Okaloosa County BOCC — January 7, 2014 — Minutes — reading text

the top candidate and Mr. Padgett agreed with that recommendation. December 3, 2013 -6- Minute Book 70, Page 161 Okaloosa County Board of County Commissioners Mrs. Godwin provided details on Mr. Schroeder’s background. She requested authorization to pay up to $2,000 in moving expenses with receipts with the caveat if Mr. Schroeder leaves within two years, he will repay those relocation expenses. Mr. Windes made motion, seconded by Mr. Harris, to confirm the hiring of Ed Schroeder as Tourist Development Director and to approve the provision for relocation expenses as outlined above by the HR Director. Upon inquiry by Mr. Parisot, Mrs. Godwin stated the agreed upon salary is $105,000 annually. 5 yeas. Mrs. Godwin reported Mr. Schroeder is ready to start and will begin work on December 10. Mr. Padgett suggested Mr. Schroeder be given an opportunity to speak. He also told the Board the selection process worked very well. Mr. Schroeder stated this is an honor and said this destination is the jewel of the Emerald Coast. He said he will not take eredit for the successes TDD will have and called it a team effort. PUBLIC SAFETY - SOFTWARE SUPPORT AGREEMENT WITH TRITECH SOFTWARE SYSTEMS Mr. Dino Villani, Public Safety Director, requested approval of a maintenance and support agreement with TriTech Software Systems for the computer-aided dispatch for the County Warning Point. Mr. Harris made motion, seconded by Mr. Parisot, to approve the agreement and to authorize Chairman to execute same. 5 yeas. WATER & SEWER SYSTEM — FUTURE WATER SUPPLY PLANNING UPDATE Mr. Jeff Littrell, Water & Sewer System Director, presented an extensive update on the Future Water Supply Plan. He used text and maps to discuss The Need and Planning Background and History. During the history segment, Mr. Littrell noted that in 2010 the Northwest Florida Water Management District (NWFWMD) promised full cooperation for the Shoal River riverbank filtration and reservoir project and pledged to purchase the land needed for the project. However, he reported there has been a change of leadership at the NWFWMD and funding for the land purchase was not budgeted in FY 2014 and no firm timeline of when or if land acquisition will be funded was given. Consequently, the Shoal River Land Acquisition was submitted to December 3, 2013 -7- Minute Book 70, Page 162 Okaloosa County Board of County Commissioners the FDEP for consideration for Pot #2 of the RESTORE Act and NFWF funding. The third series of slides in the PowerPoint presentation was identified as Next Steps. Mr. Littrell said a safe yield analysis on Shoal River must be conducted to determine the feasibility of withdrawing up to ten million gallons of water per day. He explained how existing REPI and DIG grants obtained in partnership with Eglin Air Force Base will be used to purchase land parcels north of Eglin AFB, south of I-10 and near the Shoal River for source water protection, as a military buffer and for a potential water treatment plant. The site of the project was identified on a map, including location of a reservoir. Mr. Littrell addressed how to move forward with the REPI and DIG grants for the land acquisition. He pointed out there are three REPI grants and three DIG grants. Only one of the DIG grants can be used for land acquisition. This particular grant totals $500,000 and will expire at the end of this month; however, Mr. Littrell stated staff will request an extension. Purchase of the land will require retention of a real estate attorney to manage the closing and to ensure all governmental regulations are met. Special council with Nabors, Giblin & Nickerson will be used for this purpose. Mr. Littrell said they have obtained the asking price of the desired property from the landowner, Haiseal Timber Company. Two appraisals will be required. Upon inquiry by Mr. Windes, Assistant W&S Director Mark Wise stated an additional $800,000 to $1.2 Million will be needed for the purchase. Mr. Parisot stated the Governor meets quarterly with military base commanders and said perhaps General Harris will be able to address monetary participation by the NWFWMD at one of these military coalition meetings with Governor Scott. Mr. Boyles made motion, seconded by Mr. Parisot, to approve this item as placed on the agenda, to proceed with the land acquisition using grants, and to extend the DIG grant as mentioned above. 5 yeas. PUBLIC WORKS - REQUEST CORRECTION OF CLERICAL ERROR RELATING TO CONTRACT AMENDMENTS FOR ENVIRONMENTAL QUALITY COMPANY Mr. John Hofstad, Public Works Director, stated that on November 5, 2013 and November 19, 2013, amendments to Contract #C14-2099-PW with Environmental Quality Company (EQ) were December 3, 2013 -8- Minute Book 70, Page 163 Okaloosa County Board of County Commissioners submitted for approval and identified as Addendum #1 to Cl14- 2099-SW and Addendum #2 to C14-2099-SW, respectively. Because the contract identifications numbers did not match, payment has been withheld contingent upon correction. He asked the Board to approve correcting all contract amendments to reflect the correct contract number of #C14-2099-PW. Mr. Parisot made motion, seconded by Mr. Boyles, to approve the department head’s request. 5 yeas. PUBLIC WORKS — BEACH CLEANING, REQUEST FOR REIMBURSEMENT Mr. Hofstad reported the county Parks Division has performed the beach cleanup services since the beach cleaning contract was not renewed and while it is being challenged in court. The Parks crews began removing trash on Okaloosa Island and Destin beaches on October 3, 2013. Actual costs incurred to date total $13,795.06. He said TDD Special Counsel and the County Attorney have been asked to review these charges and have agreed with staff this is a reimbursable expense. Mr. Parisot made motion, seconded by Mr. Windes, to approve the reimbursement of these expenses by the Tourist Development Department (TDD). 