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SW 21st Street Grant 4 w Minutes of the Board of County Commissioners Okeechobee County Florida Thursday, June 28, 2012 Regular Session The Board met this date in Regular Session in the Okeechobee County Historic Courthouse in the "Judge William L. Hendry Courtroom", Room 270, at 304 NW 2nd Street in Okeechobee, Florida at 9:00 AM. Roll Call Attendee Name Title Status Arrived Margaret Garrard Helton Chair Present Ray Domer Commissioner Present Joey Hoover Commissioner Absent Bryant Culpepper Commissioner Present Frank Irby Commissioner Present Robbie Chartier County Administrator Present Jim Threewits Deputy County Administrator Present John Cassels County Attorney Present Jeff Shain Deputy Clerk Present Commencement Chair Margaret Garrard Helton called the Meeting to order. Reverend Pete Gawda offered the invocation, after which Commissioner Frank Irby led the Pledge of Allegiance. II. Public Comments Gary Ritter of South Florida Water Management District (SFWMD) addressed the Board regarding the County hosting the District SFWMD meeting. Mr. Ritter also discussed the lake level and stated on July 2nd all the North Shore Locks will go back into operation, except for Taylor Creek, and Henry Creek Boat Ramp should be completed today. Motion to close Public Comments. RESULT: APPROVED [UNANIMOUS] MOVER: Bryant Culpepper, Commissioner SECONDER: Ray Domer, Commissioner AYES: Margaret Garrard Helton, Ray Domer, Bryant Culpepper, Frank Irby ABSENT: Joey Hoover III. Revisions There were revisions to the Agenda. Item 3i moved to 3j, and added item 3i for the Job Description of a Seasonal Mower. Added item 3k for the Value Adjustment Board (VAB) Attorney Contract. Sharon Robertson Margaret Garrard Helton,Chair Clerk of the Board of County 1 of 10 Board of County Commissioners Commissioners June 28,2012 Okeechobee County,Florida Okeechobee County,Florida Motion to approve revisions to the Agenda. RESULT: APPROVED [UNANIMOUS] MOVER: Bryant Culpepper, Commissioner SECONDER: Frank Irby, Commissioner AYES: Margaret Garrard Helton, Ray Domer, Bryant Culpepper, Frank Irby ABSENT: Joey Hoover IV. Agenda 1. Consent Agenda Items la through 1 g were approved by the Board. RESULT: APPROVED [UNANIMOUS] MOVER: Frank Irby, Commissioner SECONDER: Ray Domer, Commissioner AYES: Margaret Garrard Helton, Ray Domer, Bryant Culpepper, Frank Irby ABSENT: Joey Hoover a. MINUTES FROM June 7, 2012 REGULAR SESSION Requested Action: Approve Minutes from the June 7, 2012 Regular Session b. WARRANTS 2012-12 Requested Action: Approve WARRANTS 2012-12. c. TRANSFER FEDERALLY AWARDED INCENTIVE FUND TO CLERK Requested Action: Approve The transfer of Federally Awarded Child Support Enforcement Program Incentive funds to the Clerk's General Operating account, in the amount of$1,693. d. OKEECHOBEE COUNTY AIRPORT BOX HANGAR#2 LEASE TO ROSE AND DAVID M. CONLON Requested Action: Approve Executing a lease with Rose and David M. Conlon for Box Hangar#2 as prepared by the County Attorney's office in the amount of$421.91 per month including taxes with an effective date of July 2, 2012. Sharon Robertson Margaret Garrard Helton,Chair Clerk of the Board of County 2 of 10 Board of County Commissioners Commissioners June 28,2012 Okeechobee County,Florida Okeechobee County,Florida • e. 2013 Emergency Management Preparedness Assistance (EMPA) and Emergency Management Program Grant (EMPG) Base Grant Agreements Requested Action: Approve Execution of the 2013 Emergency Management Preparedness and Assistance (EMPA) Base Grant in the amount of$105,806 and the Federal Emergency Management Program Grant (EMPG) agreement in the amount of $45,759 for the Okeechobee County Emergency Management Program. f. TAX COLLECTION - 2011 TAX ROLL END OF YEAR RECAP Requested Action: Approve For signature by Okeechobee County Commissioners for the End of Year Recapitulation, 2011 Tax Roll. g. ADVANCED COMMUNICATION SOLUTIONS ANNUAL MAINTENANCE CONTRACT RENEWAL Requested Action: Approve The annual maintenance contract with Advanced Communication Solutions (ACS), (including parts and labor) for the phone system at the Judicial Center at a cost of $10,782.99 for a one-year term; term to expire July 27, 2013. 2. Public Hearings/Proclamations 3. General Business a. DESIGNATION OF VOTING PRECINCTS Supervisor of Elections Gwen Chandler addressed the Board and stated the Florida State Legislature is required every 10 years following each census and the subsequent federal reapportionment of the 435 Congressional Seats to redistrict the Congressional, State Representative, and State Senate districts of Florida. Ms. Chandler also discussed early voting, and the lowering of voting districts from 18 to 11. Requested Action: Approve Resolution 2012-17 of the Board of County Commissioners of Okeechobee County, Florida, designating new voting precinct boundaries; providing an effective date. Sharon Robertson Margaret Garrard Helton,Chair Clerk of the Board of County 3 of 10 Board of County Commissioners Commissioners June 28,2012 Okeechobee County,Florida Okeechobee County,Florida RESULT: APPROVED [UNANIMOUS] MOVER: Bryant Culpepper, Commissioner SECONDER: Ray Domer, Commissioner AYES: Margaret Garrard Helton, Ray Domer, Bryant Culpepper, Frank Irby ABSENT: Joey Hoover b. FY10/11 AUDITED FINANCIAL STATEMENTS PRESENTATION - CLIFTON LARSON ALLEN County Administrator Robbie Chartier addressed the Board and stated Clifton Larson Allen, LLP have completed the independent audit of the Board of County Commissioners and Constitutional Officers' financial statements for fiscal year ending September 30, 2011. The Independent auditor's report is an unqualified opinion or clean audit. Julie Fowler of Clifton Larson Allen, LLP, provided a presentation of the Fiscal Year 2010/2011 Audited Financial Statements. Requested Action: Receive The fiscal year ending September 30, 2011 audited financial statements as submitted by Julie Fowler of Clifton Larson Allen. c. Okee-Tantie RLI Presentation& Discussion County Administrator Robbie Chartier addressed the Board and stated a Request for Letters of Interest was developed to solicit proposals from the private sector. The purpose of the request was to compile creative proposals from the private sector to assist in the operation, financing and construction of an economic development catalyst at Okee- Tantie. Mr. Randall Henderson, President of Lake Okeechobee RV Resort and Marina addressed the Board regarding the design of the project, different phases, and public use areas. Chair Margaret Garrard Helton opened the meeting for public comments. Several citizens addressed the Board with their support for the project, and a few citizens expressed their concern regarding air boat launches. Chair Helton closed public comment. Mr. Randall Henderson addressed the issue of air boat access, and entertained questions from the Board and County Attorney. Requested Action: Receive A presentation from Lake Okeechobee RV Resort and Marina, LLC regarding their response to the Request for Letters of Interest (RLI); and discuss the response to the RLI and provide staff direction regarding the appropriate process for public input on the response to the RLI. RESULT: RECEIVED Sharon Robertson Margaret Garrard Helton,Chair Clerk of the Board of County 4 of 10 Board of County Commissioners Commissioners June 28,2012 Okeechobee County,Florida Okeechobee County,Florida Motion to approve in concept to lease Okee-Tantie for 99 years, subject to negotiations and agreement acceptable to Administration, County Attorney and Board, and subject to all necessary government approvals. RESULT: APPROVED [3 TO 1] MOVER: Bryant Culpepper, Commissioner SECONDER: Frank Irby, Commissioner AYES: Margaret Garrard Helton, Bryant Culpepper, Frank Irby NAYS: Ray Domer ABSENT: Joey Hoover d. EECBG-DOULGAS BROWN CENTER HVAC IMPROVEMENTS COUNTY BID NO. 2012-21 Facilities Services Director Donnie Oden addressed the Board and stated on May 16, 2012 the County received Bids for the installation of Heating, Ventilation, and Air Conditioning (HVAC) improvements at the Douglas Brown Center, County Bid No. 2012- 21. The County Administrator executed the Notice of Award for the installation of HVAC Improvements to the apparent low bidder, Cooling Refrigeration Services, Inc. In the amount of$73,400. Requested Action: Approve Ratification of the Award for Bid #2012-21, dated May 29, 2012 to Cooling Refrigeration Services, Inc. in the amount of$73,400 for the Installation of Heating, Ventilation, and Air Conditioning (HVAC) Improvements at the Douglas Brown Center. RESULT: APPROVED [UNANIMOUS] MOVER: Bryant Culpepper, Commissioner SECONDER: Frank Irby, Commissioner AYES: Margaret Garrard Helton, Ray Domer, Bryant Culpepper, Frank Irby ABSENT: Joey Hoover e. PURCHASE OF REPLACEMENT X-RAY MACHINE FOR THE JUDICIAL CENTER Facilities Services Director Donnie Oden brought information to the Board that would justify requiring two Security Detection Devices (SDD's). Court Security provided Staff with a description of their operational procedures and explained how the SDD contributed as one of the important functions of isolating contraband found within carry-in items during their security examinations. Requested Action: Approve L-3 Communications as a sole source vendor and approve the purchase of a PX 6.4 X-Ray machine at the Judicial Center in the amount of$25,581. Sharon Robertson Margaret Garrard Helton,Chair Clerk of the Board of County 5 of 10 Board of County Commissioners Commissioners June 28,2012 Okeechobee County,Florida Okeechobee County,Florida RESULT: APPROVED [UNANIMOUS] MOVER: Bryant Culpepper, Commissioner SECONDER: Ray Domer, Commissioner AYES: Margaret Garrard Helton, Ray Domer, Bryant Culpepper, Frank Irby ABSENT: Joey Hoover f. AWARD BID #2012-10 HAZARD MITIGATION GRANT PROGRAM (HMGP) FOR SW DRAINAGE AREA IMPROVEMENTS (SWADI) - SW 21 STREET- TO GO UNDERGROUND UTILITIES County Administrator Robbie Chartier addressed the Board and stated at the June 7, 2012 Board of County Commissioners (BOCC) meeting this