Okaloosa County BOCC — September 3, 2013 — reading text

deliveries of asphalt products have been received and invoiced. Final payment request has been reviewed by the Purchasing Department. Requesting Board review and approval to make the final payment of $14,428.22 OPTIONS: Approve/Deny final payment to C. W. Roberts Contracting, Inc. RECOMMENDATIONS: Approve final payment of $14,428.22 to C. W. Roberts Contracting, Inc. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 360 Packet Pg. 361 Packet Pg. 362 Packet Pg. 363 Packet Pg. 364 Packet Pg. 365 Packet Pg. 366 Packet Pg. 367 Packet Pg. 368 Packet Pg. 369  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: November 5, 2013 TO: Honorable Chairman and Members of the Board FROM: John Hofstad SUBJECT: Final Payment to Fort Walton Concrete DEPARTMENT: Public Works BCC DISTRICT: All STATEMENT OF ISSUE: Final payment to Fort Walton Concrete is due to be rendered. BACKGROUND: The contract with Fort Walton Concrete to supply ready mix concrete expired on September 30, 2013. All requested deliveries of concrete have been received and invoiced. Final payment request has been reviewed by the Purchasing Department. Requesting Board review and approval to make the final payment of $440.00 OPTIONS: Approve/Deny final payment to Fort Walton Concrete. RECOMMENDATIONS: Approve final payment of $440.00 to Fort Walton Concrete. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 370 Packet Pg. 371 Packet Pg. 372 Packet Pg. 373 Packet Pg. 374 Packet Pg. 375  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: November 5, 2013 TO: Honorable Chairman and Members of the Board FROM: John Hofstad SUBJECT: Final Payment to Vulcan Materials DEPARTMENT: Public Works BCC DISTRICT: All STATEMENT OF ISSUE: Final payment to Vulcan Materials is due to be rendered. BACKGROUND: The contract with Vulcan Materials for pick up/delivery of limestone base and miscellaneous road materials expired on September 30, 2013. All requested materials have been received and invoiced. Final payment request has been reviewed by the Purchasing Department. Requesting Board review and approval to make the final payment of $3,700.93. OPTIONS: Approve/Deny final payment to Vulcan Materials. RECOMMENDATIONS: Approve final payment of $3,700.93 to Vulcan Materials. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 376 Packet Pg. 377 Packet Pg. 378 Packet Pg. 379 Packet Pg. 380 Packet Pg. 381 Packet Pg. 382 Packet Pg. 383 Packet Pg. 384 Packet Pg. 385  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: November 5, 2013 TO: Honorable Chairman and Members of the Board FROM: Daniel O'Byrne SUBJECT: Final Payment - Sandman LLC C08-1562-TDC DEPARTMENT: Tourist Development Department BCC DISTRICT: ALL STATEMENT OF ISSUE: Request approval of final payment to Sandman LLC, contract C08- 1562-TDC in the amount of $27,364.00. BACKGROUND: Contract C08-1562-TDC for beach cleaning services expired September 30, 2013. OPTIONS: Approve/Disapprove RECOMMENDATIONS: Approve final payment to Sandman LLC, contract C08-1562-TDC for beach cleaning services in the amount of $27,364.00. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 386 Packet Pg. 387 Packet Pg. 388 Packet Pg. 389 Packet Pg. 390 Packet Pg. 391 Packet Pg. 392 Packet Pg. 393 Packet Pg. 394  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: November 5, 2013 TO: Honorable Chairman and Members of the Board FROM: Elliot Kampert SUBJECT: SHIP Agreement with Okaloosa Community Development Corporation DEPARTMENT: Growth Management BCC DISTRICT: All STATEMENT OF ISSUE: In order to utilize State Housing Initiatives Partnership (SHIP) funds, Okaloosa County must enter into an Agreement with the Okaloosa Community Development Corporation. BACKGROUND: Through the SHIP program, the State of Florida allocates funds to cities and counties to be used to help economically challenged households achieve affordable housing. These funds must be spent in accordance with the local communities' Local Housing Assistance Plans. A community may administer the SHIP program in-house, or can contract the services to an outside agency. In June 2013, the Board authorized the issuance of a Request for Qualifications (RFQ) for firms interested in administering the SHIP program on behalf of Okaloosa County and, by way of an interlocal agreement, the City of Ft Walton Beach. The RFQ was developed in cooperation with the city. One agency, the Okaloosa Community Development Corporation (CDC) submitted a statement of qualifications in response. The attached Agreement provides for the use of the 2013/2014 SHIP allocation ($376,320) in accordance with Chapter 420 of the Florida Statutes and Rule 67-37 of the Florida Administrative Code. These funds must be spent no later than June 30, 2017. No local funds are required for SHIP program administration. OPTIONS: Approve or not approve the Agreement. RECOMMENDATIONS: Staff recommends that the Board of County Commissioners approve and authorize the Chairman to sign the Agreement with the CDC for SHIP Administrative