) Project Timeline and Construction Schedule Attachment 13 outlines the projected project timeline and construction schedule of the proposed construction activities. The County expects project completion and submittal of close out documentation within approximately 24 weeks of receiving the executed grant contract from FWC. Administrative and Field Management Okaloosa County personnel from the Purchasing Department, Finance Department, County Extension Office, Information Services, and Public Works work together to ensure the project meets all grant requirements. Expertise beyond or complimentary to County resources can be accessed through an array of contracts with private consulting firms. Attachment 14 contains a more detailed discussion of Administrative and Field Management resources. Okaloosa County currently has sufficient staff to execute the terms of the grant and is currently adding an additional staff member to spearhead artificial reef construction and monitoring efforts. Artificial Reef Monitoring and Assessment Plan In 1999, the Okaloosa County Artificial Reef Committee prepared an Artificial Reef Plan (Attachment 15), which serves as a living document that is continually updated. Appendix II of the Artificial Reef Plan shows the previous iteration of the Artificial Reef Monitoring Plan, and it differs slightly from the monitoring plan shown in Attachment 15. The Plan established a prioritized set of monitoring actions based on the ability of the Committee to generate resources to adequately monitor and assess all of the publicly funded reefs. Our records indicate public reefs were first deployed in June 1988 and there are currently hundreds of sites that are qualified for the monitoring program. The Okaloosa County Artificial Reef Monitoring Plan ranks several "Levels" of artificial reef monitoring in terms of importance and feasibility. While the long-term goal of the Artificial Reef Program and Monitoring Plan may be to perform all levels of monitoring, fiscal and operational constraints may restrict monitoring activities to those deemed necessary or important. The County intends to maximize the use of volunteers to monitor its artificial reefs. The County will also proactively involve motivated local businesses and organizations in data collection regarding the physical condition, human use, and biological monitoring. Five Year Local Artificial Reef Management Plan Attachment 16 contains the Okaloosa County Artificial Reef Plan, which the OCARP updated in 2011. The County is currently updating the plan to address the comprehensive activities of the program through 2019. Within the past two years, Okaloosa County has significantly increased the budget allocated to artificial reef planning and construction. OCARP has continually identified the importance of artificial reef management and is currently adding an additional staff member to spearhead new artificial reef efforts. Okaloosa County FWC Construction Grant Supplemental Information Packet Pg. 637  8 of 11 In addition to planning the Alpha, Bravo, Charlie, Delta, and Echo sites, OCARP has been proactive in the expansion of artificial reef deployment areas. In January 2014, the County received FDEP permits for Fish Havens 17, 18, and 19. The future Fish Havens 17 – 19 are ¼ nautical mile square deployment areas available for multi-reef construction efforts that will increase the presently low reef site density in the western portion of the County. Marine Advisory Board The Okaloosa County Marine Advisory Board (MAB) is in a state of transition. The current MAB is being reconfigured to include other organizations involved with marine-related functions other than artificial reefs. This transition, facilitated by the Okaloosa County Extension Office Sea Grant representative, will be called the Okaloosa/Walton Marine Science Extension Advisory Committee. Attachment 17 presents a current roster of membership. Permits As noted previously, the two tables below indicate the status of permits for the five deployment locations. All four sites located in reef deployment areas within State waters have been permitted by the FDEP and are projected for approval by the USACE in early 2014. FDEP Reef Area FDEP Permit Number Expires Fish Haven 13 46-0309090-002-EG 3/8/2017 Fish Haven 14 46-0309090-003-EG 3/8/2017 Fish Haven 15 46-0315101-001-EG 1/25/2018 Fish Haven 16 46-0315102-001-EG 1/25/2018 LAARS A * NA NA *Located in Federal Waters NA – Not Applicable USACE Reef Area USACE Project Number USACE Permit Number Expires Fish Haven 13 SAJ-2011-03485 SAJ-2011-03485(SP-SWA) 3/10/2024 Fish Haven 14 SAJ-2013-02668 SAJ-2013-02668(SP-SWA) 3/10/2024 Fish Haven 15 SAJ-2012-03221 SAJ-2012-03221(SP-SWA) 3/10/2024 Fish Haven 16 SAJ-2012-03222 SAJ-2012-03222(SP-SWA) 3/10/2024 LAARS A * NA 199603565(IP-DH) March 31, 2013** ** Extended in 6-Month Increments until Reauthorization Approval is Granted. NA – Not Applicable Attachment 18 contains USACE permit 199603565(IP-DH), under which the County will deploy any material in Federal Waters (LAARS Site A) within the funding constraints or material that could not be placed within the Fish Haven reef sites in State waters. Attachment 18 also contains FDEP permits for Fish Havens 13 – 16, which contain reef sites Alpha, Bravo, Charlie, and Delta. Okaloosa County FWC Construction Grant Supplemental Information Packet Pg. 638  9 of 11 Local Demand and Public Access (Attachments 19 – 20) Public Support Attachment 19 includes emails and letters of public support from municipalities, businesses, and individuals for the continued construction and monitoring of the artificial reef program in Okaloosa County. All of these documents of support have been collected in the recent past. Public support of the program is not limited to the past six months but is a perpetual support of OCARP goals and activities such as reef construction/maintenance in general. Presence of a Navigable Inlet Attachment 20 contains figures depicting the relative location of the proposed reef sites to the nearest navigable inlet access point — East Pass, Destin, FL. The County assumes that the successful contractor candidate will use this inlet for transport of all materials proposed for deployment for this effort. East Pass provides ample access to the proposed reef sites. Material Transport and Ownership (Attachments 21 – 23) Material Logistics Attachment 21 includes the logistics plan for the materials proposed for deployment in this effort. Two primary transport operations will occur — terrestrial transport from the material location to the staging area and marine transport from the staging area to the proposed reef sites. Whether the materials are staged or loaded directly onto the marine transport will be at the discretion of the successful contractor candidate. Availability of Materials The USAF has donated the primary material designated for this effort. The USAF decided to repurpose the material over two years ago but has not been able to move forward with use due to lack of funds. A USAF material inventory in February 2014 indicates a steadily growing stockpile of clean concrete suitable for artificial reef construction. The Fort Walton Beach material was also obligated for this effort over two years ago and is currently staged at a County facility. Attachment 22 includes the inventory of both the USAF and FWB material. OCARP has consulted with the USAF for its continued support and the USAF both supports this effort and will work closely with OCARP in the management of this effort. Proof of Ownership Attachment 23 provides written confirmation that the material has been committed to this effort from the USAF by the USAF Research Laboratory senior staff responsible for the construction and use of the targets as well as the ultimate disposition after its intended use. Project Practicality (Attachments 24 – 26) Estimate of Handling and Transportation Cost Attachment 24 — Due to insufficient availability of applicable estimates of