item was tabled until June 28, 2012 in order to allow the City Council of Okeechobee to meet and discuss the project in a regular schedule meeting which was held on June 19, 2012. The City Council is in favor of this project and feels it is one piece to their system that will improve drainage for the area. They understand they will have to maintain this system. The City Council has agreed to contribute no more than $95,000 to the construction project, which is 50% of the County's match. Therefore, the County's match on this project is also $95,000, reduced from $169,831.26. If there are cost over runs, the City will not participate in those costs. Mr. Gene Shriner of Craig A. Smith & Associates addressed the Board regarding his endorsement of the Storm Water Plan. Mr. Brian Whitehall, Okeechobee City Administrator addressed the Board and explained the City's contribution. Mr. Orlando Rubio of Craig A. Smith & Associates addressed the Board regarding the chance of overruns for the project. Requested Action: Approve Award of Bid #2012-10 Hazard Mitigation Grant Program (HMGP) for Southwest Area Drainage Improvement Project (SWADI - SW 21 Street) to Go Underground Utilities in the amount of$483,892.58, in accordance with purchasing policy established by the BOCC. RESULT: APPROVED [UNANIMOUS] MOVER: Ray Domer, Commissioner SECONDER: Frank Irby, Commissioner AYES: Margaret Garrard Helton, Ray Domer, Bryant Culpepper, Frank Irby ABSENT: Joey Hoover g. NE 80TH AVE. &48TH ST. CULVERT REPLACEMENT PROJECT - CULPEPPER& TERPENING, INC. Deputy County Administrator Jim Threewits addressed the Board and stated we have a set of culverts on NE 80th Ave. that are in need of replacement prior to them experiencing Sharon Robertson Margaret Garrard Helton,Chair Clerk of the Board of County 6 of 10 Board of County Commissioners Commissioners June 28,2012 Okeechobee County,Florida Okeechobee County,Florida • a major failure. The County has received a proposal from Culpepper & Terpening, Inc. In the amount of$72,150 to handle all of the engineering phases of this project. Mr. Bill Blasiak of Culpepper & Terpening, Inc. addressed the Board and gave his cost estimate for the construction phase which ranged from $300,000 to $400,000. Mr. Seth Matterson of Culpepper & Terpening, Inc. Addressed the Board regarding the costs of the project. Requested Action: Approve Executing an engineering contract with Culpepper & Terpening, Inc. for the NE 80th Ave. & 48th St. Culvert replacement project in the amount of $72,150. RESULT: APPROVED [UNANIMOUS] MOVER: Bryant Culpepper, Commissioner SECONDER: Frank Irby, Commissioner AYES: Margaret Garrard Helton, Ray Domer, Bryant Culpepper, Frank Irby ABSENT: Joey Hoover h. TERMINATION OF OKEE-TANTIE 200105-5 LOCAL AGENCY PROGRAM (LAP) AGREEMENT Deputy County Administrator Jim Threewits addressed the Board and stated the County entered into a Local Agency Program (LAP) agreement with Florida Department of Transportation (FDOT) for trailhead related enhancements for Okee-Tantie back in 2010 in the amount of$300,000. Later on, we amended this agreement (200105-5) to increase the funding by an additional $300,000. The County has moved forward with request for letters of interest relating to the operations of Okee-Tantie. Due to the time limits of our LAP agreement, we had to forego making these improvements. The funding for trailhead related enhancements at Okee-Tantie was $50,000 for engineering and $550,000 for construction. With this termination, we will be forfeiting the remaining funds from the engineering phase ($50,000 less $119.30). These funds were programmed and therefore are not able to be transferred into another year. As for the construction funds ($550,000), we are requesting that they be added to the Lock 7 project (200105-7). Requested Action: Approve Execution of Local Agency Program (LAP) Agreement Termination with the Florida Department of Transportation for Okee Tantie in the amount of$599,880.30. RESULT: APPROVED [UNANIMOUS] MOVER: Ray Domer, Commissioner SECONDER: Bryant Culpepper, Commissioner AYES: Margaret Garrard Helton, Ray Domer, Bryant Culpepper, Frank Irby ABSENT: Joey Hoover i. JOB DESCRIPTION - SEASONAL MOWER Sharon Robertson Margaret Garrard Helton,Chair Clerk of the Board of County 7 of 10 Board of County Commissioners Commissioners June 28,2012 Okeechobee County,Florida Okeechobee County,Florida County Administrator Robbie Chartier addressed the Board regarding seasonal mower positions. The Road Department has had many vacant positions over the past several years, which have not been filled in order to save costs. At the same time, there is work that needs to be done and not enough manpower. Requested Action: Approve New job description for seasonal mower(s) as presented and incorporate into pay grade 7. RESULT: APPROVED [UNANIMOUS] MOVER: Ray Domer, Commissioner SECONDER: Bryant Culpepper, Commissioner AYES: Margaret Garrard Helton, Ray Domer, Bryant Culpepper, Frank Irby ABSENT: Joey Hoover j. FY 11-12 FINANCIAL UPDATE THROUGH MAY 31, 2012 County Administrator Robbie Chartier addressed the Board providing a Fiscal Year 2011/2012 financial update through May 31, 2012. Budget Workshops are scheduled for August 20, 2012 at 9:00am and August 23, 2012 after the regular meeting. Budget Public Hearings are scheduled for Sept 13, 2012 at 6pm and Sept 27, 2012 at 6pm. An overview of current financial update through May 31, 2012. Discussed and provided staff direction for Fiscal Year 2012/2013 Budget and scheduled budget workshops and budget hearing dates. RESULT: REPORTED k. Contract for Value Adjustment Board(VAB) Attorney Glenn Sneider County Attorney John Cassels addressed the Board regarding the contract for VAB Attorney Glenn Sneider. RESULT: APPROVED [UNANIMOUS] MOVER: Ray Dourer, Commissioner SECONDER: Frank Irby, Commissioner AYES: Margaret Garrard Helton, Ray Dourer, Bryant Culpepper, Frank Irby ABSENT: Joey Hoover 4. Staff Reports I. County Administrator Robbie Chartier discussed the following: Sharon Robertson Margaret Garrard Helton,Chair Clerk of the Board of County 8 of 10 Board of County Commissioners Commissioners June 28,2012 Okeechobee County,Florida Okeechobee County,Florida III. Commissioner Domer discussed the following: 1. The old receivable accounts should not have been able to get that old. 2. Toured the prison facility and reviewed notes on work camps and vegetable garden. IV. Commissioner Culpepper discussed the following: 1. Today is his and his wife 43rd anniversary. 2. He received a call from Sportsmen's TV, and they want to interview the County. V. Adjournment There being no further business to come before the Board,Chair Margaret Garrard Helton declared the Regular Session of the Board of County Commissioners adjourned at 12:45 p.m. BOARD OF COUNTY COMMISSIONERS OKEECHOBEE COUNTY,FLORIDA Bv::)-1 { Margaret Garrard Helton, Chair ATTEST: Sharon Robertson Clerk of the Circuit Court&Comptroller Sharon Robertson Margaret Garrard Helton,Chair Clerk of the Board of County 9 of 10 Board of County Commissioners Commissioners April 26,2012 Okeechobee County,Florida Okeechobee County.Florida 4; 1 . 13 : .1 (SEAL) \ ept'ty Clerk \ • Approved: 1 I" Sharon Robertson Margaret Garrard Helton,Chair Clerk of the Board of County 10 of 10 Board of County Commissioners Commissioners April 26,2012 Okeechobee County,Florida Okeechobee County.Eli tricks AWARD BID #2012-10 HAZARD MITIGATION GRANT PROGRAM (... Page 1 of 3 Y: Okeechobee County H kv 1. Print This Page `� �� Okeechobee County '�• Florida Approved _f v Jun 28,2012 9:00 AM V • Action Item • 1570 AWARD BID #2012-10 HAZARD MITIGATION GRANT PROGRAM (HMGP) FOR SW DRAINAGE AREA IMPROVEMENTS (SWADI) -SW 21 STREET-TO GO UNDERGROUND UTILITIES Information Department: Administration Category: Bid Attachments SW 21 STREET BID RECOMMENDATION FS SW 21 ST DRAINAGE Bid SET OF PLANS Financial Impact HMGP Grant$294,061.22 City of Okeechobee$94,915.68 Okeechobee County$94,915.68 TOTAL $483,892.58 Body At the June 7, 2012 BOCC meeting this item was tabled until June 28, 2012 in order to allow the City Council of Okeechobee to meet and discuss the project in a regular schedule meeting which was held on June 19,2012. The City Council is in favor of this project and feels it is one piece to their system that will improve drainage for the area. They understand they will have to maintain this system. The City Council has agreed to contribute no more than$95,000 to the construction project,which is 50%of the County's match. Therefore,the County's match on this project is also$95,000, reduced from$169,831.26. If there are cost over runs, the City will not participate in those costs. Staffs and Engineeer's recommendation is in accordance with the BOCC's purchasing policy which states that the BOCC will award to the lowest bid but in the event that equal and lowest cost bid are submitted by two or more responsible vendors, one of whom engages in business from a location within Okeechobee County,the bid may be award to the local vendor up to 5%above the lowest bid. The intent of the policy is to award to the prime contractor and is not based on the subcontractors that a prime contractor uses. The 2nd lowest bid is from a prime contractor not from Okeechobee County but who utilizes businesses from Okeechobee County to perform the work. Additionally, an argument can be made that because the match portion of this project costs will be funded by some gas tax and F.S.336.41 limits award of bids to the lowest bidder on a competitive basis. Therefore,staff staying within the confines of the established Board policy and Florida Statute, can only recommend to the Board such action that is consistent with established policy and State statute,which is to award Bid#2012-10 Hazard Mitigation Grant Program(HMGP)for Southwest Area Drainage Improvement Project (SWADI - SW 21 Street) to Go Underground Utilities in the amount of $483,892.58. A copy of the construction plans have been attached for your review also. Original agenda(May 24,2012)below: On April 20, 2012 four(4) bids were received for our Hazard Mitigation Grant Program (HMGP) Phase II of the Southwest Area Drainage Improvement (SWADI) Project (SW 21st Street). The lowest bidder was Go Underground Utilities, LLC,in the amount of$483,892.58. Attached to this agenda item is our engineer's recommendation to award this bid to the lowest bidder; Go Underground Utilities, LLC. in the amount of$483,892.58. Included with this recommendation for your review is: acknowledgement of the bidder's price error ($3,000.42) and the Downstream Defender pricing; bid tabulation sheet; summary of bids; item by item bid tabulations; bidder's reference check results summary; and bidder's individual reference check sheets. Our HMGP funding for our construction phase breakdown is as follows: Federal Share(75%): $1,589,371 County's Match(25%): $ 529,790 http://okeechobeecountyfl.igm2.com/Citizens/Detail_LegiFile.aspx?Frame=... 