services. RECOMMENDED BY: Packet Pg. 395 APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 396  AGREEMENT between OKALOOSA COUNTY BOARD OF COUNTY COMMISSIONERS and OKALOOSA COMMUNITY DEVELOPMENT CORPORATION This Agreement is made and entered into this day of , 2013 by and between the Okaloosa Community Development Corporation, (hereafter referred to as "Sub recipient" or "OCnC") and the Board of County Commissioners of Okaloosa County, (hereafter referred to as the "County" or "Recipient"). WHEREAS, through the State Housing Initiatives Partnership (SHIP) program, Okaloosa County from time to time receives funds to be used to provide and maintain affordable housing as provided in Part VII of Chapter 420, Florida Statutes, and Rule 67-37 of the Florida Administrative Code. WHEREAS, as provided in Ordinance 93-13 codified as Chapter 11.5 of the Okaloosa County Code, the Okaloosa Community Development Corporation has been designated as the SHIP Program Administrator for Okaloosa County. WHEREAS, in order to properly account for the SHIP funds allocated to Okaloosa County, it is necessary and desirable to enter into this formal agreement between the County as recipient and the Okaloosa Community Development Corporation as Subrecipient. NOW THERFORE, in consideration of the mutual promises set forth below, the County and the SUbrecipient agree as follows: ARTICLE I. STATEMENT OF WORK Subrecipient shall serve as the County's/City's SHIP administrator and shall: A. Implement the current approved Okaloosa County/City of Fort Walton Beach Local Housing Assistance Plan (LHAP) as provided in the attached Statement of Work (Exhibit A); B. Update the LHAP (Exhibit B) in coordination with and approval by Okaloosa County and the City of Fort Walton Beach as required by law; Agreement for SHIP Program Administration Services 2013-2016 LHAP Page 1 of10 Packet Pg. 397  C. Timely develop and submit to County any and all reports, audits, or certifications required by law, the Florida Housing Finance Corporation, Okaloosa County, or the City of Ft. Walton Beach. Unless otherwise required herein or by law or statute, all reports, audits, certifications shall be submitted to the attention of the Director, Okaloosa County Growth Management Department, 1804 Lewis Turner Blvd. Suite 200, Ft. Walton Beach, FL 32547 no less than ten business days in advance of due date; D. Subrecipient shall expend and account for all SHIP funds in accordance with the provisions of Chapter 420, Florida Statues, Rule 67-37, Florida Administrative Code, and in accordance with the terms and conditions set forth by this agreement. ARTICLE II. PERIOD OF PERFORMANCE The authorized period of performance of this Agreement is from July 1, 2013 and shall end June 30, 2017, unless ternnnated as provided in Aliicle IX. ARTICLE ID. REQUESTS FOR REIMBUSREMENT AND ADMINISTRATIVE COSTS A. Generally. Tins Agreement provides for payment to Subrecipient on a cost reimbursement basis. The amount authorized for reimbursement under this Agreement shall not exceed the cumulative amount of any SHIP allocation made to Okaloosa County plus program income received and interest earned during the time in willch tills Agreement is in full force and effect. B. Requests for Reimbursement. Requests for reimbursement shall be made no more frequently than monthly, and no less frequently than quarterly. All requests for reimbursement and their associated documents shall be submitted to the attention of the Director, Okaloosa County Growth Management Department, 1804 Lewis Turner Blvd. Suite 200, Ft. Walton Beach, FL 32547. 1. Each request for reimbursement shall include a complete and accurate County Agreement/Lease Payment Approval FOlm (Exlnbit C), Subrecipient Invoice that reconciles with the attached supporting documentation. Invoice must state the period of performance covered and the SHIP allocation year and the respective Strategy as described in the LHAP for willch the work is authorized Supporting documentation includes, but is not limited to, copies of all paid invoices, receipts, cancelled checks, work orders, pernnts, inspection reports, Subrecipient estimates, executed contracts, and other documentation needed to verify the work completed, location of the work, cost of the work, and the contractor(s), subcontractor(s), or Subrecipient(s) who perfOlmed the eligible work. Agreement for SHIP Program Administration Services 2013-2016 LHAP Page 2 of 10 Packet Pg. 398  2. Requests for reimbursement shall be sOlied by property, and shall be accompanied by a printout of the monthly SHIP Funding Reconciliation Report (see attached Exhibit D). C. Requests for Reimbursement for Down Payment Closing Cost Assistance Upon receipt of a completed and accurate County Agreement/Lease Payment Approval Form, Subrecipient Invoice, accompanied by an executed sales contract and a closing statement with the exact amount paid by Subrecipient (including proof of payment), the County shall reimburse the Subrecipient for qualified applicants as provided in the Down Payment