cost for transport for materials such as those being donated from the USAF Research Lab, OCARP will rely on the result of responses to a Request for Proposals (RFP) to determine the cost of handling and transportation. Okaloosa County FWC Construction Grant Supplemental Information Packet Pg. 639  10 of 11 OCARP or its consultant will prepare an RFP for transportation and deployment of the proposed material. OCARP will publicly advertise the RFPs and send the RFP to a minimum of five vendors known to have the capability to complete this proposed project in a safe, economical, and timely manner. One particular interested vendor has been deploying artificial reefs since 1986 and has experience with both prefabricated concrete modules, vessels, and other secondary materials. Experience has proven these vendors not only capable, but also proficient in executing the artificial reef grant projects. The RFP will solicit cost of mobilization/demobilization and cost per ton of deployed material. The County will process the responses to the RFPs and will put the entirety of the project funds towards placing the maximum amount of material, constructing as many of the five proposed reefs as possible. The awarded bidder’s proposal will determine the final cost and ultimate scale of the project. Financial Match Attachment 25 — The Okaloosa County Board of County Commissioners will match $20,000 to the $60,000 grant request. The County is excited about the potential outcome of this FWC 2014-15 Grant Application and the positive impact it could have on the overall project. If OCARPreceives the requested funds, the project will have total funding of $240,000. This level of funding will allow the construction of an economy of scale project, noticeably larger in scale to OCARP’s past efforts. Considering the typically high cost of mobilization, securing this grant will greatly affect the scale and overall success of the project. Artificial Reef Construction/Monitoring Budget Attachment 26 — The local FY14 budget for construction and monitoring of artificial reefs managed by Okaloosa County through OCARP is $120,000. The funding is allocated through the Okaloosa County Tourist Development Department and managed by OCARP. As proposed in the previous year supplemental grant, the County matched $80,000 with FWC and held in reserve $20,000 for this proposed project. The reserved $20,000 was subsequently allocated as the financial match for this current construction grant application. Additionally, the County allotted $20,000 for construction-phase services and engineering for the artificial reef projects, including construction drawings, technical specifications, construction administration, and certification. OCARP expects to continue to obligate funds in FY15 to the continuation of deployment of USAF material and may be able to apply funds through the Natural Resource Damage Assessment process to complete the deployment of the current USAF inventory. Baseline monitoring primarily for construction objective verification is included in this project. While out-year monitoring budgeting for monitoring is desired by OCARP, construction funding will be the primary budget focus. A cultural change and other reef program objectives will need to be accomplished before funding earmarked for monitoring will be realized. However, OCARP believes that demonstrating positive and sustainable economic impact and public perception will be the keys to making monitoring a required budget element. Okaloosa County FWC Construction Grant Supplemental Information Packet Pg. 640  11 of 11 Non-profit Eligibility Verification (Attachments 27 – 28) 501(C)(3) Tax Status Attachment 27 presents the Okaloosa County Tax Status certificate. Corporation's By-Laws and/or Articles of Incorporation The ordinance/resolutions provided in Attachment 28 demonstrate the commitment of the County to Artificial Reef programs. Procurement of Commodities or Contractual Services (Attachment 29) Procurement of Commodities or Contractual Services Verification Attachment 29 — Okaloosa County will prepare a contract package that will include a Scope of Services identifying all required work elements. The contract package will also include all of the County and FWC contract specifications. Pursuant to Florida Statutes Section 287.057, the County will publically advertise the RFP and will send the RFP to a minimum of five qualified potential subcontractors. This will not be a sole source contract. Award of the contract will be based on best value to the County and FWC. The County will provide FWC with copies of all solicitation and contracting records. Project Funding Limits (Attachment 30) Project Funding Limits Attachment 30 — The County is not electing to request more than the $60,000 funding limit. The total project currently has $180,000 in committed funds, including the funding provided through the 2013 FWC Supplemental Grant and funds allocated for financial match in this current application. However, if additional FWC funds become available, the proposed project will provide an opportunity for FWC to construct additional artificial reefs (increased benefit) without any additional costs. Considering the proposed project already includes administrative and engineering costs, additional funds contributed to this project would likely provide a maximum cost to benefit ratio to FWC and OCARP. OCARP has ample re-use material and permitted construction areas, providing a turnkey scenario for the utilization of additional funds. Okaloosa County FWC Construction Grant Supplemental Information Packet Pg. 641  Multiple files are bound together in this PDF Package. Adobe recommends using Adobe Reader or Adobe Acrobat version 8 or later to work with documents contained within a PDF Package. By updating to the latest version, you’ll enjoy the following benefits: • Efficient, integrated PDF viewing • Easy printing • Quick searches Don’t have the latest version of Adobe Reader? Click here to download the latest version of Adobe Reader If you already have Adobe Reader 8, click a file in this PDF Package to view it. Packet Pg. 642  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: March 18, 2014 TO: Honorable Chairman and Members of the Board FROM: John Hofstad SUBJECT: Contract Renewal with the Florida Department of Corrections WS 822 (PW) DEPARTMENT: Public Works BCC DISTRICT: All Statement of Issue: Request approval of the work squad contract renewal to have the Department of Corrections (DOC) provide an officer to supervise the county inmate work crew for the next year. The contract’s effective date is June 22, 2014. Background: Public Works has a budget line item approved to provide funds to the DOC so that they are able to provide 1 supervisor to monitor the activities of an inmate work crews who assists Public Works in road and stormwater tasks throughout the county under this contract. The annual cost for this crew is $56,747. This contract reflects a slight decrease in annual expense versus the previous contract ($507). This contract extends contract number WS822 for its last remaining renewal.. Options: Approve/disapprove Recommendations: Approve contract renewal #WS822 with the Florida Department of Corrections and authorize Chairman to sign contract. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 643  RECEIVED FED 25 CONTRACT & LEASE INTERNAL COORDINATION SHEET Contract/Lease Number: Tracking Number: Contractor/Lessee Name: f7iZ C._. Grant Funded: YES NO X Purpose,,, Date/Term: is GREATER THAN $50,000 Amount: 2. GREATER THAN $25,000 Department: P V'.J . LI $25,000 OR LESS Dept. Monitor Name: )4ijTrL JcS(_tt_c->..._ Document has been reviewed and includes any attachments or exhibits. Purchasing Review Ui Date: PurcMsing Director oDesignee Risk Management Review APov) ,2 Date: Riskf1anager or designee County Attorney Review ed Date:_____________________ Cunty Attorney Following Okaloosa County approval: Contracts & Grants Document has been received: Date: Contracts & Grants Manager Packet Pg. 644  CONTRACT # WS822 Amendment # 1 CONTRACT AMENDMENT BETWEEN THE DEPARTMENT OF CORRECTIONS AND OKALOOSA COUNTY, BOARD OF COUNTY COMMISSIONERS This is an Amendment to the Contract between the Florida Department of Corrections (“Department”) and Okaloosa County, Board of County Commissioners (“Agency”) to provide for the use of inmate labor in work programs. This Amendment:  renews the Contract for one (1) year pursuant to Section I., B., Contract Renewal;  revises the end date of the Contract referenced in Section I., A., Contract Term;  adds Section VII., I., Prison Rape Elimination Act; and  replaces Addendum A with Revised Addendum A, effective June 22, 2014. Original contract period: June 22, 2013 through June 21, 2014 In accordance with Section V., CONTRACT MODIFICATIONS, the following changes are hereby made: 1. Section I., A., Contract Term, is hereby revised to read: A. This Contract began June 22, 2013 and shall end at midnight on June 21, 2015. This Contract is in its final renewal year. 2. Section VII., I., Prison Rape Elimination Act (PREA) is hereby added: I. Prison Rape Elimination Act (PREA) The Contractor will comply with the national standards to prevent, detect, and respond to prison rape under the Prison Rape Elimination Act (PREA), Federal Rule 28 C.F.R. Part 115. The Contractor will also comply with all Department policies and procedures that relate to PREA. 3. Pursuant to Section III., Compensation, A., 5, the rate of compensation is amended to reflect the rates indicated in Revised Addendum A. Addendum A is hereby replaced with Revised Addendum A, effective June 22, 2014. Page 1 of 5 Packet Pg. 645  CONTRACT # WS822 Amendment # 1 All other terms and conditions of the original Contract remain in full force and effect. This Amendment shall begin on June 22, 2014 or the last date of signature by all parties, whichever is later. IN WITNESS THEREOF, the parties hereto have caused this Amendment to be executed by their undersigned officials as duly authorized. AGENCY: OKALOOSA COUNTY, BOARD OF COUNTY COMMISSIONERS SIGNED BY: NAME: TITLE: DATE: FEID #: DEPARTMENT OF CORRECTIONS Approved as to form and legality, subject to execution. SIGNED SIGNED BY: BY: NAME: Michael D. Crews NAME: Jennifer A. Parker TITLE: Secretary TITLE: General Counsel Department of Corrections Department of Corrections DATE: DATE: Page 2 of 5 Packet Pg. 646  Revised Addendum A Inmate Work Squad Detail of Costs for Okaloosa County Board of County Commissioners Interagency Contract Number WS822 Amd #1 Effective June 22, 2014 ***ENTER MULTIPLIERS IN SHADED BOXES ONLY IF TO BE INVOICED TO AGENCY*** Per Officer Total Annual Cost Annual Cost I. CORRECTIONAL WORK SQUAD OFFICER SALARIES AND POSITION RELATED-EXPENSES TO BE REIMBURSED BY THE AGENCY: Officers Salary # Officers Multiplier 1 $ 54,194.00 ** $ 54,194.00 Salary Incentive Payment $ 1,128.00 $ 1,128.00 Repair and Maintenance $ 121.00 $ 121.00 State Personnel Assessment $ 354.00 $ 354.00 Training/Criminal Justice Standards $ 200.00 $ 200.00 Uniform Purchase $ 400.00 $ 400.00 Uniform Maintenance $ 350.00 $ 350.00 Training/Criminal Justice Standards * $ 2,225.00 TOTAL - To Be Billed By Contract To Agency $ 58,972.00 $ 56,747.00 *Cost limited to first year of contract as this is not a recurring personnel/position cost. ** Annual cost does not include overtime pay. IA. The Overtime Hourly Rate of Compensation for this Contract is $31.85, if applicable. (The Overtime Hourly Rate of Compensation shall include the average hourly rate of pay for a Correctional Officer and the average benefit package provided by the department, represented as time and one half for purposes of this Contract.) " Number Total Squads Annual Cost II. ADMINISTRATIVE COSTS TO BE REIMBURSED BY THE AGENCY: Costs include but may not be limited to the following: Rain coats, staff high visibility safety vest, inmate high visibility safety vest, fire extinguisher, first aid kit, personal protection kit, flex cuffs, warning signs, handcuffs, Igloo coolers, portable toilets, insect repellants, masks, vaccinations, and other administrative expenses. 1 $ 750.00 TOTAL - To Be Billed By Contract To Agency $ 750.00 III. ADDITIONAL AGENCY EXPENSES: Tools, equipment, materials and supplies not listed in Section II above are to be provided by the Agency. CELLULAR PHONE WITH SERVICE REQUIRED: YES X NO ENCLOSED TRAILER REQUIRED: YES NO X Addendum A Revised 06-02-03/01-12-04 Page 3 of 5 Packet Pg. 647  Revised Addendum A Inmate Work Squad Detail of Costs for Okaloosa County Board of County Commissioners Interagency Contract Number WS822 Amd #1 Effective June 22, 2014 Per Unit Number Total Bill To Provided Already IV. OPERATING CAPITAL TO BE ADVANCED BY AGENCY: Cost of Units Cost Agency By Agency Exists Hand Held Radio MACOM $4969.00 X 1 $ - X Vehicle Mounted Radio MACOM $5400.00 $ - TOTAL Operating Capital To Be Advanced By Agency $ - Total V. TOTAL COSTS TO BE ADVANCED BY AGENCY: Cost 1. Operating Capital - from Section IV. $0.00 2. Grand Total - To Be Advanced By Agency At Contract Signing: $0.00 VI. TOTAL COSTS TO BE BILLED TO AGENCY BY CONTRACT: Total Cost 1. Correctional Officer Salaries and Position-Related Expenses - from Section I. $56,747.00 2. Other Related Expenses and Security Supplies - from Section II. $750.00 3. Grand Total - To Be Billed To Agency By Contract: $57,497.00 VII. TOTAL OF ALL COSTS ASSOCIATED WITH CONTRACT: $57,497.00 (Total of Sections V. and VI.) VIII. OVERTIME COSTS: If the contracting Agency requests overtime for the work squad which is approved by the Department, the contracting Agency agrees to pay such costs and will be billed separately by the Department for the cost of overtime. Addendum A Revised 06-02-03/01-12-04 Page 4 of 5 Packet Pg. 648  Addendum A - INSTRUCTIONS Inmate Work Squad Detail of Costs for Okaloosa County Board of County Commissioners Interagency Contract Number WS822 Amd #1 Effective June 22, 2014 Section I. Costs in this section are determined each fiscal year by the Budget and Management Evaluation Bureau and are fixed. By entering the number of Officers required for this contract, the spreadsheet will automatically calculate the "Total Annual Cost" column. If this Work Squad is beyond the first year of existence, enter a zero (0) in the "Total Annual Cost" column for "Training/Criminal Justice Standards" after you have entered the "# Officers Multiplier". Section II. Safety and environmental health procedures require safety measures such as the use of safety signs, vests, and clothing. The Department's procedure for Outside Work Squads requires that all Work Squad Officers be responsible for ensuring their squad is equipped with a first aid kit and a personal protection equipment (PPE) kit. Section II identifies such required equipment. A new squad must be sufficiently equipped and an on-going squad must be re-supplied when needed. Type in the number of squads used for this contract and the spreadsheet will automatically calculate the fixed annual expense of $750.00 per squad and place the total in Section VI. Section III. Check "Yes" or "No" to indicate whether a Cellular Phone with Service and/or an Enclosed Trailer is required by the Contract Manager. Section IV. The Department's procedure for Outside Work Squads requires that they have at least one (1) primary means of direct communication with the Institution’s Control Room. Communication via radio and/or cellular phone is appropriate. It is preferred that a backup, secondary means of communication also be available. It is the Agency's responsibility to provide them. If the Department purchases a radio(s), the Agency must fund the purchase at the time the Contract is signed. Check the box for the type of radio and fill in the Per Unit Cost for the type of radio, Number of Units, and Total Cost columns. Leave the Total Cost column blank if a radio(s) is not being purchased at this time. Check applicable boxes ("Bill to Agency", "Provided by Agency" and "Already Exists") for each radio. NOTE: All radio communication equipment owned or purchased by the Agency that is programmed to the Department's radio frequency and used by the work squad(s), whether purchased by the Department or the Agency, shall be IMMEDIATELY deprogrammed by the Department at no cost to the Agency upon the end or termination of this Contract. Section V. The total funds the Agency must provide at the time the contract is signed will be displayed here when the form is properly filled out. Section VI. The total funds the Agency will owe contractually, and pay in equal quarterly payments, will be displayed here. Section VII. The total funds associated with the Contract, to be paid by the Agency as indicated in Sections V. and VI., will be displayed here. Section VIII. Any agreement in this area will be billed separately as charges are incurred. Addendum A Revised 06-02-03/01-12-04 Page 5 of 5 Packet Pg. 649  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: March 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Don Vanderhoek SUBJECT: Fiber Optic Presentation DEPARTMENT: Information Systems BCC DISTRICT: All STATEMENT OF ISSUE: Staff will present the Board with an overview of the Fiber OpticTelecommunications project. BACKGROUND: Implementation of the Okaloosa County Fiber Optic project began in 2001. The purpose of the project is to reduce the growing annual communication cost incurred by local governments while providing for an avenue of growth as the technical needs for bandwidth rapidly increase. Technology continues to be the primary mechanism leveraged by departments to increase efficiency and lower the operation cost of local government. The Fiber Optic project is a proactive measure taken by the Board that will curb communication cost and provide an avenue of growth for future uses of technology. OPTIONS: RECOMMENDATIONS: RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 650 Packet Pg. 651 • WHY: • Why did the County create the Fiber Optic Network? • WHAT: • What are the strategic components of the Fiber Optic Network? • HOW: • How does the County continue to leverage, maintain and sustain the Fiber Optic Network and continue to benefit from it? Packet Pg. 652 WHY? • Cost of County’s Telephone and Data communication had been dramatically increasing over the past years, yet failed to meet the demand for increased bandwidth to allow enterprise implementation of Data Center solutions. • In addition to the County’s own departments, there is a statutory and constitutional requirement to pay for communication costs of the Court related entities. • The County’s FIBER OPTIC NETWORK was a strategic investment implemented to save money, increase level of service and meet future needs. Information Systems Succeeded! Packet Pg. 653 Why: More Bandwidth was needed! 1 Gbps is over 664 Times the Bandwidth of a T-1 Connection T-1 10 Mbs (1.5 4 Mbps) 100 Mbps Fiber Connection (1 Gbps) Packet Pg. 654  Why: To Save Money for data and phone services Approximate Annual Savings (Phone Services): Number of active VOIP phones ~ 1151 Average annual voice savings per phone ~ $173.71 Approx annual Clerk of Court savings ~ $97,891 Total Annual Voice Savings ~ $297,835 (+ $54,000 by Sheriff’s recent joining) Approximate Annual Savings (Data Services): Number of active data sites ~ 120 Average annual data savings per site ~ $6,250 Total Annual Data Savings ~ $750,000 Total Approximate Telecommunication Services Annual Savings: $1,101,835 (less O&M) Packet Pg. 655 What are the strategic components of the Fiber Optic Network? • A County owned/operated utility consisting of the following items: • Fiber Optic Cable/Conduit located along public/private right-of-ways and easements • Pull Boxes and Splice Boxes for storing fiber slack and splice enclosures • Switches, routing equipment and lasers to pump data around the various fibers • Backup power and equipment to ensure constant availability Packet Pg. 656 Packet Pg. 657 What are the strategic components of the Fiber Optic Network? The North and South Head End Facilities aggregate voice and data traffic and beam it north or south across the backbone fiber to the intended destination. All County fiber networks initiate/terminate in at least one of the head end facilities. Crestview NHE FWB Ring SHE Mid-Bay Ring Packet Pg. 658 How does the County continue to leverage, maintain and sustain the Fiber Optic Network and continue to benefit from it? BY SUSTAINING and MAINTAINING THE FIBER OPTIC UTILITY NETWORK Perform UTILITY LOCATES required to help prevent damage to cables Maintain highly accurate NETWORK MAPS Maintain highly accurate SPLICE DIAGRAMS Perform UTILITY RELOCATIONS as required by FDOT, Eglin AFB or others. REPAIR damaged fiber optic cable, conduit and pull boxes MAINTAIN HEAD ENDS including buildings, cooling systems and backup generators ASSIGN 24/7 SUPPORT PERSONNEL to handle maintenance calls at any time ADDITIONAL FIELD OPERATIONS PERSONNEL to review plans, perform CEI, and other important OSP duties. ASSIGN 24/7 NETWORK ADMINISTRATOR to solve network issues at any time Packet Pg. 659 How does the County continue to leverage, maintain and sustain the Fiber Optic Network and continue to benefit from it? Perform UTILITY LOCATES required to help prevent damage to cables Okaloosa County GIS is approaching 5000 utility locates per year…with 2 County employees. According to the Common Ground Alliance, there were approximately 165,000 reported incidents of underground utility damage in the US during 2010. Packet Pg. 660 How does the County continue to leverage, maintain and sustain the Fiber Optic Network and continue to benefit from it? Maintain highly accurate NETWORK MAPS to facilitate: Facilitates accurate and timely utility locates Saves critical time in network re-routing if required due to outages Simplified planning for new fiber laterals when required Assists in plans review and design Packet Pg. 661 How does the County continue to leverage, maintain and sustain the Fiber Optic Network and continue to benefit from it? Maintain highly accurate SPLICE DIAGRAMS to facilitate: Simplified planning of future network modifications Fast and efficient rerouting during network problems Accurate documentation of existing network routes Packet Pg. 662 How does the County continue to leverage, maintain and sustain the Fiber Optic Network and continue to benefit from it? Perform UTILITY RELOCATIONS as required by FDOT, Eglin AFB or others. Recently required utility relocations: FDOTs Hwy 85 construction at Airport ~ $100,000 (mostly reimbursed) FDOTs Hwy 85/SR123 Flyover ~ $5,000 FDOTs Cinco Bayou & Shalimar Bridge relocations ~ $2,500 Known upcoming required utility relocations (to name a few): FDOTs Gap Creek Bridge relocation ~ $10,000 FHWAs Duke Field – 7th SFG Overpass relocation ~ $18,500 Packet Pg. 663 How does the County continue to leverage, maintain and sustain the Fiber Optic Network and continue to benefit from it? REPAIR damaged fiber optic cable, conduit and pull boxes Recent required repairs include Eglin Pkwy fiber cut near Kmart Line was accurately marked but was cut by boring contractor Cost to repair was $38,000 Hwy 85 backbone fiber cut Cost to repair was $15,000 Hwy 123 Fiber Pinch (Cost to repair will be ~ $20,000) Packet Pg. 664 How does the County continue to leverage, maintain and sustain the Fiber Optic Network and continue to benefit from it? MAINTAIN HEAD ENDS infrastructure to ensure 24/7 operations Maintain cooling systems to safeguard equipment Maintain backup power supplies and generators Maintain specialized fire suppression equipment Operate and maintain security systems for County and Partner personnel Packet Pg. 665 How does the County continue to leverage, maintain and sustain the Fiber Optic Network and continue to benefit from it? View the Fiber Optic Network as a critical County Telecommunication Utility and prioritize accordingly. Virtually all County communications is dependant on this