Okaloosa County BOCC — December 6, 2016 — Approval to pay CSX Transportation, Inc. for utility permit costs — agenda request

BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: December 6, 2016 TO: Honorable Chairman and Members of the Board FROM: Dan Sambenedetto SUBJECT: Approval to pay CSX Transportation, Inc. for utility permit costs DEPARTMENT: Information Technology BCC DISTRICT: ALL STATEMENT OF ISSUE: The Information Technology (IT) department has submitted a utility permit to cross under the CSX Railroad at Wilson Street in Crestview. CSX requires some fees to be paid in advance and other fees to be paid incrementally as the permit process moves toward completion. Therefore, the Board is requested to approve advanced and incremental payments to CSX Transportation, Inc. for utility permit costs not to exceed $15,000. BACKGROUND: In October 2016, the IT department requested a utility permit and right of entry from CSX to install and maintain a single 2 inch HDPE conduit system by horizontal directional drilling (HDD) for the purpose of installing fiber optic cable under the CSX railroad tracks at Wilson Street in Crestview. Accessing CSX property requires permission and new construction requires the following services and/or fees over the course of the project:  Application and non-refundable review fee  License fee and insurance fees  Flagging and/or inspection e.g. Permit C E & I Services These services cannot be provided by any personnel other than authorized CSX employees and several of the fees must be paid in advance. In 2014 the IT department went through this same CSX permit process for the Okaloosa Lane railroad crossing in Crestview. Therefore, IT is requesting Board approval to move forward with this permit process by authorizing advanced and incremental payments when necessary for all required services totaling a not to exceed amount of $15,000. This process has been reviewed by Purchasing and Finance and funding is available in the Fiber Optic Telecommunications and Fiber Capital budgets. OPTIONS: Approve/Disapprove RECOMMENDATIONS: Staff recommends Board approval to allow the IT department to pay by PO the advanced and incremental payments to CSX Transportation, Inc. for utility permit costs not to exceed $15,000. RECOMMENDED BY: APPROVED BY: John Hofstad, County Administrator