4 yeas. (Mr. Boyles was not present.) Mr. Hofstad briefly reviewed the issues regarding the award of the contract for beach cleaning services. Because of the legal challenges, legal counsel asked staff not to open the bids which were submitted. In the interim, Parks Division crews will continue to clean the beaches but do not have the capability of deep sand cleaning. Mr. Hofstad asked for guidance from the Board on how to proceed. He reported that one option is to rent a factory refurbished Barber Surf Rake at a cost of $6,000 for the first month and $2,500 for each additional month. A second option is to purchase a new Model 600HD surf rake at a cost of $51,200, Gelivered. Mr. Amunds asked if there is a need for a surf rake after the challenge is resolved. Mr. Hofstad replied the Board must make that decision. He said if the department takes this task on in-house rather than contracting it out, the annual cost after the initial equipment purchases would be a couple thousand dollars per year. Upon inquiry by Mr. Windes, Mr. Dowd said the litigation should be resolved by February. Mr. Harris asked what will happen if the litigation is not resolved by then. Mr. Dowd replied that he doesn’t know, especially if there is an appeal. December 3, 2013 -9- Minute Book 70, Page 164 Okaloosa County Board of County Commissioners Mr. Hofstad stated they can continue even if it spills over into March but asked what services the Board will give up to do that. He noted that some Capital Improvement Projects would be halted with that scenario. Upon inquiry by Mr. Harris, Mr. Hofstad confirmed the funding source would be the TDC. WAAR a Vt aa house beach cleaning versus contracted services. Mr. Hofstad suggested renting the equipment between now and the end of February. In the interim, staff will prepare an analysis of full-time in-house beach cleaning services as opposed to contracting the service out. Mr. Windes made motion, seconded by Mr. Parisot, to rent the equipment and to prepare the analysis. 5 yeas. isot requested a cost analysis, comparing costs for in- PUBLIC WORKS -— COOPERATIVE AGREEMENT WITH HOLT VOLUNTEER FIRE DEPARTMENT FOR NEW PARK IN HOLT AREA Mr. Hofstad reported the Holt Volunteer Fire Department acquired approximately three acres of land on which to construct a firehouse. He said the entire three acres is not needed for the firehouse and representatives of the fire department have approached staff about a partnership to construct a county park at this location similar to the one in Blackman with play structure and community center. Mr. Hofstad said we must have an agreement with the fire department before going forward with making plans for the park. Discussion ensued regarding a funding source for the park development. Mr. Parisot and Mr. Harris pointed out neither Baker or Holt are formalized cities. Both are unincorporated areas and residents pay the Unincorporated Parks MSTU assessment. Mr. Boyles made motion, seconded by Mr. Harris, to approve the cooperative agreement with the Holt Volunteer Fire Department. 5 yeas. RECESS - The meeting was recessed at 9:55 a.m. and reconvened at 10:00 a.m. FACILITIES MAINTENANCE -— SHERIFF'S NEW BUILDING IN SHALIMAR Mr. Don Turner, Facilities Maintenance Director, requested direction from the Board regarding construction of a new Sheriff's building in Shalimar. He said if Sheriff’s operations are transferred into the new building to be constructed at the December 3, 2013 -10- Minute Book 70, Page 165 Okaloosa County Board of County Commissioners Shalimar Annex site, it will cost an additional $2.6 million. (NOTE: On November 5, 2013, the Board approved a new 10,000 square foot building to be constructed at the Sheriff's compound in Shalimar.) Mr. Turner’s agenda request provided the following four options: 1. Assigning the new building to Lord and Son as additional scope to their existing contract will likely result in a shorter project completion time than either bidding the project out as a new project or self-performing it through Facilities Maintenance 2. Self-performing the project through Facilities Maintenance would likely result in double-digit cost savings but would take longer to complete because the Facilities Maintenance Department has many other responsibilities which may cause staff to be pulled from the project from time to time 3. Bidding the project out will add three to four months to the likely projected completion timeline and there is no evidence to suggest an appreciable cost savings with this option 4. Lord and Sons and the Facilities Maintenance Department could do a joint project whereby Lord and Son would deliver a complete building shell and Facilities Maintenance would self-perform all MEP and interior finishes. Mr. Turner stated the statutes preclude the first two options. He also said Sheriff Ashley has voiced concerns about a time issue. Currently he is in a month-to-month lease for space for the investigations unit. Mr. Turner said the Sheriff expressed concern about Facilities Maintenance being pulled away from the project and suggested an outside contractor might be best. Mr. Turner said with the $250,000 limitation on self-performing construction, it makes sense to him to go out for a RFP. Upon inquiry by Mr. Parisot, Mr. Dowd answered it would be for a RFQ (Request for Qualifications) rather than a RFP (Request for Proposals). Mr. Boyles remarked this is the second time a staff recommendation has been tricked up and recommended staff read the Purchasing Manual and quit making this type of mistake. Mr. Windes asked why Options 1 and 2 were listed when they cannot be used. Mr. Turner replied they just found out they couldn’t use those two option. Mr. Boyles replied we did not just find this out because the same issue came up one month ago on the Crestview Courthouse project. December 3, 2013 -11- Minute Book 70, Page 166 Okaloosa County Board of County Commissioners Mr. Parisot made motion, seconded by Mr. Boyles, to issue a RFQ