Okaloosa County BOCC — October 2, 2012 — reading text

Packet Pg. 222 Attachment: Uniform contract quotes (1114 : Approval of Uniform Service Contract)  8.3.1.d Packet Pg. 223 Attachment: Uniform contract quotes (1114 : Approval of Uniform Service Contract)  8.4.1 BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: November 6, 2012 TO: Honorable Chairman and Members of the Board FROM: Don Turner SUBJECT: Shalimar Annex Renovation Project Task Force Authorization DEPARTMENT: Facility Maintenance BCC DISTRICT: ALL STATEMENT OF ISSUE: Request Board authorization to form a stakeholder steering committee called the "Shalimar Annex Renovation Project Task Force". BACKGROUND: The Board recently entered into a contract with Lord & Son for the Phase I design work for the renovation of the Shalimar Annex. To support their efforts in composing a space allocation plan and an operationally efficient design, input from the various user groups is necessary. With the time to complete the design work being so short, the Task Force needs to be assembled right away. The attachment holds the names of the user groups that will make up the Task Force, should the BCC authorize its formation. Each user group may appoint a primary representative who will be a member of the Task Force. Each user group may appoint an alternate who may stand in for the primary representative when the primary representative is unable to attend the Task Force meetings. In addition to a representative from each user group, certain county staff will make up the "Project Team" as outlined in the attached document. The Task Force will be making recommendations to the Board of County Commissioners about this project; therefore, it will be subject to the sunshine provisions. The sunshine provisions require proper public notice of scheduled meetings, among other requirements, and meetings will be open for the public to attend. OPTIONS: Approve, Reject or Table RECOMMENDATIONS: The Board is requested to authorize the formation of the Shalimar Annex Renovation Project Task Force. Packet Pg. 224  8.4.1 RECOMMENDED BY: APPROVED BY: James D. Curry, County Administrator Packet Pg. 225  8.4.1.a Attachment: Shalimar Annex Renovation Project - Task Force (1127 : Shalimar Annex Renovation Project Task Force Authorization) SHALIMAR ANNEX RENOVATION PROJECT TASK FORCE STAKEHOLDER REPRESENTATIVES USER GROUP NAME BCC: Chairman or designee Clerk of Courts: Clerk of Courts or designee Sheriff’s Office: County Sheriff or designee Supervisor of Elections: Supervisor of Elections or designee Tax Collector: Tax Collector or designee Property Appraiser: Property Appraiser or designee Judicial: Chief Administrative Judge or designee Court Administration: Senior Court Administrator or designee Guardian ad Litem: Guardian ad Litem or designee State Attorney: Assistant State Attorney or designee Public Defender: Assistant Public Defender or designee ADDITIONAL NON-VOTING MEMBERS OF THE TASK FORCE County’s Project Team: County Administrator, or designee, will act as the “Project Executive” Public Works Director, or designee, will represent County Engineering Facilities Maintenance Director will act as “Project Manager” Packet Pg. 226  8.5.1 BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: November 6, 2012 TO: Honorable Chairman and Members of the Board FROM: John Vaughn SUBJECT: Approval of Fuel Card Agreement DEPARTMENT: Fleet BCC DISTRICT: All STATEMENT OF ISSUE: Fleet Operations seeks to "piggyback" on the State of Florida's fuel card agreement with Wright Express. County costs will be the same paid by the State of Florida. BACKGROUND: Our current universal fuel card provider Comdata no longer is under contract with the State of Florida for fueling services. To maintain favorable pricing Fleet Operations wants to “piggyback” on the current State of Florida Fleet Fuel Card Program for the use of Wright Express fuel cards. Transition to Wright Express will be seamless to our departments with the Wright Express cards going in place prior to ending our use of Comdata cards. Wright Express offers pay-at-the-pump fueling at all major brand gasoline and diesel fuel locations across the USA. At