Okaloosa County BOCC — February 3, 2015 — DEPARTMENT APPROVAL — reading text

Zan Fedorak From: Jeff Littrell Sent: Monday, January 26, 2015 12:38 PM To: Zan Fedorak Cc: Jack Allen; John Vaughn; Dave Skarzynski; Kimberly Kilpatrick; Mark Wise; Mark Griffin Subject: FW: FY15 W&S 1/2 Ton 4X4s - Budget Adjustment Required For Purchase of 4 1/2 Ton Extended Cab Pickup Trucks Importance: High Zan, I have been informed that the bid amount for four % ton 4x4 Extended Cab Pickup Trucks has exceeded the line item budget amount. Each truck was budgeted for $25,000 and the bids came in at $25,799 each. That is a total budget shortfall of $3,196. The account number for Water & Sewer Capital Outlay for Vehicles is 411-4101-564304. The four pickup trucks are in 564304. The account number for Water & Sewer Capital Outlay for Physical Environment is 411-4101-564302. We have a Sewer Vactor Truck in 564302 with a line item budget amount of $400,000. The purchase order amount for the Sewer Vactor Truck came in at $374,630. There is a difference of $25,370 between the line item budgeted amount for the Vactor Truck and the purchase order price. In order to cover the shortage on the four extended cab pickup trucks, OCWS staff will be requesting a budget transfer of $4,000 from 411-4101-564302 to 411-4101-564304. Jeff Littrell, Director Okaloosa County Water & Sewer System 1804 Lewis Turner Blvd, Suite 300 Ft. Walton Beach, FL 32541 850-651-7172 Please note: Due to Florida's very broad public records laws, most written communications to or from County employees regarding County business are public records, available to the public and media upon request. Therefore, this written e-mail communication, including your e-mail address, may be subject to public disclosure. From: Jack Allen Sent: Monday, January 26, 2015 11:21 AM To: Jeff Littrell Cc: Mark Griffin; Sunnie Estes; John Vaughn; Zan Fedorak; Alice Gaston Subject: RE: FY15 W&S 1/2 Ton 4X4s Importance: High Good morning Mr. Littrell, Upon further review, the total cost for these four trucks exceed the line item budgeted amount of $25,000 each. Please provide narrative to support on how you will adjust to cover for the additional funds needed. (Bid price is $25,799.00 each) Note: Zan needs this today to complete and submit our agenda request. Thanks, Jack From: Jeff Littrell Sent: Friday, January 16, 2015 10:46 AM To: Jack Allen; John Vaughn Cc: Mark Griffin; Sunnie Estes Subject: RE: FY15 W&S 1/2 Ton 4X4s Jack, I concur with the recommendation from John Vaughn to purchase four % ton extended cab pickup trucks from Hub City Ford, they being the lowest responsive and responsible bidder meeting specs. Jeff Littrell, Director Okaloosa County Water & Sewer System 1804 Lewis Turner Blvd, Suite 300 Ft. Walton Beach, FL 32541 850-651-7172 Please note: Due to Florida's very broad public records laws, most written communications to or from County employees regarding County business are public records, available to the public and media upon request. Therefore, this written e-mail communication, including your e-mail address, may be subject to public disclosure. From: Jack Allen Sent: Friday, January 16, 2015 10:17 AM To: John Vaughn Cc: Mark Griffin; Jeff Littrell; Sunnie Estes Subject: RE: FY15 W&S 1/2 Ton 4X4s Thanks John. Once we get Mr. Littrell’s recommendation we will proceed with the award process. Thanks, Jack From: John Vaughn Sent: Friday, January 16, 2015 10:11 AM To: Jack Allen Cc: Mark Griffin; Jeff Littrell Subject: FY15 W&S 1/2 Ton 4X4s Jack, I have reviewed the bids for four % ton extended cab 4X4 pickups for Water and Sewer. | recommend we buy 2015 F150s from Hub City Ford. They are the low bidder and meet specifications. John Vaughn Fleet Operations Director Okaloosa County Board of County Commissioners (850)689-5775 “Please note: Due to Florida's very broad public records laws, most written communications to or from County employees regarding County business are public records, available to the public and media upon request. Therefore, this written e-mail communication, including your e-mail address, may be subject to public disclosure.”