utility. NEED 24/7 SUPPORT PERSONNEL to handle maintenance calls at any time NEED 24/7 NETWORK ADMINISTRATOR to solve network issues at any time NEED to create a GIS centric fiber optic asset management system to map, plan, design and manage the county fiber optic network Packet Pg. 666 FIBER OPTIC NETWORK HOW HAS THIS INVESTMENT BENEFITED THE COUNTY? SIGNIFICANT COST SAVINGS on reoccurring data and communication charges DRAMATICALLY INCREASED BANDWIDTH at a much lower cost BROUGHT ON CONSTITUTIONAL OFFICERS and others to help reduce BCC costs BROUGHT ON PARTNERS to help offset the infrastructure and maintenance costs ROOM TO EXPAND by utilizing additional fiber available on existing routes Packet Pg. 667 FIBER OPTIC NETWORK HOW HAS THIS INVESTMENT BENEFITED THE COUNTY? BROUGHT ON CONSTITUTIONAL OFFICERS and others to help reduce BCC costs Clerk of Court Property Appraiser Sheriff Supervisor of Elections Tax Collector Also brought on board the following entities Judiciary Library Cooperative Public Defender State Attorney OCWS SCADA System Packet Pg. 668 FIBER OPTIC NETWORK HOW HAS THIS INVESTMENT BENEFITED THE COUNTY? BROUGHT ON PARTNERS to help offset the infrastructure and maintenance costs Packet Pg. 669 POTENTIAL PARTNER Packet Pg. 670 POTENTIAL PARTNER OCSD’s Bandwidth Needs Increasing The State Educational Technology Directors Association (SETDA) has released bandwidth recommendations in their publication “The Broadband Imperative: Recommendations to Address K- 12 Education Infrastructure Needs” • Recommended minimum EXTERNAL internet connection to the Internet service provider (ISP) for enhanced K-12 teaching, learning, and improved school operations are as follows: • 100 Mbps per 1,000 students/staff by 2014-2015 • 1 Gbps per 1,000 students/staff by 2017-2018 Packet Pg. 671 POTENTIAL PARTNER OCSD’s Bandwidth Needs Increasing The State Educational Technology Directors Association (SETDA) has released bandwidth recommendations in their publication “The Broadband Imperative: Recommendations to Address K- 12 Education Infrastructure Needs” • Recommended minimum INTERNAL wide area network (WAN) connections from the district to each school and among schools within each district for enhanced K-12 teaching, learning, and improved school operations are as follows: • 1 Gbps per 1,000 students/staff by 2014-2015 • 10 Gbps per 1,000 students/staff by 2017-2018 Packet Pg. 672 POTENTIAL PARTNER PRELIMINARY Estimated Costs to Bring ALL Schools online: • Invest in Existing Fiber Infrastructure = $1.15 Million • New Construction Costs = $2.62 Million • Annual O&M Fee = $78,000 Packet Pg. 673 CURRENT FIBER OPTIC RELATED PROJECTS 7SFG Fiber Acceptance Testing and reroute after 288 FOC install at Gen Bond. 2113 Lewis Turner telecom build out for ACC CSS 53/TA Eglin AFB Sheriff VOIP Admin Ring Out Various splice locations Sheriff telecom buildout to substation at 313 Love Joy Rd Pagenet Relocation from Annex GAL: Jud Network to old Hospital from Annex Traffic Ops move from Annex to SHE and South Yard Gen Bond 2.5 mile conduit, box and fiber R/R + splicing and acceptance testing to Military (7SFG) 123 pinch fiber replacement, conduit proof, new boxes, etc Okaloosa Ln CSX dir bore under railroad SCADA: Okaloosa Ln conduit/fiber install to Del Cerro and other SCADA locations in the area. Packet Pg. 674 CURRENT FIBER OPTIC RELATED PROJECTS (Continued) PJ Adams widening, plans review, telecom system relocation and new traffic signal. SCADA: PJ Adams to Wildhorse Dr SCADA water tank SCADA: Old Bethel Rd/ SCADA water tank build out FDOT: Gap Creek Bridge conduit and fiber relocation Fiber splicing temp re-route SCADA: Duke Field SCADA Hurlburt Overpass – conduit relocation and new buildout SCADA: West County water tank build out FDOT: Hwy 98 Main St to Commons widening and relocation Crestview Jail – fiber troubleshooting for ring out. Elder Services telecom buildout: FWB Crestview Niceville Packet Pg. 675 CURRENT FIBER OPTIC RELATED PROJECTS (Continued) OCT Crestview Telecom build out Sheriff – telecom build out to gun range on hwy 90 – possible funding issue too SCADA: Emerald Breeze SCADA build out Duke area backbone/fiber ring out New traffic signal MLK/fam camp near super elevation SCADA: Eglin Main SCADA build out SCADA: Planning for LS north of Shalimar/12th St SCADA: BWB water tank fiber relocation due to sand blasting and painting FDOT: 428208-1-52-01 SR85 RT Aux Ln from 12th Av to N of Joe Martin Cir 30% plans Fiber to Wright landfill Wright landfill – Eglin fiber cut. MBB Camera N SR 123 widening and overpass – utility relocation Packet Pg. 676 CURRENT FIBER OPTIC RELATED PROJECTS (Continued) Hwy 20 Roberts Rd to Walton county line - repaving and various driveway mods – fiber relocation RTK GPS and add to asset management system: new Duke Field SCADA project Relocate Crestview PSAP from Old Bethel Rd to Crestview Police station on Stillwell Blvd. New Traffic signal at Stillwell Blvd. SCADA: Okaloosa Ln Well Concrete collar project for underground pull boxes SCADA: Additional 20+ SCADA projects in various levels of planning, design or construction. Packet Pg. 677 Packet Pg. 678  Historical County Communication Expenditures $1,000,000 $971,136 $900,000 $881,592 $800,000 $741,973 $737,914 $701,382 $700,000 $667,681 $600,000 $538,730 $500,000 $483,971 $414,997 $400,000 $300,000 2003 2004 2005 2006 2007 2008 2009 2010 2011 FIBER NETWORK IMPLEMENTATION Packet Pg. 679 FIBER OPTIC NETWORK HOW HAS THIS INVESTMENT BENEFITED THE COUNTY? ROOM TO EXPAND by utilizing additional fiber available on existing routes REPRESENTATIVE FIBER OPTIC CABLE FIBER UTILIZATION Buffer Tube Containing 12 Individual Fibers Fiber Available for Expansion Fiber In Use Packet Pg. 680  Combined BCC & IS Communication Expenditures $969,132.00 $412,985.00 2003 2011 Currently Realizing Savings of OVER $550,000 PER YEAR Compared to 2003 Spending! Packet Pg. 681  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: March 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Kay Godwin SUBJECT: Approval for New Full-Time Position in the Tourist Development Department DEPARTMENT: Human Resources BCC DISTRICT: ALL STATEMENT OF ISSUE: Request approval to add a Marketing Manager position in the Tourist Development Department (TDD). Attached is a job description for the requested position and is proposed as a pay grade 72 ($38,500.80- $63,939.20). BACKGROUND: This position will work with the Tourist Development Director and staff to set strategic direction and manage the Tourist Development Department’s (TDD) advertising, marketing, social media, website, and public relations initiatives. Currently, these duties are being performed by an individual employed through a temporary agency. However, from an organizational standpoint, it is important that a County employee be closely involved in managing the County’s strategic marketing plan. We have received notification that the individual performing these duties through the temporary agency will be leaving the assignment in the next several weeks. Therefore, the department has requested to add this position as a regularly established full-time position and to begin the recruitment process in an effort to have as little gap as possible in this very important role. The department has indicated that any budget impact would be mitigated by the decrease in the current expenses paid to the temporary agency. The Human Resources Policy states “The establishment of additional positions not approved through the budget process shall be coordinated through the Human Resources Department and will be accomplished at the discretion of the County Administrator upon approval of the Board.” OPTIONS: Approve/Deny RECOMMENDATIONS: Approve RECOMMENDED BY: Packet Pg. 682 APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 683  OKALOOSA COUNTY CLASS DESCRIPTION, 2014 JOB TITLE: MARKETING MANAGER TOURIST DEVELOPMENT DEPARTMENT REPORTS TO THE TOURIST DEVELOPMENT DIRECTOR GENERAL STATEMENT OF JOB Works with the