commercial stations drivers will have the choice of using either Wright Express or Fuelman cards. At Fleet Operations' in-house sites we will continue to use the Fuelman cards only. The price for Wright Express fuel will be retail less 1.45%. RECOMMENDATION: Authorize staff to "piggyback" on State of Florida Fleet Fuel Card Program by entering into contract with Wright Express and authorize the Chairman to sign the addendum to the fuel cards service agreement. RECOMMENDED BY: Packet Pg. 227  8.5.1 APPROVED BY: James D. Curry, County Administrator Packet Pg. 228  8.5.1.a ADDENDUM TO THE FUEL CARD SERVICES AGREEMENT BETWEEN WRIGHT EXPRESS FINANCIAL SERVICES CORPORATION (“WEX FSC”) AND THE STATE OF FLORIDA DEPARTMENT OF MANAGEMENT SERVICES (the “STATE”) CREDIT INFORMATION Participating Entity agrees that in the event the account is not paid as agreed, WEX FSC may report the undersigned’s liability for and the status of the account to credit bureaus and others who may lawfully receive such information. Participating Entity Phone # Fax# OKALOOSA COUNTY FLEET OPERATIONS 850-689-5775 850-689-5787 Business Name and Physical Address (Do not include PO Box) Applicant’s Taxpayer ID # (TIN, FEIN or SSN) 2798 GOODWIN AVENUE, CRESTVIEW FL 32539 59-6000765 In Business Since (yyyy) Year of Incorporation (yyyy) Number of Vehicles Avg Monthly Fuel Expenditures Avg Monthly Service Expenditures 375 $50,000 $0 Attachment: Participation Agreement - State of Florida (1119 : Approval of Fuel Card Agreement) ACCOUNT SETUP INFORMATION Write Participating Entity name as you wish it to appear on cards. Limit of 20 characters & spaces. Unless specified, no company name will appear on cards. OKALOOSA CO FLEET OP Billing Contact Billing Address City State Zip+4 JOHN VAUGHN 2798 GOODWIN AVENUE CRESTVIEW FL 32539-6058 Designate the Fleet Contact authorized to receive all charge cards, reports, and other such information we provide from time to time and to take actions with respect to your account and account access. This is also the person designated by your company to provide all fleet vehicles, driver and other information we may request. Authorized Fleet Contact Name Title Phone # Fax # BRENDA KILE PROGRAM TECH II 850-689-5775 850-689-5787 Mailing Address (if different from billing address) City State Zip+4 Email address (required to take advantage of product type card controls) bkile@co.okaloosa. fl.us Card Controls: To help us estimate your credit needs, indicate the types of cards you anticipate using. If you provide a valid email address above, you can select from these product type options: All Products Fuel & Service Fuel & Fluids with Roadside Assistance Fuel with Roadside Assistance Mix of card types Check here if business is exempt from motor fuels tax TERMS DEFINITIONS: “Agreement” means: Contract No.973-163-10-1 effective August 6, 2010 for Fuel Cards and Fuel Management Services (the “Agreement”) between the State of Florida Department of Management Services and WEX FSC. “Participating Entity” shall mean the Participating Entity as defined in the Agreement permitted to purchase services under the Agreement, as specified in the Credit Information above. All other capitalized terms used in this Addendum without definition have the meanings set forth in the Agreement. AGREEMENTS OF WEX FSC AND PARTICIPATING ENTITY: 1. This Addendum is to allow the Participating Entity to participate under the Agreement between WEX FSC and the State. It does not modify, amend or change the Agreement in any way. 2. Participating Entity represents that it is authorized or allowed by the laws of its home state to enter into this Addendum and to participate under the Agreement. 3. Participating Entity hereby requests the services of WEX FSC described in the Agreement and agrees to perform all duties of a Participating Entity under the Agreement, including, without limitation, payment of all charges on its account(s) within the time periods provided under the Agreement, payment of any fees provided in the Agreement, and cooperation with respect to providing all necessary information for the administration of the Agreement. Participating Entity agrees to be bound