8/3/2012 AWARD BID #2012-10 HAZARD MITIGATION GRANT PROGRAM (... Page 2 of 3 Administration(no match): $ 27,343 Grand Total: $2,146,504 We have encumbered or spent as follows(May 2012): Federal Share(75%): $1,295,309.78(remaining grant funds-$294,061.22) County's Match(25%): $ 431,769.92(remaining match funds-$98,320.08*) Administration(no match): $ 27,117.48 Grand Total: $ 1,754,194.18 Should the board award this bid #2012-10 ($483,892.58) some of our cost would exceed our grant amount and we would be required to cover 100%of these cost overruns. The cost breakdown is as follows: Bid#2012-10 Remaining Funds Exceeds Grant Federal Share(75%): $362,919.44 $ 294,061.22 $ 68,858.22** County's Match(25%): $ 120,973.14* $ 98,320.08* $ 22,653.06* In summary,if the board approves this bid award,our additional cost breakdown is as follows: Federal Share(75%): $294,061.22 County's Match/Share: $189,831.36($120,973.14+$68,858.22) When we began this portion of the project, the board directed staff to ask the City of Okeechobee if they would participate in funding this phase of construction. The board was clear, at that time, that just because we are proceeding with the design and bidding they weren't committed to funding the construction phase. One reason was due to this portion of the project was entirely within the City limits. And as it does qualify as a gas tax eligible expense and the City gets their share of the gas taxes collected from within the county... would they fund or assist in funding this remaining portion of the project? When we approached the City,we couldn't tell them exactly what the total exposure would be. We said we would know after receiving the bids. The City discussed the County's request and even though they didn't know what the cost would be, they still agreed to provide $20,000 funding for this project. Since the bids were opened, staff has asked the City if there was any opportunity to increase their contribution... they indicated this was the maximum. Their funding for this project will come from their share of local Gas Taxes. Should the board award this bid the County's match/share cost will be lowered by the City's contribution... from $189,831.36 to$169,831.36. All of these numbers are based upon Go Underground Utilities, LLC. bid price and no change orders have been contemplated. Our budget has sufficient funding to address this project should the board decide to award this bid. Our engineering and administration cost necessary for this project have already been addressed too. Included is a copy of Florida Statutes 336 for your review that addresses transportation bid awards. Staffs recommendation is to award Bid #2012-10 Hazard Mitigation Grant Program (HMGP) for Southwest Area Drainage Improvement Project (SWADI - SW 21 Street) to Go Underground Utilities in the amount of $483,892.58. Should the board decide not to award this project,staff would recommend rejection of all bids. NOTE:*These match funds are not obligated unless Bid#2012-10 is awarded. **These amounts exceed the total grant allowances and have to be funded at 100%. Meeting History May 24, 2012 9:00 AM M Board of County Commissioners Regular Session it Draft Deputy County Administrator Jim Threewits addressed the Board regarding County Bid #2012-10 for Southwest (SW) Drainage area improvements.Mr.Threewits stated on April 20,2012 four(4)bids were received for our Hazard Mitigation Grant Program(HMGP)Phase II of the Southwest Area Drainage Improvement(SWADI)Project(SW 21st Street). RESULT: TABLED[UNANIMOUS] Next:6/7/2012 9:00 AM MOVER: Bryant Culpepper,Commissioner SECONDER: Joey Hoover,Commissioner AYES: Margaret Garrard Helton,Ray Domer,Joey Hoover,Bryant Culpepper,Frank Irby Jun 7,2012 9:00 AM`•V Board of County Commissioners Regular Session Art, Draft County Administrator Robbie Chartier addressed the Board and stated,at the May 24,2012 board meeting this agenda item was tabled to June 7,meeting.After the May 24 meeting,staff was made aware that the City of Okeechobee will not have a Council meeting until June 19,2012.Any changes to the City's funding commitment would have to be approved by the City Council while in session.Therefore,we would ask that this item be tabled again to the June 28 board meeting,allowing the City Council to meet and discuss this matter. RESULT: TABLED[UNANIMOUS] Next:6/28/2012 9:00 AM MOVER: Ray Domer,Commissioner SECONDER: Frank Irby,Commissioner AYES: Margaret Garrard Helton,Ray Dourer,Joey Hoover,Bryant Culpepper,Frank Irby Jun 28,2012 9:00 AM".M Board of County Commissioners Regular Session Draft County Administrator Robbie Chartier addressed the Board and stated at the June 7, 2012 Board of County Commissioners (BOCC) meeting this item was tabled until June 28,2012 in order to allow the City Council of Okeechobee to meet and discuss the project in a regular schedule meeting which was held on June 19,2012.The City Council is in favor of this project and feels it is one piece to their system that will improve drainage for the area.They understand they will have to maintain this system.The City Council has agreed to contribute no more than$95,000 to the construction project,which is 50%of the County's match.Therefore,the County's match on this project is also$95,000,reduced from$169,831.26.If there are cost over runs,the City will not participate in those costs. Mr.Gene Shriner of Craig A.Smith&Associates addressed the Board regarding his endorsement of the Storm Water Plan. http://okeechobeecountyfl.iqm2.com/Citizens/Detail LegiFile.aspx?Frame=... 8/3/2012 AWARD BID #2012-10 HAZARD MITIGATION GRANT PROGRAM (... Page 3 of 3 Mr.Brian Whitehall,Okeechobee City Administrator addressed the Board and explained the City's contribution Mr.Orlando Rubio of Craig A.Smith&Associates addressed the Board regarding the chance of overruns for the project. REStn T APPROVED[UNANIMOUS] MOVF,, Ray Domer,Commissioner SEt'F'C3 ' Frank Irby,Commissioner AYES Margaret Garrard Helton,Ray Domer,Bryant Culpepper,Frank Irby ABBE s Joey Hoover Public Discussion Add Comment Powered by IQM2 Intelligent Meeting Management Solutions http://okeechobeecountyfl.igm2.com/Citizens/Detail_LegiFile.aspx?Frame=... 8/3/2012 7/17/12 Activity Rpt Cont'd— • Florida Public Utilities Franchise — 1st Rdg on Ordinance No.1088 to initiate the natural gas franchise on the Agenda. Atty Cook and I met a few times and reviewed the document and FPU Gas Operations Director, Barry Kennedy, plans to attend the meeting. While I am still `negotiating' with Mr. Kennedy at the time of this report, another initiative we are incorporating in the Agreement is FPU's requirement to seek TRC approval to answer several installation and operation issues that have come up...such as providing plans, timelines and construction concerns, in lieu of attempting to add those housekeeping measures within the Agreement. The franchise term is 30 years and includes a franchise fee of 6.5% on gross revenue (excluding Industrial Services) The City Code provides for a 10% utility tax to be assessed. • Gary Ritter, SFWMD, is on the Agenda to give an update on the lake/water conditions. • SW 21St Storm Sewer County grant funded project—At their June 28th meeting the Commissioners awarded the bid from GO Underground Utilities, Lake Placid in the amount of$483,893.00 accepting the City's contribution of a maximum of$95k to the match portion of the grant funded project. r Vet's Park helicopter- Contacted by Marty Faulkner, Sheriff's Dept, about being close to a deal for a Huey to be placed at the park. He asked if Councilman Watford could be placed on a Committee w/Legion and County reps. I've spoken to Councilman Watford and whatever he finds will be brought back to the Council for review. • Chamber/ Main St in Chamber bldg —T. Burroughs and I plan to meet this coming week to discuss particulars of Main Street having their office in the Chamber building and anticipate that after a bit more discussion among their Boards it will be brought to the City Council for consideration. • Applebee's grant funded turn lane improvement update — July 16th 2:00pm — Receive proposals for CDBG engineering services July 16th 2:00pm — Receive proposals for the Grant Administration July 25th 11:00am — Receive proposals for rehab of 5 houses List of applicants that were part of the June 27 pre-bid (July 25th bid) walk through: Shirley Roberts, 915 NW 9th St Debra Leon, 604 NW 15th St Judy Curtis, 209 SE 8th Av Marilyn Smith, 512 SE 10th Av (demo) Maria Gomez, 1106 SW 5th St (demo) Additional houses that are under an administrative review (not on the Ibid list yet): Mary Ellen Hill, 1010 SE 5th St Harry Schrock, 1805 NW 7th Av .. Budget summary: $560k-housing rehab; $105k admin; $35k occupant relocations. Page 2 Minutes of the Board of County Commissioners Okeechobee County Florida Thursday, June 28, 2012 Regular Session The Board met this date in Regular Session in the Okeechobee County Historic Courthouse in the "Judge William L. Hendry Courtroom", Room 270, at 304 NW 2nd Street in Okeechobee, Florida at 9:00 AM. Roll Call Attendee Name Title Status Arrived Margaret Garrard Helton Chair Present Ray Domer Commissioner Present Joey Hoover Commissioner Absent