Tourist Development Director and staff to set strategic direction and manages the Tourist Development Department’s (TDD) advertising, marketing, social media, website, and public relations initiatives to position the Emerald Coast as a premiere leisure, convention, and event destination. SPECIFIC DUTIES AND RESPONSIBILITIES ESSENTIAL JOB FUNCTIONS Works with the Tourist Development Director to develop, direct, and implement the Annual Strategic Marketing Plan. Creates and executes strategies for positioning the reputation, relevance, and value of the local area and convention center within the community and as a tourism destination. Oversees contracted marketing, advertising, public relations, social media, and film commission vendors. Manages advertising placements, planned TDC events, and promotional opportunities. Coordinates efforts among contracted agencies and TDD employees. Manages the advertising budget. Authorizes final approval for marketing and social media projects. Manages and coordinates the TDC Special Event and Sponsorship program – reviews applications and consults with applicants, briefs Tourist Development Director on relevancy of applications to the Emerald Coast mission, coordinates with County staff throughout application approval and payment process. Monitors and reports return on investment of Annual Strategic Marketing Plan components and Special Event and Sponsorship funding awards. Supervises contracted vendors and TDD staff to ensure the Emerald Coast brand consistency on social media outlets (Facebook, Twitter, YouTube, etc). Develops, assigns and evaluates work performed. Ensures all marketing initiatives and communications are integrated with the Emerald Coast brand position and consistent across all platforms (online, radio, print, etc). Develops and manages cooperative stakeholder/community marketing opportunities and advertising programs. Maintains existing and cultivates new collaborative relationships and funding opportunities with industry partners and stakeholders. Attends and participates in regional, national, and international events, public relations and media opportunities, and trade or consumer shows to promote the Emerald Coast brand. Includes public speaking engagements and presentations. Schedules, plans, and hosts press and tourism industry familiarization tours. Collaborates with TDD staff and contracted vendors to manage websites: EmeraldCoastFL.com, EmeraldCoastConventionCenter.com, EmeraldCoastEvents.com. Collects data and maintains various reports, files and calendars. Must be able to meet work schedule and attendance standards. Performs related duties as required. Packet Pg. 684  MINIMUM TRAINING AND EXPERIENCE Bachelor’s degree in Marketing, Business Management, Communications, or closely related field; supplemented by a minimum of three (3) years progressively responsible experience in marketing, promotion, public relations, advertising, social media, and event planning, to include demonstrated creativity and resourcefulness in presentation and promotion; or an equivalent combination of education, training and experience that provides the required knowledge, skills and abilities. Tourism industry marketing preferred. Must be proficient in public speaking and comfortable giving presentations. Must be able to interpret and analyze market research. Experience using Microsoft Office suite of programs, Internet Explorer, social media is preferred. Working knowledge of Adobe Creative Suite (Photoshop, Illustrator, In Design and Flash) preferred. Basic knowledge of HTML coding and Hootsuite preferred. Requires a valid driver license. MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS Physical Requirements: Must be able to travel using various modes of transportation; including public transportation and air travel. Must be physically able to operate a variety of machines and equipment including computer, office equipment, telephone, etc. Must be able to exert 50 to 75 pounds of force occasionally, or 10 to 20 pounds of force frequently, and/or a negligible amount of force constantly to lift, carry, push, pull or otherwise move objects. Physical demands are in excess of sedentary work. Requires full range of body motion, to include bending at the waist, using lower extremities and using back muscles. Requires prolonged periods of sitting and standing. Data Conception: Requires the ability to compare and judge the readily observable, functional, structural or compositional characteristics (whether similar to or divergent from obvious standards) of documentation, analysis information, display components and equipment utilized. Interpersonal Communication: Requires the ability of speaking and/or signaling people to convey or exchange information; includes issuing and receiving assignments and/or directions. Requires the ability to tactfully and effectively interact with the public and with co-workers. Language Ability: Requires ability to read a variety of technical data, policy and procedure manuals, codes, professional journals, etc. in moderately complex terminology. Requires the ability to prepare forms and reports using prescribed formats and adhering to all rules of grammar, spelling, diction and punctuation. Requires the ability to communicate effectively in Standard English. Requires the ability to communicate with a broad array of individuals from various professional backgrounds. Must be able to articulate information to others. Intelligence: Requires the ability to apply principles of logical or scientific thinking to define problems, collect data, establish facts and draw valid conclusions; to interpret a variety of technical instructions in written, mathematical or diagrammatic form; to learn and understand relatively complex principles and techniques; to make independent judgments in absence of supervision; to acquire knowledge of topics related to primary occupation. Requires the application of principles of influence systems and synthesis functions. Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively with co-workers, the public and supervisors. Numerical Aptitude: Must be able to add, subtract, multiply and divide; calculate decimals and percentages; compute discount, profit and loss, ratio and proportion; perform statistical calculations. Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width and shape, and visually read various information. Motor Coordination: Requires the ability to coordinate hands and eyes accurately in operating modern office equipment and machinery. Manual Dexterity: Must have moderate levels of eye/hand/foot coordination. Color Discrimination: Requires the ability to differentiate between colors and shades of colors. Packet Pg. 685 Interpersonal Temperament: Requires the ability to deal with people beyond receiving instructions. Must be adaptable to performing under moderate levels of stress, imposed by frequent deadlines, peak workloads or public contact. Avoids violent behavior and any other type of behavior that could threaten the safety of other employees or the public. Physical Communication: Requires the ability to talk and hear: (talking: expressing or exchanging ideas by means of spoken words; hearing: perceiving nature of sounds by ear). Must be able to hear and understand communications through telephone and radio. Effective: Packet Pg. 686  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: March 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Kay Godwin SUBJECT: Approval for New Part-Time Positions in the Tourist Development Department DEPARTMENT: Human Resources BCC DISTRICT: ALL STATEMENT OF ISSUE: Request approval to reclassify one full-time Tourist Information Analyst position (N68: $14.13 - $23.46) to two part-time Research Associate positions (N65: $11.54 - $19.15). Attached is a job description for the requested positions. BACKGROUND: The full-time Tourist Information Analyst position was vacated on February 28, 2014 due to the incumbent's retirement. The department