Okaloosa County BOCC — March 18, 2013 — reading text

REPRESENTATIVES: The authorized representative of the County shall be: James Curry County Administrator 1804 Lewis Turner Boulevard Suite 400 Fort Walton Beach, FL 32547 (850) 651-7515 E-Mail: jcurry@co.okaloosa.fl.us The authorized representative for shall be: E-Mail: Last Revised- 02-18-2013 Page 25 Packet Pg. 175  6.2.a.a All notices required by this agreement shall be in writing to the representative listed above with a courtesy copy to the following: Jack Allen Contracts & Leases Okaloosa County Purchasing Department 602-C North Pearl Street Crestview, FL 32536 Attachment: RFP- BCC Restore Act Mgmt (02-18-2013) (1423 : Restore Act Consulting Services RFP) 850-689-5960 / 850-689-5998 (FAX) E-Mail: jallen@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 has hereto fixed his signature, the day and year above written. WITNESS: CONTRACTOR BY TITLE STATE OF FLORIDA COUNTY OF OKALOOSA This contract is accepted this _____ day of _____________________ 2013 and is effective on the _____ day of _________________________ 2013. ATTEST: COUNTY OF OKALOOSA, FLORIDA BY Gary Stanford Deputy Clerk of Court Last Revised- 02-18-2013 Page 26 Packet Pg. 176  6.2.a.a ----------------------------------------------------------------------------------------------------- ANTI-COLLUSION STATEMENT: The below signed proposer has not divulged to, discussed or compared his proposal with other proposers and has not colluded with any other proposer or parties to proposal 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 proposal list(s). Attachment: RFP- BCC Restore Act Mgmt (02-18-2013) (1423 : Restore Act Consulting Services RFP) Bidder’s Company Name Authorized Signature – Manual Authorized Signature – Typed Address Title Phone # Fax # Federal ID # or SS # E-mail address Last Revised- 02-18-2013 Page 27 Packet Pg. 177  6.2.a.a Attachment: RFP- BCC Restore Act Mgmt (02-18-2013) (1423 : Restore Act Consulting Services RFP) RESTORE ACT MANAGEMENT CONSULTANTS RFP: BCC 19-13 RANKING SHEET Understanding of Proposed projects (20 pts) Responsiveness to Proposal (20 pts) Geographic Location of Firm (10 pts) Project Handled of Similar Nature (15 pts) References (15 pts) Staff/Capacity to meet County Requirements (15 pts) Cost (10pts) TOTAL POSSIBLE – 100 PTS PERSON RANKING PRINTED NAME POSITION/DEPT SIGNATURE DATE Last Revised- 02-18-2013 Page 28 Packet Pg. 178  6.2.b BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: March 5, 2013 TO: Honorable Chairman and Members of the Board FROM: Richard Brannon SUBJECT: Legal Representation for Tourist Development Council DEPARTMENT: Purchasing BCC DISTRICT: Two STATEMENT OF ISSUE: On February 5, 2013 the Board of County Commissioners accepted the resignation of legal counsel representing the Tourist Development Council and Tourist Development Department (TDD). Staff is requesting guidance on acquiring new legal representation. If a Request for Qualifications is the designated means of acquiring, the recommendation is to allow a committee made up of the following to review, rank & make a recommendation to the Board of County Commissioners: • The County Attorney • The TDD Director • The TDD Liaison Commissioner (Kelly Windes) RECOMMENDATIONS: This item is brought to the Board for guidance. RECOMMENDED BY: APPROVED BY: James D. Curry, County Administrator Packet Pg. 179  6.3.a BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: March 5, 2013 TO: Honorable Chairman and Members of the Board FROM: John Hofstad SUBJECT: Yard Trash Grinding Equipment Needs DEPARTMENT: Public Works BCC DISTRICT: ALL STATEMENT OF ISSUE: Grinding equipment utilized in processing yard trash is not economically feasible to repair. BACKGROUND: The Recycling Office has a Morbark 7600 in-line grinder that is 11 years old. It was recently sent to Warrior Tractor in Montgomery for repairs ($27,000). Since its arrival additional needed repairs have been discovered bringing the total cost to about $60,000. This total could be greater depending on what is found while breaking the equipment down for repair. This unit is only used at the Wright Yard Trash Facility (old Wright Landfill) due to its size, and cannot access the Baker Yard Trash Site. For the Baker site we use a Morbark 1300 Tub Grinder which is 16 years old. It is also in need of repairs ($20,000 - $30,000) which can be done by Fleet. Rather than replace the 7600 ($850,000 replacement) we propose to hire grinding services ($100,000 annually) to manage the yard trash at Wright and will continue to utilize the 1300 at Baker once repaired. Proceeds from the sale of the 7600 will be utilized to pay for repairs on the 1300 and to offset the cost of contract grinding services for the balance of this fiscal year. We cannot accommodate a contract grinding operation at Baker because it typically requires a stockpile too large to make it economically feasible for a contractor to mobilize equipment for a grinding operation on a periodic basis. OPTIONS: - Take the 7600 to the auction yard in Montgomery. Resale value of 7600 was estimated at $170,000 before repairs were identified (current value unknown). - Repair 1300 to utilize at Baker ($20,000 - $30,000). - Contract for grinding services at the Wright Yard Trash Facility for the balance of FY 2013 and budget these services for FY 2014 and beyond. Staff will look into the existence of municipal contracts that County could piggy-back on. In addition, staff will research financing options for a replacement unit if determined to be in the County’s long-term best interest. Packet Pg. 180  6.3.a RECOMMENDATIONS: That the Board authorize the auction sale of the Morbark 7600 by Fleet Operations and that funds from the sale be utilized in repairing the Morark 1300, and to fund contract grinding services. Also request that the Board authorize advertisement for contract grinding services. RECOMMENDED BY: APPROVED BY: James D. Curry, County Administrator Packet Pg. 181  6.3.b BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: March 5, 2013 TO: Honorable Chairman and Members of the Board FROM: John Hofstad SUBJECT: Motor Grader Leases Options DEPARTMENT: Public Works BCC DISTRICT: 1 and 3 STATEMENT OF ISSUE: The Public Works Roads Division has procured two lease agreements through the Kansas State Bank of Manhattan via ASC Volvo for 8 Volvo Motor Graders to grade County maintained dirt roads. The leases will expire in June of 2013 and January 2014 respectively. Staff has been looking into alternatives to reduce or eliminate the lease fees and to project the relative costs moving forward for various options as the expiration of the existing grader leases approaches. BACKGROUND: The Public Works Road Division provides weekly service to grade dirt roads to keep them safely passable for the traveling public and emergency services. In an effort to reduce our overhead expenses, lease options were pursued with the approval of the Board in the past. We are currently working under two leases through the Kansas State Bank of Manhattan (via ASC Volvo) for the lease of 8 Volvo motor graders. The lease had an estimated usage of 1,000 hours per machine per year based on the existing machines that the County owned. We are projecting that we will exceed the hours allotment on nearly all of the machines under lease in spite of staff reallocating higher use machines to lower use routes/operators. The lease has a fee of $25 per hour for every hour over 3,000 hours. Our current estimate for the amount of overage use is approximately $70,000. We believe that the usage of the machines has increased because downtime has decreased due to improved reliability of the new graders and due to emergency response during storm events. Staff is exploring four alternatives to bring back to the