Bryant Culpepper Commissioner Present Frank Irby Commissioner Present Robbie Chartier County Administrator Present Jim Threewits Deputy County Administrator Present John Cassels County Attorney Present Jeff Shain Deputy Clerk Present Commencement Chair Margaret Garrard Helton called the Meeting to order. Reverend Pete Gawda offered the invocation, after which Commissioner Frank Irby led the Pledge of Allegiance. II. Public Comments Gary Ritter of South Florida Water Management District (SFWMD) addressed the Board regarding the County hosting the District SFWMD meeting. Mr. Ritter also discussed the lake level and stated on July 2nd all the North Shore Locks will go back into operation, except for Taylor Creek, and Henry Creek Boat Ramp should be completed today. Motion to close Public Comments. RESULT: APPROVED [UNANIMOUS] MOVER: Bryant Culpepper, Commissioner SECONDER: Ray Domer, Commissioner AYES: Margaret Garrard Helton, Ray Domer, Bryant Culpepper, Frank Irby ABSENT: Joey Hoover III. Revisions There were revisions to the Agenda. Item 3i moved to 3j, and added item 3i for the Job Description of a Seasonal Mower. Added item 3k for the Value Adjustment Board(VAB) Attorney Contract. Sharon Robertson Margaret Garrard Helton,Chair Clerk of the Board of County 1 of 10 Board of County Commissioners Commissioners June 28,2012 Okeechobee County,Florida Okeechobee County,Florida Motion to approve revisions to the Agenda. RESULT: APPROVED [UNANIMOUS] MOVER: Bryant Culpepper, Commissioner SECONDER: Frank Irby, Commissioner AYES: Margaret Garrard Helton, Ray Domer, Bryant Culpepper, Frank Irby ABSENT: Joey Hoover IV. Agenda 1. Consent Agenda Items 1 a through 1 g were approved by the Board. RESULT: APPROVED [UNANIMOUS] MOVER: Frank Irby, Commissioner SECONDER: Ray Domer, Commissioner AYES: Margaret Garrard Helton, Ray Domer, Bryant Culpepper, Frank Irby ABSENT: Joey Hoover a. MINUTES FROM June 7, 2012 REGULAR SESSION Requested Action: Approve Minutes from the June 7, 2012 Regular Session b. WARRANTS 2012-12 Requested Action: Approve WARRANTS 2012-12. c. TRANSFER FEDERALLY AWARDED INCENTIVE FUND TO CLERK Requested Action: Approve The transfer of Federally Awarded Child Support Enforcement Program Incentive funds to the Clerk's General Operating account, in the amount of$1,693. d. OKEECHOBEE COUNTY AIRPORT BOX HANGAR#2 LEASE TO ROSE AND DAVID M. CONLON Requested Action: Approve Executing a lease with Rose and David M. Conlon for Box Hangar#2 as prepared by the County Attorney's office in the amount of$421.91 per month including taxes with an effective date of July 2, 2012. Sharon Robertson Margaret Garrard Helton,Chair Clerk of the Board of County 2 of 10 Board of County Commissioners Commissioners June 28,2012 Okeechobee County,Florida Okeechobee County, Florida e. 2013 Emergency Management Preparedness Assistance (EMPA) and Emergency Management Program Grant (EMPG) Base Grant Agreements Requested Action: Approve Execution of the 2013 Emergency Management Preparedness and Assistance (EMPA) Base Grant in the amount of$105,806 and the Federal Emergency Management Program Grant (EMPG) agreement in the amount of $45,759 for the Okeechobee County Emergency Management Program. f. TAX COLLECTION - 2011 TAX ROLL END OF YEAR RECAP Requested Action: Approve For signature by Okeechobee County Commissioners for the End of Year Recapitulation, 2011 Tax Roll. g. ADVANCED COMMUNICATION SOLUTIONS ANNUAL MAINTENANCE CONTRACT RENEWAL Requested Action: Approve The annual maintenance contract with Advanced Communication Solutions (ACS), (including parts and labor) for the phone system at the Judicial Center at a cost of$10,782.99 for a one-year term; term to expire July 27, 2013. 2. Public Hearings/Proclamations 3. General Business a. DESIGNATION OF VOTING PRECINCTS Supervisor of Elections Gwen Chandler addressed the Board and stated the Florida State Legislature is required every 10 years following each census and the subsequent federal reapportionment of the 435 Congressional Seats to redistrict the Congressional, State Representative, and State Senate districts of Florida. Ms. Chandler also discussed early voting, and the lowering of voting districts from 18 to 11. Requested Action: Approve Resolution 2012-17 of the Board of County Commissioners of Okeechobee County, Florida, designating new voting precinct boundaries; providing an effective date. Sharon Robertson Margaret Garrard Helton,Chair Clerk of the Board of County 3 of 10 Board of County Commissioners Commissioners June 28,2012 Okeechobee County,Florida Okeechobee County,Florida RESULT: APPROVED [UNANIMOUS] MOVER: Bryant Culpepper, Commissioner SECONDER: Ray Domer, Commissioner AYES: Margaret Garrard Helton, Ray Domer, Bryant Culpepper, Frank Irby ABSENT: Joey Hoover b. FY10/11 AUDITED FINANCIAL STATEMENTS PRESENTATION - CLIFTON LARSON ALLEN County Administrator Robbie Chartier addressed the Board and stated Clifton Larson Allen, LLP have completed the independent audit of the Board of County Commissioners and Constitutional Officers' financial statements for fiscal year ending September 30, 2011. The Independent auditor's report is an unqualified opinion or clean audit. Julie Fowler of Clifton Larson Allen, LLP, provided a presentation of the Fiscal Year 2010/2011 Audited Financial Statements. Requested Action: Receive The fiscal year ending September 30, 2011 audited financial statements as submitted by Julie Fowler of Clifton Larson Allen. c. Okee-Tantie RLI Presentation & Discussion County Administrator Robbie Chartier addressed the Board and stated a Request for Letters of Interest was developed to solicit proposals from the private sector. The purpose of the request was to compile creative proposals from the private sector to assist in the operation, financing and construction of an economic development catalyst at Okee- Tantie. Mr. Randall Henderson, President of Lake Okeechobee RV Resort and Marina addressed the Board regarding the design of the project, different phases, and public use areas. Chair Margaret Garrard Helton opened the meeting for public comments. Several citizens addressed the Board with their support for the project, and a few citizens expressed their concern regarding air boat launches. Chair Helton closed public comment. Mr. Randall Henderson addressed the issue of air boat access, and entertained questions from the Board and County Attorney. Requested Action: Receive A presentation from Lake Okeechobee RV Resort and Marina, LLC regarding their response to the Request for Letters of Interest (RLI); and discuss the response to the RLI and provide staff direction regarding the appropriate process for public input on the response to the RLI. RESULT: RECEIVED Sharon Robertson Margaret Garrard Helton,Chair Clerk of the Board of County 4 of 10 Board of County Commissioners Commissioners June 28,2012 Okeechobee County,Florida Okeechobee County,Florida Motion to approve in concept to lease Okee-Tantie for 99 years, subject to negotiations and agreement acceptable to Administration, County Attorney and Board, and subject to all necessary government approvals. RESULT: APPROVED [3 TO 1] MOVER: Bryant Culpepper, Commissioner SECONDER: Frank Irby, Commissioner AYES: Margaret Garrard Helton, Bryant Culpepper, Frank Irby NAYS: Ray Domer ABSENT: Joey Hoover d. EECBG-DOULGAS BROWN CENTER HVAC IMPROVEMENTS COUNTY BID NO. 2012-21 Facilities Services Director Donnie Oden addressed the Board and stated on May 16, 2012 the County received Bids for the installation of Heating, Ventilation, and Air Conditioning (HVAC) improvements at the Douglas Brown Center, County Bid No. 2012- 21. The County Administrator executed the Notice of Award for the installation of HVAC Improvements to the apparent low bidder, Cooling Refrigeration Services, Inc. In the amount of$73,400. Requested Action: Approve Ratification of the Award for Bid #2012-21, dated May 29, 2012 to Cooling Refrigeration Services, Inc. in the amount of$73,400 for the Installation of Heating, Ventilation, and Air Conditioning (HVAC) Improvements at the Douglas Brown Center. RESULT: APPROVED [UNANIMOUS] MOVER: Bryant Culpepper, Commissioner SECONDER: Frank Irby, Commissioner AYES: Margaret Garrard Helton, Ray Domer, Bryant Culpepper, Frank Irby ABSENT: Joey Hoover e. PURCHASE OF REPLACEMENT X-RAY MACHINE FOR THE JUDICIAL CENTER Facilities Services Director Donnie Oden brought information to the Board that would justify requiring two Security Detection Devices (SDD's). Court Security provided Staff with a description of their operational procedures and explained how the SDD contributed as one of the important functions of isolating contraband found within carry-in items during their security examinations. Requested Action: Approve L-3 Communications as a sole source vendor and approve the purchase of a PX 6.4 X-Ray machine at the Judicial Center in the amount of $25,581. Sharon Robertson Margaret Garrard Helton,Chair Clerk of the Board of County 5 of 10 Board of County Commissioners Commissioners June 28,2012 Okeechobee County,Florida Okeechobee County,Florida RESULT: APPROVED [UNANIMOUS] MOVER: Bryant Culpepper, Commissioner SECONDER: Ray Domer, Commissioner AYES: Margaret Garrard Helton, Ray Domer, Bryant Culpepper, Frank Irby ABSENT: Joey Hoover f. AWARD BID #2012-10 HAZARD MITIGATION GRANT PROGRAM (HMGP) FOR SW DRAINAGE AREA IMPROVEMENTS (SWADI) - SW 21 STREET - TO GO UNDERGROUND UTILITIES County Administrator Robbie Chartier addressed the Board and stated at the June 7, 2012 Board of County Commissioners (BOCC) meeting this item was tabled until June 28, 2012 in order to allow the City Council of Okeechobee to meet and discuss the project in a regular schedule meeting which was held on June 19, 2012. The City Council is in favor of this project and feels it is one piece to their system that will improve drainage for the area. They understand they will have to maintain this system. The City Council has agreed to contribute no more than $95,000 to the construction project, which is 50% of the County's match. Therefore, the County's match on this