reviewed its internal needs and have requested to reclassify the vacant full-time position to two part-time Research Associate positions. This reclassification would enable the department to more efficiently manage the office and visitors center duties and would provide for additional staffing in the visitors center to allow for more extensive customer service for drive-in visitors. Further, this request will reduce the department's budget approximately $12,700.00 annually. The Human Resources Policy states “The establishment of additional positions not approved through the budget process shall be coordinated through the Human Resources Department and will be accomplished at the discretion of the County Administrator upon approval of the Board.” OPTIONS: Approve/Deny RECOMMENDATIONS: Approve RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 687  OKALOOSA COUNTY CLASS DESCRIPTION, 2014 JOB TITLE: RESEARCH ASSOCIATE (PT) TOURIST DEVELOPMENT DEPARTMENT REPORTS TO THE RESEARCH AND DEVELOPMENT MANAGER GENERAL STATEMENT OF JOB Provides public relations, administrative, clerical and data processing support to the Tourist Development Department. SPECIFIC DUTIES AND RESPONSIBILITIES ESSENTIAL JOB FUNCTIONS Responds to inquiries and concerns from the public, providing information and resolution. Maintains multiple databases and spreadsheets for external mail fulfillment and tourist industry use, tourism statistics reports and annual visitors guides databases, daily online events calendar and specials information updates, daily telephone and email/mail inquiries, including administrative and staff requests, as needed. Compiles relevant researched statistics and tourist information in the preparation of records, reports, online and printed brochures, bulk mailings, etc. Maintains daily contact with hotels, motels, condos, attractions, restaurants, and state/local government agencies relevant to tourist statistics. Processes and delivers USPS and internal County mail as needed, including visitors guide mailing databases and spreadsheets for fulfillment. Maintains contact with local businesses and groups for the research and preparation of statistics and tourist information, maintaining a complete inventory of brochures and flyers, ordering new and replacement inventory as needed. Assists with TDD Office Calendar input and management; maintaining scheduled updates. Creates, displays and distributes brochures and similar materials relevant to area events and activities. Welcomes visitors to the center, entering sign-in origin data into fulfillment databases for distribution and providing relevant lodging, dining, events, activities and directions to the public in a friendly and helpful manner. Maintains materials and supplies inventory; ordering supplies and equipment as needed. Organizes, sets up and maintains visitors center information displays onsite and offsite, as needed daily and for special events, as needed. Must be able to meet work schedule and attendance standards. Performs related duties as required. MINIMUM TRAINING AND EXPERIENCE High school diploma or GED; supplemented by two (2) years experience in data processing and/or administrative support functions; or an equivalent combination of training and experience that provides the required knowledge, skills and abilities. Experience with Microsoft Word, Access & Excel, Adobe PhotoShop and Form Design preferred. Packet Pg. 688 Knowledge of postage machine funds posting preferred. Requires a minimum typing speed of 35 wpm. Must be computer literate and possess a valid driver license. MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS Physical Requirements: Must be physically able to operate a variety of machines and equipment including computer, office equipment, telephone, facsimile and copier. Must be able to exert 20 to 50 pounds of force occasionally, or 10 to 25 pounds of force frequently, and/or a negligible amount constantly to lift, carry, push, pull or otherwise move objects. May require bending, stooping and twisting. Physical demands are essentially those of sedentary work. Data Conception: Requires the ability to compare and/or judge the readily observable functional, structural or compositional characteristics (whether similar to or divergent from obvious standards) of documentation and equipment utilized. Interpersonal Communications: Requires the ability of speaking and/or signaling people to convey or exchange information; includes issuing and receiving assignments, instructions and/or directions. Requires the ability to tactfully and effectively interact with the public and with co-workers. Language Ability: Requires ability to read Standard English, as well as basic technical data, policy and procedure manuals, codes, etc. Requires the ability to prepare forms and reports using prescribed formats. Requires the ability to communicate effectively in Standard English. Requires the ability to communicate with a broad array of individuals from various professional backgrounds. Intelligence: Requires the ability to apply principles of logical thinking to define problems, collect data, establish facts and draw valid conclusions; to interpret a variety of instructions in written and oral form; to make independent judgments in absence of supervision; to acquire knowledge of topics related to primary occupation. Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, to issue and follow verbal and written instructions. Numerical Aptitude: Requires the ability to add and subtract totals, multiply and divide, use decimals and calculate percentages. Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width and shape; identify degrees of similarity in form; and visually read various information. Motor Coordination: Requires the ability to coordinate hands and eyes using office machinery and equipment. Manual Dexterity: Requires the ability to handle a variety of items, equipment, control knobs, buttons, switches, etc. Must have minimal levels of eye/hand/foot coordination. Color Discrimination: Requires the ability to differentiate colors and shades of color. Interpersonal Temperament: Requires the ability to deal with people beyond receiving instructions. Must be adaptable to performing under stress when confronted with frequent deadlines or peak workloads. Avoids violent behavior and any other type of behavior that could threaten the safety of other employees or the public. Physical Communications: Requires the ability to talk and hear: (talking: expressing or exchanging ideas by means of spoken words; hearing: perceiving nature of sounds by ear). Must be able to hear and understand communications through telephone and radio. Packet Pg. 689  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: March 18, 2014 TO: Honorable Chairman and Members of the Board SUBJECT: Sheriff's Teen Driver's Challenge Budget The Okaloosa County Sheriff's Office has submitted an annual budget for use of the Teen Driver's Challenge funds as outlined in County Ordinance 11-17. Packet Pg. 690  Sheriff Larry Ashley and the men and women of the Okaloosa County Sheriff’s Office are committed to improving teen driver safety. Teen drivers are three times more likely to be involved in a traffic crash than any other age group. Traffic crashes are the leading cause of death among teenagers. The Florida Sheriff’s Association and the Okaloosa County Sheriff’s Office have pledged to make a positive difference in teen driver safety in our community through the Teen Driver Challenge Program. The Teen Driver Challenge is an advanced driver education program that combines classroom training with practical driving exercises that are designed to give teens the knowledge and driving skills to be a better and safer driver. In the classroom, teens learn safe driving techniques, vehicle dynamics, crash avoidance, defensive driving, motorcycle awareness, safe following distances, the importance of safety belt usage, and the dangers of impaired, distracted, and aggressive