Okaloosa County BOCC — October 2, 2012 — reading text

marketing will increase awareness of the Emerald Coast because all collateral will state the location as Destin and Fort Walton Beach. The HOG Rally’s website will also link directly to the Emerald Coast’s website. The proposed posed advertising and marketing will generate attendance by marketing directly to Harley Davidson riders at dealerships they shop at and other events they attend. Also, the direct mail piece will reach HOG members who have already participated in this eventt and gotten to experience Destin/Fort Walton Beach. Describe the audience/market that this event will attract. The Florida State HOG Rally attracts Harley Davidson owners with on average an $80,000 + annual income. 50% of the members own 2 Harleys in their household. Describe the distribution plan for promotional items and collateral. If mass media is being considered, please outline media plans for out-of-market advertising. Promotional items and collateral will be distributed at other motorcycle events and at Harley Davidson dealerships as described above. The print ad in HOG Magazine will be distributed to al all full and full life numbers nationally. Thunder Roads and Rebel Roads will be distributed to riders throughout the state of Florida. Projected Room Nights to the Emerald Coast Area: Please list the event’s lodging and non non-lodging partners: Lodging Partners: Non-Lodging Partners: Tentative – All sponsorships will be confirmed by mid mid-February 2013. Ramada/Destin West Helenback ResortQuest AJ’s Best Western Fort Walton Beach McGuire’s SummerPlace Inn Hard Rock Café Emerald Grande TGI Friday’s Heritage Harley Fudpucker’s 3 Packet Pg. 85  7.6.a How do your attendees make reservations and fill rooms along the Emerald Coast? Attachment: HOG Rally Sponsorship Application (1141 : 2013 Harley Owners Group (HOG) Rally Sponsorship) How do you obtain post event pick--up information about rooms booked for your event from your lodging partners? A majority of attendees will go to the Florida State HOG Rally website and view the sponsor properties. They will then click through to the property’s website to book. To obtain better post event information a promo code should be established that is agreed upon by all hoteliers/condos to use to signify they are booking with the HOG Rally. Also, attendees may give this code over the phone if booking that way. As of now, this code is to be determined. Approximately, how many out of town vi visitors will come to this event? 2,500 visitors Approximately, how many room nights will be booked for this event? 2,500 visitors x 4 room nights = 10,000 room nights + 1,250 room nights on Tuesday night = Total Estimated Room Nights of 11,250. On average, how many nights do you project these visitors remain in town? On average, most visitors will stay 4 nights (Wednesday, Thursday, Friday and Saturday). However, some will also stay Monday and Tuesday night. Signature: Upon completing this application in its entirety, please read the following statement and affix your signature accordingly. I am submitting this application on behalf of my business/organization’s event and am aware that this application will be review reviewed and scored by the TDC and funding recommendation submitted to the Okaloosa County Board of Cou County nty Commissioners for final approval. I have completed this application completely and accurately to the best of my ability. I understand that all information submitted will be used to determine funding eligibility, and I have not misrepresented anything ffor financial gain. ________________________________ _ ________________________________ Signature of Applicant Date of Application _________________________________ Printed Name of Applicant 4 Packet Pg. 86  7.7 BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: November 6, 2012 TO: Honorable Chairman and Members of the Board FROM: Richard Brannon SUBJECT: Bid Award for Janitorial Services for Health Dept DEPARTMENT: Purchasing BCC DISTRICT: All STATEMENT OF ISSUE: Bids were opened on October 5, 2012. Bids were received from five (5) companies (see attached). Executive Cleaning Inc. (Milton, FL) is the low bidder meeting specifications at $63,752.26 annually. BACKGROUND: This contract covers Janitorial Services