project is also $95,000, reduced from $169,831.26. If there are cost over runs, the City will not participate in those costs. Mr. Gene Shriner of Craig A. Smith & Associates addressed the Board regarding his endorsement of the Storm Water Plan. Mr. Brian Whitehall, Okeechobee City Administrator addressed the Board and explained the City's contribution. Mr. Orlando Rubio of Craig A. Smith & Associates addressed the Board regarding the chance of overruns for the project. Requested Action: Approve Award of Bid #2012-10 Hazard Mitigation Grant Program (HMGP) for Southwest Area Drainage Improvement Project (SWADI - SW 21 Street) to Go Underground Utilities in the amount of$483,892.58, in accordance with purchasing policy established by the BOCC. RESULT: APPROVED [UNANIMOUS] MOVER: Ray Domer, Commissioner SECONDER: Frank Irby, Commissioner AYES: Margaret Garrard Helton, Ray Dourer, Bryant Culpepper, Frank Irby ABSENT: Joey Hoover g. NE 80TH AVE. & 48TH ST. CULVERT REPLACEMENT PROJECT - CULPEPPER& TERPENING, INC. Deputy County Administrator Jim Threewits addressed the Board and stated we have a set of culverts on NE 80th Ave. that are in need of replacement prior to them experiencing Sharon Robertson Margaret Garrard Helton,Chair Clerk of the Board of County 6 of 10 Board of County Commissioners Commissioners June 28,2012 Okeechobee County,Florida Okeechobee County,Florida • a major failure. The County has received a proposal from Culpepper & Terpening, Inc. In the amount of$72,150 to handle all of the engineering phases of this project. Mr. Bill Blasiak of Culpepper & Terpening, Inc. addressed the Board and gave his cost estimate for the construction phase which ranged from $300,000 to $400,000. Mr. Seth Matterson of Culpepper & Terpening, Inc. Addressed the Board regarding the costs of the project. Requested Action: Approve Executing an engineering contract with Culpepper & Terpening, Inc. for the NE 80th Ave. & 48th St. Culvert replacement project in the amount of $72,150. RESULT: APPROVED [UNANIMOUS] MOVER: Bryant Culpepper, Commissioner SECONDER: Frank Irby, Commissioner AYES: Margaret Garrard Helton, Ray Domer, Bryant Culpepper, Frank Irby ABSENT: Joey Hoover h. TERMINATION OF OKEE-TANTIE 200105-5 LOCAL AGENCY PROGRAM (LAP) AGREEMENT Deputy County Administrator Jim Threewits addressed the Board and stated the County entered into a Local Agency Program (LAP) agreement with Florida Department of Transportation (FDOT) for trailhead related enhancements for Okee-Tantie back in 2010 in the amount of$300,000. Later on, we amended this agreement (200105-5) to increase the funding by an additional $300,000. The County has moved forward with request for letters of interest relating to the operations of Okee-Tantie. Due to the time limits of our LAP agreement, we had to forego making these improvements. The funding for trailhead related enhancements at Okee-Tantie was $50,000 for engineering and $550,000 for construction. With this termination, we will be forfeiting the remaining funds from the engineering phase ($50,000 less $119.30). These funds were programmed and therefore are not able to be transferred into another year. As for the construction funds ($550,000), we are requesting that they be added to the Lock 7 project (200105-7). Requested Action: Approve Execution of Local Agency Program (LAP) Agreement Termination with the Florida Department of Transportation for Okee Tantie in the amount of $599,880.30. RESULT: APPROVED [UNANIMOUS] MOVER: Ray Domer, Commissioner SECONDER: Bryant Culpepper, Commissioner AYES: Margaret Garrard Helton, Ray Domer, Bryant Culpepper, Frank Irby ABSENT: Joey Hoover i. JOB DESCRIPTION - SEASONAL MOWER Sharon Robertson Margaret Garrard Helton,Chair Clerk of the Board of County 7 of 10 Board of County Commissioners Commissioners June 28,2012 Okeechobee County,Florida Okeechobee County,Florida County Administrator Robbie Chartier addressed the Board regarding seasonal mower positions. The Road Department has had many vacant positions over the past several years, which have not been filled in order to save costs. At the same time, there is work that needs to be done and not enough manpower. Requested Action: Approve New job description for seasonal mower(s) as presented and incorporate into pay grade 7. RESULT: APPROVED [UNANIMOUS] MOVER: Ray Domer, Commissioner SECONDER: Bryant Culpepper, Commissioner AYES: Margaret Garrard Helton, Ray Domer, Bryant Culpepper, Frank Irby ABSENT: Joey Hoover j. FY 11-12 FINANCIAL UPDATE THROUGH MAY 31, 2012 County Administrator Robbie Chartier addressed the Board providing a Fiscal Year 2011/2012 financial update through May 31, 2012. Budget Workshops are scheduled for August 20, 2012 at 9:00am and August 23, 2012 after the regular meeting. Budget Public Hearings are scheduled for Sept 13, 2012 at 6pm and Sept 27, 2012 at 6pm. An overview of current financial update through May 31, 2012. Discussed and provided staff direction for Fiscal Year 2012/2013 Budget and scheduled budget workshops and budget hearing dates. RESULT: REPORTED k. Contract for Value Adjustment Board(VAB) Attorney Glenn Sneider County Attorney John Cassels addressed the Board regarding the contract for VAB Attorney Glenn Sneider. RESULT: APPROVED [UNANIMOUS] MOVER: Ray Domer, Commissioner SECONDER: Frank Irby, Commissioner AYES: Margaret Garrard Helton, Ray Domer, Bryant Culpepper, Frank Irby ABSENT: Joey Hoover 4. Staff Reports I. County Administrator Robbie Chartier discussed the following: Sharon Robertson Margaret Garrard Helton,Chair Clerk of the Board of County 8 of 10 Board of County Commissioners Commissioners June 28,2012 Okeechobee County,Florida Okeechobee County,Florida III. Commissioner Domer discussed the following: 1. The old receivable accounts should not have been able to get that old. 2. Toured the prison facility and reviewed notes on work camps and vegetable garden. IV. Commissioner Culpepper discussed the following: 1. Today is his and his wife 43rd anniversary. 2. He received a call from Sportsmen's TV,and they want to interview the County. V. Adjournment There being no further business to come before the Board,Chair Margaret Garrard Helton declared the Regular Session of the Board of County Commissioners adjourned at 12:45 p.m. BOARD OF COUNTY COMMISSIONERS OKEECHOBEE COUNTY,FLORIDA 13y: IU: 'iGi 1)6. t11,04- Margaret Garrard Helton,Chair Al"l'EST: Sharon Robertson Clerk of the Circuit Court&Comptroller Sharon Robertson Margaret Garrard Helton,Chair Clerk of the Board of County 9 of 10 Board of County Commissioners Commissioners April 26,2012 Okeechobee County,Florida Okeechobee County.Florida 13y: r * kt (SEAL) 1)cfnity Clerk ;,. Approved: \i Sharon Robertson Margaret Garrard Helton,Chair Clerk of the Board of County 10 of 10 Board of County Commissioners Commissioners April 26,2012 Okeechobee County,Florida Okceelmlice County.Florida • AWARD BID #2012-10 HAZARD MITIGATION GRANT PROGRAM (... Page 1 of 3 Jf k `' <: Okeechobee County 711111 Print This Page `�'t;t"1_r Okeechobee County y o{ Florida Approved 2,.�f Jun 28,2012 9:00 AM � Action Item 1570 AWARD BID #2012-10 HAZARD MITIGATION GRANT PROGRAM (HMGP) FOR SW DRAINAGE AREA IMPROVEMENTS (SWADI) -SW 21 STREET-TO GO UNDERGROUND UTILITIES Information Department: Administration Category: Bid Attachments SW 21 STREET BID RECOMMENDATION FS SW 21 ST DRAINAGE Bid SET OF PLANS Financial Impact HMGP Grant$294,061.22 City of Okeechobee$94,915.68 Okeechobee County$94,915.68 TOTAL $483,892.58 Body At the June 7, 2012 BOCC meeting this item was tabled until June 28, 2012 in order to allow the City Council of Okeechobee to meet and discuss the project in a regular schedule meeting which was held on June 19,2012. The City Council is in favor of this project and feels it is one piece to their system that will improve drainage for the area. They understand they will have to maintain this system. The City Council has agreed to contribute no more than$95,000 to the construction project,which is 50%of the County's match. Therefore, the County's match on this project is also$95,000, reduced from$169,831.26. If there are cost over runs, the City will not participate in those costs. Staffs and Engineeer's recommendation is in accordance with the BOCC's purchasing policy which states that the BOCC will award to the lowest bid but in the event that equal and lowest cost bid are submitted by two or more responsible vendors, one of whom engages in business from a location within Okeechobee County,the bid may be award to the local vendor up to 5%above the lowest bid. The intent of the policy is to award to the prime contractor and is not based on the subcontractors that a prime contractor uses. The 2nd lowest bid is from a prime contractor not from Okeechobee County but who utilizes businesses from Okeechobee County to perform the work. Additionally, an argument can be made that because the match portion of this project costs will be funded by some gas tax and F.S.336.41 limits award of bids to the lowest bidder on a competitive basis. Therefore,staff staying within the confines of the established Board policy and Florida Statute, can only recommend to the Board such action that is consistent with established policy and State statute,which is to award Bid#2012-10 Hazard Mitigation Grant Program(HMGP)for Southwest Area Drainage Improvement Project (SWADI - SW 21 Street) to Go Underground Utilities in the amount of $483,892.58. A copy of the construction plans have been attached for your review also. Original agenda(May 24,2012)below: On April 20, 2012 four(4) bids were received for our Hazard Mitigation Grant Program (HMGP) Phase II of the Southwest Area Drainage Improvement (SWADI) Project (SW 21st Street). The lowest bidder was Go Underground Utilities,LLC.in the amount of$483,892.58. Attached to this agenda item is our engineer's recommendation to award this bid to the lowest bidder; Go Underground Utilities, LLC. in the amount of$483,892.58. Included with this recommendation for your review is: acknowledgement of the bidder's price error ($3,000.42) and the Downstream Defender pricing; bid tabulation sheet; summary of bids; item by item bid tabulations; bidder's reference check results summary; and bidder's individual reference check sheets. Our HMGP funding for our construction phase breakdown is as follows: Federal Share(75%): $1,589,371 County's Match(25%): $ 529,790 http://okeechobeecountyfl.igm2.com/Citizens/Detail_LegiFile.aspx?Frame=... 