driving. During the practical driving exercises on the driving pad, teens first learn how to inspect and maintain their vehicles. They are provided a checklist of things to look at and are given a tire pressure gauge to keep. They then drive a series of challenging cone courses that closely mirror a Law Enforcement Emergency Vehicle Operations Course. Each cone course is designed to teach a specific driving skill. Teens learn proper steering, cornering, emergency braking, emergency evasive steering, backing around objects and in intersections, off-road recovery, and skid recovery skills. A licensed Commercial Driving Instructor Certified Deputy Sheriff rides with them at all times. The certified instructors provide guidance to help the teens learn and succeed in each course. Teens ride the Seatbelt Convincer and use Fatal Vision Goggles to simulate impairment while they walk and balance. Teens also have the opportunity to drive an Okaloosa County Sheriff’s Office cruiser fitted with special hard plastic tires to learn skid recovery techniques that can save their lives if they begin to skid. The Okaloosa County Sheriff’s Office Teen Driver Challenge instructors trained 201 teens in the first two years we offered the program and have trained 253 teens to date. The agency recently doubled the number of classes being offered to two classes per month (24 classes per year) and set a goal to train 200 teens within 12 months. We have begun posting Tuesday Traffic Safety Tips on Social Media outlets to promote traffic safety in the community. Deputies attend various military and community functions with the Seatbelt Convincer and Teen Driver Challenge vehicles to increase awareness of our program. Our agency represented the Florida Sheriff’s Association Teen Driver Challenge exhibit at the Mid-Winter Sheriff’s Conference, and we have trained 18 instructors from other agencies in how to be Teen Driver Challenge instructors. The Okaloosa County Sheriff’s Office recently trained new instructors and expects to have 53 licensed Commercial Driving Instructors to teach in the Teen Driver Challenge Program. Packet Pg. 691  The response from the community has been tremendous, and we have received many compliments from parents and students. The following is just a sample of what Parents have said: “Our daughter attended the class in October 2012. She received her learner’s permit in September - so she still has a lot to learn. This is such a great experience for these new drivers and their parents. She is still, today, talking about her experience and how thankful she is that Sheriff Ashley implemented this program for the folks in Okaloosa County.” Packet Pg. 692  Okaloosa County Sheriff's Office Teen Driver Challenge Expenditure Budget (DETAILED) thru 09/20/13 FY 2012 FY 2013 FY 2014 Actual Actual Proposed Expenditures Expenditures Budget Account Title 51200 SALARIES/WAGES REGULAR $ 282 51300 OTHER SALARY 4,982 5,000 51400 OVERTIME SALARY 8,411 44,044 34,000 52100 FICA TAXES/MATCHING 3,624 3,500 52200 RETIREMENT CONTRIBUTION 1,196 7,020 5,000 PERSONNEL SERVICES $ 9,607 $ 59,952 $ 47,500 53150 OTHER PROFESSIONAL FEES $ 600 $ 600 54041 TRAVEL AND PER DIEM $ 495 $ 2,804 $ 1,000 54251 FREIGHT & POSTAGE 55 9 - 54641 VEHICLE REPAIRS 552 109 250 54644 OTHER VEHICLE REPAIRS 1,941 3,186 1,000 54741 PRINTING 1,140 2,239 250 54900 OTHER CURRENT CHARGES AND OBLIGATIONS 781 1,952 1,000 55141 OFFICE SUPPLIES 5 100 55299 SUPPLIES - OTHER 4,172 2,000 55250 EMPLOYEE UNIFORMS 2,112 250 55255 VEHICLE EMERGENCY EQUIPMENT 2,335 55299 SUPPLIES - OTHER 3,319 1,000 OPERATING EXPENSES $ 12,735 $ 15,070 $ 7,450 56441 VEHICLES 35,000 56447 OTHER EQUIPMENT 3,246 20,898 5,000 CAPITAL OUTLAY $ 38,246.00 $ 20,897.73 $ 5,000.00 TOTAL $ 60,588 $ 95,920 $ 59,950 TOTAL CLASSES 12* 15 16 TOTAL TEENS TRAINED 144* 145 200 * Initial Program Expectations Packet Pg. 693  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: March 18, 2014 TO: Honorable Chairman and Members of the Board SUBJECT: School Board Teen Driver's Challenge Budget The Okaloosa County School Board has submitted its approved Megan Warman Driver Education Safety Program budget as outlined in County Ordinance 11-17. Packet Pg. 694 Packet Pg. 695 Packet Pg. 696 Packet Pg. 697 Packet Pg. 698 Packet Pg. 699 Packet Pg. 700  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: March 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Rick Owen SUBJECT: Contract with Nabors, Giblin, & Nickerson DEPARTMENT: County Administrator BCC DISTRICT: All STATEMENT OF ISSUE: Request Board approval of and authorize Chairman to execute contract with Nabors, Giblin, & Nickerson for services as County Attorney commencing April 1, 2014. BACKGROUND: The current County Attorney submitted his resignation to be effective July 1, 2014. The county has concurrently accepted employment applications from individuals and proposals from firms. At the February 18, 2014 BCC meeting, the Board approved staff negotiating a contract with Nabors, Giblin, & Nickerson for services as County Attorney. Staff completed this negotiation and the resulting contract is attached. OPTIONS: Approve/Disapprove contract. RECOMMENDATIONS: Staff recommends Board approval of contract with Nabors, Giblin, & Nickerson for services as County Attorney commencing April 1, 2014. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 701 Packet Pg. 702 Packet Pg. 703 Packet Pg. 704 Packet Pg. 705 Packet Pg. 706 Packet Pg. 707 Packet Pg. 708 Packet Pg. 709 Packet Pg. 710 Packet Pg. 711 Packet Pg. 712 Packet Pg. 713 Packet Pg. 714  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: March 18, 2014 TO: Honorable Chairman and Members of the Board FROM: All SUBJECT: Boys & Girls Club Week Proclamation STATEMENT OF ISSUE: Request Board approval of proclamation honoring Boys and Girls Club week and consideration of a Commissioner to present at the open house event in Destin. BACKGROUND: The National Boys & Girls Clubs week is March 23-29, and the Destin Club is hosting an open house tour. They are inviting the community to come in and take a look at all the great programs offered. The sponsor of the event requests a proclamation establishing “Boys & Girls Club” week in Okaloosa County. RECOMMENDATION: Recommend Board approve proclamation and recommend Commissioner to present at the open house in Destin. Packet Pg. 715  P ROCLAMATION WHEREAS, the young people of Okaloosa County, Florida are tomorrow’s leaders; and WHEREAS, many such young people need professional youth services to help them reach their full po- tential; and WHEREAS, there are seven Boys & Girls Clubs on the Emerald Coast in Destin, Fort Walton Beach, South Walton, Milton, DeFuniak Springs and Pensacola – providing services to more than 800 young people annually; and WHEREAS, Boys & Girls Clubs of the Emerald Coast are places where great futures start. They are at the forefront of efforts in academic success, healthy lifestyles, and good character and citizenship; and WHEREAS, Boys & Girls Clubs in our State help ensure that our young people keep off the streets, of- fering them a safe and supportive place to go and providing them with quality programs; and WHEREAS, Boys & Girls Clubs of Okaloosa County will celebrate National Boys & Girls Club Week, 2014 along with some seven other Clubs and more than 800 young people throughout the Emerald Coast. NOW, THEREFORE, BE IT RESOLVED the Okaloosa County Board of Commissioners hereby pro- claims March 23 through 29, 2014, as BOYS & GIRLS CLUB WEEK in Okaloosa County, Florida. And call on all citizens to join with me in recognizing and commending the Boys & Girls Clubs of the Emerald Coast for providing comprehensive, effective services to the young people in our communities. DULY PASSED AND ADOPTED this 18th day of March 2014. BOARD OF COMMISSIONERS OKALOOSA COUNTY, FLORIDA ATTEST: _________________________________ CHARLES K. WINDES, JR. CHAIRMAN ___________________________ DON W. HOWARD CLERK OF CIRCUIT COURT Packet Pg. 716