for the Crestview and Ft. Walton Beach Health Departments. Funding is provided by the Board of County Commissioners and is in the current FY budget. OPTIONS: Approve or Reject RECOMMENDATIONS: Staff recommends awarding to Executive Cleaning Inc; they being low bidder meeting specifications, and authorizing the Chairman to sign the contract upon receipt of required documentation. RECOMMENDED BY: APPROVED BY: Packet Pg. 87  7.7 James D. Curry, County Administrator Packet Pg. 88  7.7.a Packet Pg. 89 Attachment: Contract Award - Okaloosa CHD (Janitorial) (1142 : Bid Award for Janitorial Services for Health Dept)  7.7.b BID TABULATION JANITORIAL SERVICES FOR OKALOOSA COUNTY HEALTH DEPARTMENT (FWB & CRESTVIEW) Attachment: RFB-Janitorial Serv FWB & C'view _tab (1142 : Bid Award for Janitorial Services for Health Dept) BID OPENS: OCTOBER 25, 2012 @ 3:00 P.M. VENDOR AMOUNT A ADVANCED APPEARANCE SPECIALISTS $140,000.00 EXECUTIVE CLEANING, INC. $63,752.26 JANI-KING OF PENSACOLA $104,532.12 GATLIN CONSOLIDATED SERVICES $104,280.00 COHESIVE ENTERPRISE, LLC $83,067.00 Packet Pg. 90  7.8 BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: November 6, 2012 TO: Honorable Chairman and Members of the Board FROM: John Vaughn SUBJECT: Interlocal Fueling Agreement with City of Crestview DEPARTMENT: Fleet BCC DISTRICT: 1 STATEMENT OF ISSUE: Fleet Operations seeks to enter into an interlocal fueling agreement with the City of Crestview. BACKGROUND: Under this interlocal agreement the County will extend to the City a full array of fueling services now offered to our other customers. The City will begin to use County issued Fuelman fueling cards. Fuel sold to the City will be at the same price all other Fleet Operations customers pay. The City will have access to the County's fueling site in Crestview. The term of this agreement is five (5) years. RECOMMENDATION: Authorize staff enter into Interlocal Fueling Agreement with City of Crestview with the Chairman to sign this agreement. RECOMMENDED BY: APPROVED BY: James D. Curry, County Administrator Packet Pg. 91  7.8.a Packet Pg. 92 Attachment: Completed Coordination - Interlocal Fueling Agreement CV (1109 : Interlocal Fueling Agreement with City of Crestview)  7.8.b Packet Pg. 93 Attachment: Interlocal Fuel Agreement CV (1109 : Interlocal Fueling Agreement with City of Crestview)  7.8.b Packet Pg. 94 Attachment: Interlocal Fuel Agreement CV (1109 : Interlocal Fueling Agreement with City of Crestview)  7.8.b Packet Pg. 95 Attachment: Interlocal Fuel Agreement CV (1109 : Interlocal Fueling Agreement with City of Crestview)  7.9 BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: November 6, 2012 TO: Honorable Chairman and Members of the Board FROM: John Hofstad SUBJECT: Pavement Preservation/Cold Mix Rehabilitation Update and Changes DEPARTMENT: Public Works BCC DISTRICT: ALL STATEMENT OF ISSUE: The Public Works Roads Division has procured a contract with Asphalt Paving Systems (APS) to perform various types of pavement preservation treatment methods, including Fog Seal, Chip Seal, Double Chip Seal and Micro-surfacing. The Micro- surfacing has been completed and staff wishes to make changes to the type of treatments on the roads list based on our recent experience with the new treatment techniques. BACKGROUND: The Public Works Road Division compiles a list annually of roads that could benefit from a surface treatment to preserve the road and extend its useful life at a lesser cost than traditional overlay. To stretch the budgeted dollars, staff recommends a combination of treatments that vary from traditional overlay to Fog Seal in addition to an annual Cold Mix Rehabilitation program that is distinct from typical road sections. The Cold Mix Rehabilitation program focuses on specifically cold mixed roads. After applying micro-surfacing to a cold mix roadway, it was found that the application technique is not well suited to that particular type of road surface and experienced considerable cost/material overruns as a result. After further consultation with APS staff, it was agreed that it will be best to change the remaining cold mix roadways to a Chip Seal treatment to better control costs. Additionally, it was found that a road was inadvertently programmed to receive a Double Chip Seal when staff and the contractor