8/3/2012 AWARD BID #2012-10 HAZARD MITIGATION GRANT PROGRAM (... Page 2 of 3 Administration(no match): $ 27,343 Grand Total: $2,146,504 We have encumbered or spent as follows(May 2012): Federal Share(75%): $1,295,309.78(remaining grant funds-$294,061.22) County's Match(25%): $ 431,769.92(remaining match funds-$98,320.08*) Administration(no match): $ 27,117.48 Grand Total: $1,754,194.18 Should the board award this bid#2012-10 ($483,892.58) some of our cost would exceed our grant amount and we would be required to cover 100%of these cost overruns. The cost breakdown is as follows: Bid#2012-10 Remaining Funds Exceeds Grant Federal Share(75%): $362,919.44 $ 294,061.22 $ 68,858.22** County's Match(25%): $120,973.14* $ 98,320.08* $ 22,653.06* In summary,if the board approves this bid award,our additional cost breakdown is as follows: Federal Share(75%): $294,061.22 County's Match/Share: $189,831.36($120,973.14+$68,858.22) When we began this portion of the project, the board directed staff to ask the City of Okeechobee if they would participate in funding this phase of construction. The board was clear, at that time, that just because we are proceeding with the design and bidding they weren't committed to funding the construction phase. One reason was due to this portion of the project was entirely within the City limits. And as it does qualify as a gas tax eligible expense and the City gets their share of the gas taxes collected from within the county... would they fund or assist in funding this remaining portion of the project? When we approached the City,we couldn't tell them exactly what the total exposure would be. We said we would know after receiving the bids. The City discussed the County's request and even though they didn't know what the cost would be,they still agreed to provide $20,000 funding for this project. Since the bids were opened, staff has asked the City if there was any opportunity to increase their contribution... they indicated this was the maximum. Their funding for this project will come from their share of local Gas Taxes. Should the board award this bid the County's match/share cost will be lowered by the City's contribution... from $189,831.36 to$169,831.36. All of these numbers are based upon Go Underground Utilities, LLC. bid price and no change orders have been contemplated. Our budget has sufficient funding to address this project should the board decide to award this bid. Our engineering and administration cost necessary for this project have already been addressed too. Included is a copy of Florida Statutes 336 for your review that addresses transportation bid awards. Staffs recommendation is to award Bid #2012-10 Hazard Mitigation Grant Program (HMGP) for Southwest Area Drainage Improvement Project (SWADI - SW 21 Street) to Go Underground Utilities in the amount of $483,892.58. Should the board decide not to award this project,staff would recommend rejection of all bids. NOTE:*These match funds are not obligated unless Bid#2012-10 is awarded. **These amounts exceed the total grant allowances and have to be funded at 100%. Meeting History May 24,2012 9:00 AM Board of County Commissioners Regular Session Ot Draft Deputy County Administrator Jim Threewits addressed the Board regarding County Bid #2012-10 for Southwest(SW) Drainage area improvements.Mr.Threewits stated on April 20,2012 four(4)bids were received for our Hazard Mitigation Grant Program(HMGP)Phase II of the Southwest Area Drainage Improvement(SWADI)Project(SW 21st Street). RESULT: TABLED[UNANIMOUS] Next:6/7/2012 9:00 AM MOVER: Bryant Culpepper,Commissioner SECONDER: Joey Hoover,Commissioner AYES: Margaret Garrard Helton,Ray Domer,Joey Hoover,Bryant Culpepper,Frank Irby Jun 7,2012 9:00 AM!.f Board of County Commissioners Regular Session f. Draft County Administrator Robbie Chartier addressed the Board and stated,at the May 24,2012 board meeting this agenda item was tabled to June 7,meeting.After the May 24 meeting,staff was made aware that the City of Okeechobee will not have a Council meeting until June 19,2012.Any changes to the City's funding commitment would have to be approved by the City Council while in session.Therefore,we would ask that this item be tabled again to the June 28 board meeting,allowing the City Council to meet and discuss this matter. RESULT: TABLED[UNANIMOUS] Next:6/28/2012 9:00 AM MOVER: Ray Domer,Commissioner SECONDER: Frank Irby,Commissioner AYES: Margaret Garrard Helton,Ray Domer,Joey Hoover,Bryant Culpepper,Frank Irby Jun 28,2012 9:00 AM NO Board of County Commissioners Regular Session Draft County Administrator Robbie Chartier addressed the Board and stated at the June 7, 2012 Board of County Commissioners (BOCC) meeting this item was tabled until June 28,2012 in order to allow the City Council of Okeechobee to meet and discuss the project in a regular schedule meeting which was held on June 19, 2012.The City Council is in favor of this project and feels it is one piece to their system that will improve drainage for the area.They understand they will have to maintain this system.The City Council has agreed to contribute no more than$95,000 to the construction project,which is 50%of the County's match.Therefore,the County's match on this project is also$95,000,reduced from$169,831.26.If there are cost over runs,the City will not participate in those costs. Mr.Gene Shriner of Craig A.Smith&Associates addressed the Board regarding his endorsement of the Storm Water Plan. http://okeechobeecountyfl.igm2.com/Citizens/Detail_LegiFile.aspx?Frame=... 8/3/2012 AWARD BID #2012-10 HAZARD MITIGATION GRANT PROGRAM (... Page 3 of 3 Mr.Brian Whitehall,Okeechobee City Administrator addressed the Board and explained the City's contribution. Mr.Orlando Rubio of Craig A.Smith&Associates addressed the Board regarding the chance of overruns for the project. REylit E APPROVED[UNANIMOUS] Motif a Ray Dourer,Commissioner Frank Irby,Commissioner AytS Margaret Garrard Helton,Ray Domer,Bryant Culpepper,Frank Irby Rg:t Joey Hoover Public Discussion Add Comment Powered by IQM2 Intelligent Meeting Management Solutions http://okeechobeecountyfl.igm2.com/Citizens/Detail_LegiFile.aspx?Frame=... 8/3/2012 L V CRAIG A. SMITH & ASSOCIATES 1 7777 Glades Road - Suite 410 • Boca Raton,Florida 33434 CONSULTING ENGINEERS • SURVEYORS •UTIUIY LOCATORS • GRANT SPECIALISTS W W W . C R A I G A S M I T H . C O M May 2, 2012 Robbie L. Chartier County Administrator 304 NW 2nd Street, Suite 123 Okeechobee, FL 34972 RE: Bid Recommendation for SW 21st Street Drainage Improvements Project FEMA HMGP 1561 - 84 CAS PROJECT NO. 00-0903-108D Dear Mrs. Chartier: Craig A. Smith & Associates (CAS) has performed its review of the bid proposals received for the SW 21st Street Drainage Improvements Project. Our review strictly tabulates bid item totals and evaluates the overall submittal packages from the three lowest bidders. Based on the copies of the contract forms provided, we have also reviewed the bid proposals for completeness, including addendum acknowledgements, bid guarantee, and proposed construction duration. Based on our review, Go Underground Utilities, LLC is the apparent lowest and most responsive bidder with a bid total price of$483,392.58. Go Underground Utilities, LLC has acknowledged a bid price correction in the County's favor for $3,000.42 (see attachment) which is reflected in the bid price above. This was discovered during the bid tabulation reviews. Although all bidders acknowledged Addendums Nos. 1 and 2 in their bid submittals, Go Underground Utilities, LLC was the only bidder to return addendum acknowledgements to CAS prior to bid submittals as instructed in the addend urns. Go Underground Utilities, LLC has indicated that all work will be performed in house with the exception of surveying and testing. Although Go Underground Utilities, LLC has been in business for over 6 months as reflected in their bid submittal, the project will be managed by Mr. Crayton Tillman who has over 10 years of experience as a licensed contractor. Mr. Tillman has received letters of commendation from the City of Belle Glade and from consulting engineering firms representing the City of Frostproof and the City of Sebring for past performance on similar projects. These letters are included in the bid submittal. In addition, CAS inspection staff has worked with Mr. Tillman on a Port Labelle water main (30 miles) project and has had positive project experience with Mr. Tillman. Based on our bid package reviews, we have verified that Go Underground Utilities, LLC through Mr. Crayton Tillman has satisfactorily completed projects as a contractor for similar work. Based on the bid total, document completeness, reference checks, and previous track record, CAS hereby recommends the award to Go Underground Utilities, LLC. The next two bidders were FHP Tectonics Corporation and Close Construction, LLC having bid prices of $494,073.37 and $544,567.91, respectively. Although these bids were complete, they were not considered the lowest and most responsive bids. 9 5 4 . 7 8 2 . 8 2 2 2 5 6 1 . 7 9 1 . 9 2 8 0 — Phone 561 , 314 , 4445 3 0 5 . 4 6 1 . 4 4 1 0 9 5 4 . 7 8 6 . 8 9 2 7 — Fax 561 . 791 . 9818 Robbie L. Chartier SW 21s` Street Drainage Improvements May 2, 2012 Page 2 of 2 Furthermore, a fourth bid submitted by Sunshine Land Design was considerably higher than all bids and engineer's estimate at a bid price of $647,550.68 and did not warrant further review besides bid tabulation and bid document reviews. Please contact me at the letterhead numbers shown or by electronic mail at pschrinerRcraigasmith.com should you have any questions or require any additional information. Sincerely, CRAIG A. SMITH & ASSOCIATES, INC. - t . rie R. Schriner, P.E. President Enclosures Cc: Okeechobee County—Jim Threewits (via email) Roumelis Planning and Development Services - Debbie Belcher (via email) CAS - File P:\Counties\Okeechobee\Okeechobee_Board_of County_Commissioners\00-0903-108-D-21ST STREET\Engin eering\Correspondence\Letters\Bid Recommendation for SW21 ST 2012.05.02.doc , IIU � ' m K( 'o ^ ';i11.1.! 't'" '�V '• 1( `U 1'1 ;.'v` � ''4 � ////(�h'�s |<op/ ^ ��UteMU • )kxx||x* \|lod'h ])1l1 (( )/• c�mx ^m/"G�� ^ nm,,��., v"v.'mcmmu ^^�w�nHo^u n' � w W \-, c It A / �G 65 p / r o ' ^ H ` � � |\\' - - -�' ' I April 25,.2012 / ! i , ` ` �U\ . '` `/ ! S. Gale MoMhnms , Operations & Financial � {) (}0 Underground (8i|dks, LW 407 Plaza Avenue Lake Placid, H33Xti2 RE: Okeechobee County SVV21m Street Drainage Improvements Dki CAS Project No. 00'0803'108D Dear Ms. K0dNir |m: Craig A. Smith & Associates have performed the bid tabulations review and we determined a $3,000.42 discrepancy in the Owner's favor bringing the bid from %486'383.00 to $483,392.58. We will require that you acknowledge and accept the lower bid amount of $483.392.58 by signing and returning this letter in the space provided below from the appropriate personnel authorized to sign for such matters. In addition, we noticed that a $10.000.00 unit bid price forsiten0 no. 17 was submitted for the 8' (eight feet) diameter Downstream Defender (DD) structure. Please note that CAS has used this product on past projects and is fully aware of the actual unit cost ($26K +) of the product prior to installation. The Unit cost alone is significantly higher than the unit bid price shown. The bid unit prices from the other bids are much higher /$43>{-$01K\. While we understand that hid prices may have been manipulated for business veenonn, we will require acknowledgement that this price was not a mistake and that you will proceed Co install this structure without change order if the project is awarded to Go Underground Ub/dieS, LLC. Please contact me at the letterhead numbers shown or by electronic mail at nmo should you have any questions or comments. . Sincerely, Acknowledgement& Acceptmnce of Lower Bld Price Craig A. S/nith & Associates c.~�-~��=~- '_-~-'*'��~° ^ - ______________ _ / � Print Nmmne/T/Ue: /' �/ /' // '.9 17 . , -_ / _ _�/ Orlando A. Rubio, PE Acknowledgement W. Acceptance of Wk Bid Price Senior Supervising Engineer -�--�-� L-'z~�''— c.~- ^~' ----- -- -1- — ---------` ---'--- � _- �� PdntNann+/T/Ue: `'�/»/^</�"/ /'//*"�,f�/ +/ � -__ Cc: Okeechobee County- Jim Threewits CAG -Gene R Schriner, PE File I':\ovm,tiemoxveoxo»omoxo h » ovrs100-0903 /oo'D'zYGT STREET1Engineering\Correspondencaelteratr to Go Underground Utilities 201.04.25.doc �� ` � � `� ' _`__�_��__�. __ �. �.____�� ` , . , 5 6 . / v2 . o / 2 2 — 5o / . , , / , zo " , o " " � -- 5 ^ ' . x / ^ . " 4 4 5 , v , . ^ 6 / . ^ o / 0 CRAIG A. SMITH &ASSOCIATES OFFICIAL BID RESULTS CAS:After review, Bid T DRAINAGE IMPROVEMENTS Total was$3000 in County's favor and Bidder 112 accepted. ADDENDUM#1 ADDENDUM#2 BID BOND Y/N Y/N PAGE Y/N BID AMOUNT COMPANY NAME PAGE 410-1 410-1 PAGE 433-1 PAGE 410-2 JNDEGROUND UTILITIES, LLC Y Y Y $483,893.00 FHP TECTONICS CORP Y Y Y $494,074.59 _OSE CONSTRUCTION, LLC Y Y Y $544,567.91 JNSHINE LAND DESIGN, INC Y Y Y $647,550.68 Page 1 of 6 )bee_Board_of County_Commissioners\00-0903-108-D-21ST STREET\Construction Mgt\SW21 ST Bid Review 2012.04.23 E COUNTY MPROVEMENTS PROJECT 3F BIDS HP TECTONICS CORP CLOSE CONSTRUCTION, LLC SUNSHINE LAND DESIGN, INC JOWLEDGEMENT FORM Y (ACKNOWLEDGEMENT FORM Y (ACKNOWLEDGEMENT FORM TURNED PRIOR TO BID AS NOT RETURNED PRIOR TO BID AS NOT RETURNED PRIOR TO BID AS CTED BUT INSTRUCTED BUT INSTRUCTED BUT NLEDGED IN THE BID ACKNOWLEDGED IN THE BID ACKNOWLEDGED IN THE BID [AL) SUBMTTAL) SUBMTTAL) JOWLEDGEMENT FORM Y (ACKNOWLEDGEMENT FORM Y (ACKNOWLEDGEMENT FORM TURNED PRIOR TO BID AS NOT RETURNED PRIOR TO BID AS NOT RETURNED PRIOR TO BID AS CTED BUT INSTRUCTED BUT INSTRUCTED BUT NLEDGED IN THE BID ACKNOWLEDGED IN THE BID ACKNOWLEDGED IN THE BID [AL) SUBMTTAL) SUBMTTAL) Y Y Y CORPORATION CORPORATION CORPORATION DAVID P. ROY DANNY BOROMEI TIM TAYLOR NO; WILL PERFORM ALL WORK NO; WILL PERFORM ALL WORK LL ONLY PERFORM 5% OF EXCEPT FOR SURVEYING & EXCEPT FOR SURVEYING & TESTING TESTING TE DEVELOPMENT, INC WORK) LEAD SURVEYING: TRADEWINDS BETSY LINDSAY, INC (SURVEY AS- JTRACTOR SURVEYING BUILTS) ONCRETE (CONCRETE) TESTING: A.M. ENGINEERNG TESTING? EACH PACIFIC RATION) (DANIELS PLUMBING) kN INSPECTION (SDE) WVEYING: TRADEWINDS S URVEYING TING: A.M. ENGINEERNG COMPLETED COMPLETED COMPLETED =NCES FOR LEAD NTRACTOR B&B WERE 'ED �f 6 )bee_Board_of_County_Commissioners\00-0903-108-D-21ST STREET\Construction Mgt\SW21 ST Bid Review 2012.04.23 E COUNTY MPROVEMENTS PROJECT )F BIDS HP TECTONICS CORP CLOSE CONSTRUCTION, LLC SUNSHINE LAND DESIGN, INC COMPLETED COMPLETED COMPLETED 494,074.59 $ _ 544,567.91 $ 647,550.68 494,073.37 $ 544,567.91 $ 647,550.68 (1.22) $ - $ _ DIFFERENCE; BID "TALLY AGREES W/CAS ;S BID AGREES W/CAS FINDINGS BID AGREES W/CAS FINDINGS Y Y Y INTINENTAL CASUALTY HARTFORD FIRE INSURANCE COMPANY COMPANY OLD REPUBLIC SURETY COMPANY Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Af 6 )bee_Board_of County_Commissioners\00-0903-108-D-21ST STREET\Construction Mgt\SW21 ST Bid Review 2012.04.23 E COUNTY )VEMENTS - BID TABULATIONS CLOSE CONSTRUCTION, SUNSHINE LAND DESIGN, FHP TECTONICS CORP LLC INC UNIT COST TOTAL UNIT COST TOTAL UNIT COST TOTAL $ 11,142.77 $ 11,142.77 $ 61,500.00 $ 61,500.00 $ 27,219.50 $ 27,219.50 $ 5,571.38 1 $ 5,571.38 $ 12,200.00 $ 12,200.00 $ 19,580.00 $ 19,580.00 $ 11,142.77 $ 11,142.77 $ 14,000.00 $ 14,000.00 $ 5,841.00 $ 5,841.00 $ 11,142.77 $ 11,142.77 $ 3,500.00 $ 3,500.00 $ 18,150.00 $ 18,150.00 $ 8,914.22 $ 8,914.22 _ $ 7,000.00 $ 7,000.00 $ 14,195.00 $ 14,195.00 $ 22,285.54 $ 22,285.54 $ 33,640.00 $ 33,640.00 $ 7,700.00 $ 7,700.00 $ 3.34 $ 340.68 $ 8.00 $ 816.00 $ 13.20 $ 1,346.40 $ 3.34 $ 724.78 $ 8.00 $ 1,736.00 $ 16.50 $ 3,580.50 $ 3.34 $ 307.28 $ 10.00 $ 920.00 $ 19.80 $ 1,821.60 $ 3.34 ! $ 33.40 $ 20.00 $ 200.00 $ 110.00 $ 1,100.00 $ 11.14 $ 1,114.00 $ 12.00 $ 1,200.00 $ 19.80 $ 1,980.00 $ 22.29 ! $ 891.60 $ 30.00 $ 1,200.00 $ 28.96 $ 1,158.40 $ 11.14 $ 3,063.50 $ 9.00 $ 2,475.00 $ 10.17 $ 2,796.75 $ 3.34 i $ 1,670.00 $ 7.00 $ 3,500.00 $ 1 2.87 $ 6,435.00 $ 44.57 $ 12,568.74 $ 48.00 $ 13,536.00 $ 79.09 $ 22,303.38 $ 2.23 $ 611.02 $ 10.00 $ 2,740.00 $ 32.12 $ 8,800.88 $ 55,713.85 $ 55,713.85 $ 43,748.00 $ 43,748.00 $ 61,163.60 $ 61,163.60 $ 16,379.87 $ 16,379.87 $ 4,487.00 $ 4,487.00 $ 4,896.24 $ 4,896.24 $ 1,559.99 $ 14,039.91 $ 1,500.00 $ 13,500.00 $ 1,761.71 $ 15,855.39 $ 2,172.84 $ 19,555.56 $ 2,165.00 $ 19,485.00 $ 2,929.26 $ 26,363.34 $ 2,339.98 $ 9,359.92 $ 2,243.00 $ 8,972.00 $ 3,535.09 $ 14,140.36 $ 2,228.55 $ 2,228.55 $ 1,706.00 $ 1,706.00 $ 3,121.31 $ 3,121.31 $ 3,008.55 $ 9,025.65 $ 2,174.00 $ 6,522.00 $ 2,872.78 $ 8,618.34 $ 1,448.56 ) $ 2,897.12 $ 1,124.00 $ 2,248.00 $ 1,764.29 $ 3,528.58 Page 4 of 6 1ST Bid Review 2012.04.23 E COUNTY )VEMENTS - BID TABULATIONS CLOSE CONSTRUCTION, SUNSHINE LAND DESIGN, FHP TECTONICS CORP LLC INC UNIT COST TOTAL UNIT COST TOTAL UNIT COST TOTAL $ 3,231.40 1 $ 3,231.40 $ 5,205.00 $ 5,205.00 $ 3,934.83 $ 3,934.83 $ 6,685.66 1 $ 40,113.96 $ 9,489.00 $ 56,934.00 $ 16,039.83 $ 96,238.98 $ 17.83 $ 534.90 $ 72.00 $ 2,160.00 $ 34.83 $ 1,044.90 $ 44.57 $ 19,387.95 $ 57.89 $ 25,182.15 $ 40.55 $ 17,639.25 $ 47.36 I $ 27,089.92 $ 42.51 $ 24,315.72 $ 32.83 $ 18,778.76 $ _ 56.83 $ 23,811.77 $ 56.36 $ 23,614.84 $ 56.49 $ 23,669.31 $ 67.97 I $ 13,254.15 $ 79.13 $ 15,430.35 $ 76.23 $ 14,864.85 $ 81.62 $ 24,077.90 $ 85.43 $ 25,201.85 $ 102.93 $ 30,364.35 $ 16,714.15 $ 16,714.15 $ 14,635.00 $ 14,635.00 $ 23,850.75 $ 23,850.75 $ 668.57 1 $ 64,182.72 $ 720.00 $ 69,120.00 $ 1,029.81 $ 98,861.76 $ 1,671.42 $ 1,671.42 $ 1,103.00 $ 1,103.00 $ 2,126.58 $ 2,126.58 $ 278.57 $ 278.57 $ 175.00 $ 175.00 $ 428.49 $ 428.49 $ 2,005.70 $ 2,005.70 $ 1,217.00 $ 1,217.00 $ 1,514.57 $ 1,514.57 $ 3,119.98 $ 3,119.98 $ 945.00 $ 945.00 $ 1,383.13 $ 1,383.13 $ 111.43 $ 891.44 $ 500.00 $ 4,000.00 $ 825.00 $ 6,600.00 $ 5,571.38 $ 22,285.52 $ 2,804.00 $ 11,216.00 $ 3,504.86 $ 14,019.44 $ 1,337.13 , $ 2,674.26 $ 456.00 $ 912.00 $ 762.78 $ 1,525.56 $ 1,337.13 $ 8,022.78 $ 395.00 $ 2,370.00 $ 1,501.60 $ 9,009.60 BID TOTAL ! $ 494,073.37 BID TOTAL $ 544,567.91 BID TOTAL $ 647,550.68 Page 5 of 6 1ST Bid Review 2012.04.23 =ET DRAINAGE IMPROVEMENTS -ECKS RESULTS c � w< f i `\per „ � \� RECLAIAII \k;., .. �• ` '0 � :: TENSION' s :LLE GLADE > ER It �•A � � <Y�. •�. -' y CITY�q ANITA :LIAMTYS014 T-T. D- SEWE 0 SEWER • TATION S ATE A'4"-s IMP 0 'CHp , AN Letter of Commendation Letter of Commendation 5 4 5 5 4 4 5 4 4 n/a- - 5 - - - 4 -- —- N/A N/A 5 5 4 3 N/A 4 n/a N/A N/A 5 _ Total Average )RIVEN YES,FOR UNFORESEEN CONDITIIONS Reference could not recall -YES,FOR UNFORESEEN CONDITIIONS Score 5.00 4.00 4.29 4.66 INESTEAD- B&B SITE DEVELOPMENT-CITY OF tAINAGE FHP-CITY OF MIAMI GROVE PARK OKEECHOBEE 72"RCP CULVERT B&B SITE DEVELOPMENT -FDOT Q GROUP INC STORM SEWER PROJECT REPLACEMENT HW 721 DRAINAGE IMPROVEMENTS 4 5 3 4 5 2 5 5 2 4 4 4 5 3 N/A 5 3 4 3 2 4 3 N/A N/A N/A 4 4 Total Average )RIVEN NO YES,FOR UNFORESEEN CONDITIIONS YES,FOR UNFORESEEN CONDITIIONS Score 4.13 3.88 3.29 3.98 INDIAN RIVER 11WATER •HAZEN& NOTE:FURTHER REFERENCE CHECKING NOT WARRANTED DUE TO RESPONSIVENESS OF LOWER BIDS. RIVEN Total Average Score 4.50 Page 6 of 6 Okeechobee County — SW 21st Street — Contractor's reference checks Contractor Name: Go Underground Utilities Reference Called: Rock Enterprises— Rock Abouiaoude, PE for Central County Water Control District 863.612.0011; Canals 7 & 8 Culvert& Headwalls Replacement; $77,001. On a scale of 1 to 5 with 5 being the best and 1 being the worst(or N/A if the question does not apply), please rate the contractor in regards to the following: 1. How satisfied are you with the work performed? 5 2. Work completed on time? 5 3. Project management? 5 4. Compliance efforts with applicable Federal, State, or local permits issued to the project? 5 5. Dealing with permitting agency compliance staff? N/A 6. Handling of(known or unknown) utilities? N/A 7. Ability to maintain a clean operation during the course of the project? 5 8. Efforts in the implementation and management of the project's maintenance of traffic(MOT)? 5 9. Dealing with the public involvement? 5 10. Were there change order(s) on the project? If so, describe the nature of the change order(s). Yes, at owner's request; added sod in additional areas not called for on project. P:\Counties\Okeechobee\Okeechobee_Board_of County_Commissioners\00-0903-108-D-21ST STREET\Construction Mgt\Documents\GOU -Reference Check 1 SW21ST.doc Okeechobee County — SW 21st Street— Contractor's reference checks Contractor Name: Go Underground Utilities Reference Called: City of Arcadia Reclaimed Water Main Extension Project-$696,036; Steve Underwood— Supervisor of William Tyson WWTP (863.990.0907). On a scale of 1 to 5 with 5 being the best and 1 being the worst(or N/A if the question does not apply), please rate the contractor in regards to the following: 1. How satisfied are you with the work performed? 5 2. Work completed on time?5 3. Project management? 5 4. Compliance efforts with applicable Federal, State, or local permits issued to the project? 5 5. Dealing with permitting agency compliance staff? 5 6. Handling of(known or unknown) utilities?5 7. Ability to maintain a clean operation during the course of the project?5 8. Efforts in the implementation and management of the project's maintenance of traffic(MOT)? n/a 9. Dealing with the public involvement? 5 10. Were there change order(s)on the project? If so, describe the nature of the change order(s). Yes, owner driven. P:\Counties\Okeechobee\Okeechobee_Board_of_County_Commissioners\00-0903-108-D-21ST STREET\Construction Mgt\Documents\GOU- Reference Check 2 for SW21ST.doc Okeechobee County — SW 21St Street — Contractor's reference checks Contractor Name: Go Underground Utilities Reference Called: City of Belle Glade— Public Works Department Project with stormwater improvements; oil water separator; ($250,000.00) Mickey McGahee— Director; presently retired (863.983.9482) On a scale of 1 to 5 with 5 being the best and 1 being the worst(or N/A if the question does not apply), please rate the contractor in regards to the following: 1. How satisfied are you with the work performed? 5 2. Work completed on time? 5 3. Project management? 5 4. Compliance efforts with applicable Federal, State, or local permits issued to the project? 5 5. Dealing with permitting agency compliance staff? 5 6. Handling of(known or unknown) utilities? n/a 7. Ability to maintain a clean operation during the course of the project? 5 8. Efforts in the implementation and management of the project's maintenance of traffic(MOT)? n/a 9. Dealing with the public involvement? n/a 10. Were there change order(s) on the project? If so, describe the nature of the change order(s). Yes, for unforeseen conditions P:\Counties\Okeechobee\Okeechobee_Board_of County_Commissioners\00-0903-108-D-21ST STREET\Construction Mgt\Documents\GOU- Reference Check 3 for SW21ST.doc . Okeechobee County — SW 21st Street — Contractor's reference checks Contractor Name: Go Underground Utilities Reference Called: City of Labelle—Commerce Center II Cowboy Way Sewer& Main with Stormwater Improvements ($499,992.00) Michael A. Boyle—Superintendent(863.675.2872) On a scale of 1 to 5 with 5 being the best and 1 being the worst(or N/A if the question does not apply), please rate the contractor in regards to the following: 1. How satisfied are you with the work performed? 4 2. Work completed on time?4 3. Project management? 4 4. Compliance efforts with applicable Federal, State, or local permits issued to the project? 4 5. Dealing with permitting agency compliance staff? 4 6. Handling of(known or unknown) utilities? n/a 7. Ability to maintain a clean operation during the course of the project? 4 8. Efforts in the implementation and management of the project's maintenance of traffic (MOT)? 4 9. Dealing with the public involvement? n/a 10. Were there change order(s) on the project? If so, describe the nature of the change order(s). Don't remember P:\Counties\Okeechobee\Okeechobee_Board_of_County_Commissioners\00-0903-108-D-21ST STREET\Construction Mgt\Documents\GOU- Reference Check 4 for SW21ST.doc Okeechobee County — SW 21s1 Street — Contractor's reference checks Contractor Name: Go Underground Utilities Reference Called: City of Frostproof, FL Sanitary Sewer Protect—$850,000, Steve A. Dutch, PE-Chastain Skillman Inc(863.646.1402); bid has 2011.12.29 letter of commendation from Mr. Dutch. On a scale of 1 to 5 with 5 being the best and 1 being the worst(or N/A if the question does not apply), please rate the contractor in regards to the following: 1. How satisfied are you with the work performed? 5 2. Work completed on time? 4 3. Project management? 4 4. Compliance efforts with applicable Federal, State, or local permits issued to the project? 4 5. Dealing with permitting agency compliance staff? n/a 6. Handling of(known or unknown) utilities? 5 7. Ability to maintain a clean operation during the course of the project? 3 8. Efforts in the implementation and management of the project's maintenance of traffic (MOT)? n/a 9. Dealing with the public involvement? 5 10. Were there change order(s) on the project? If so, describe the nature of the change order(s). Yes, for unforeseen conditions. P:\Counties\Okeechobee\Okeechobee_Board_of_County_Commissioners\00-0903-108-D-21ST STREET\Construction Mgt\Documents\GOU- Reference Check 5 for SVV21ST.doc Okeechobee County — SW 21st Street — Contractor's reference checks Contractor Name: FHP Tectonics Corporation Reference Called: City of Miami— Maurice Hardie (305.416.1224)—Construction Manager for Shenandoah Roadway Improvements -$440,902.00. On a scale of 1 to 5 with 5 being the best and 1 being the worst(or N/A if the question does not apply), please rate the contractor in regards to the following: 1. How satisfied are you with the work performed? 4 2. Work completed on time? 4 3. Project management? 4 4. Compliance efforts with applicable Federal, State, or local permits issued to the project? 4 5. Dealing with permitting agency compliance staff? 4 6. Handling of(known or unknown) utilities?4 7. Ability to maintain a clean operation during the course of the project? 3 8. Efforts in the implementation and management of the project's maintenance of traffic (MOT)?4 9. Dealing with the public involvement? 4 10. Were there change order(s) on the project? If so, describe the nature of the change order(s). Yes, owner requested. P:\Countjes\Okeechobee\okeechobee_Board_of County_Commissioners\00-0903-108-D-21ST STREET\Construction Mgt\Documents\FHP Reference Check 1 for SW21ST.doc Okeechobee County — SW 21st Street — Contractor's reference checks Contractor Name: FHP Tectonics Corporation Reference Called: City of Homestead Downtown Drainage Improvements— HSQ Group, Inc. - Nour Shehadeh (561.392.0221)— Project Manager; $512,711.00 On a scale of 1 to 5 with 5 being the best and 1 being the worst(or N/A if the question does not apply), please rate the contractor in regards to the following: 1. How satisfied are you with the work performed? 5 2. Work completed on time? 5 3. Project management? 4 4. Compliance efforts with applicable Federal, State, or local permits issued to the project? 5 5. Dealing with permitting agency compliance staff? n/a 6. Handling of(known or unknown) utilities?4 7. Ability to maintain a clean operation during the course of the project? 5 8. Efforts in the implementation and management of the project's maintenance of traffic(MOT)? 5 9. Dealing with the public involvement? n/a 10. Were there change order(s)on the project? If so, describe the nature of the change order(s). yes; owner requested P:\Counties\Okeechobee\Okeechobee_Board_of County_Commissioners\00-0903-108-D-21ST STREET\Construction Mgt\Documents\FHP Reference Check 2 for SW21ST.doc Okeechobee County — SW 21st Street — Contractor's reference checks Contractor Name: FHP Tectonics Corporation Reference Called: City of Miami— Eric Rush (305.416.1298)—Senior Construction Manager for Grove Park Storm Sewer Improvements -$177,866.27. On a scale of 1 to 5 with 5 being the best and 1 being the worst(or N/A if the question does not apply), please rate the contractor in regards to the following: 1. How satisfied are you with the work performed? 4 2. Work completed on time? 4 3. Project management? 5 4. Compliance efforts with applicable Federal, State, or local permits issued to the project? 4 5. Dealing with permitting agency compliance staff? 5 6. Handling of(known or unknown) utilities? 5 7. Ability to maintain a clean operation during the course of the project? 3 8. Efforts in the implementation and management of the project's maintenance of traffic(MOT)? 3 9. Dealing with the public involvement? n/a 10. Were there change order(s) on the project? If so, describe the nature of the change order(s). No. P:\Counties\Okeechobee\Okeechobee_Board_of_County_Commissioners\00-0903-108-D-21ST STREET\Construction Mgt\Documents\FHP Reference Check 3 for SW21ST bidder.doc Okeechobee County — SW 21st Street — Contractor's reference checks Contractor Name: Subcontractor B & B Site Development for FHP Tectonics Corporation Reference Called: City of Okeechobee 72" Culvert Replacement Project$100,000.00— Donnie Robertson; Director of Public Works (863.763.3372/863.634.3635) 13 years ago. On a scale of 1 to 5 with 5 being the best and 1 being the worst (or N/A if the question does not apply), please rate the contractor in regards to the following: 1. How satisfied are you with the work performed? 5 2. Work completed on time? 5 3. Project management? 5 4. Compliance efforts with applicable Federal, State, or local permits issued to the project? 4 5. Dealing with permitting agency compliance staff? 3 6. Handling of(known or unknown) utilities? 3 7. Ability to maintain a clean operation during the course of the project? 2 8. Efforts in the implementation and management of the project's maintenance of traffic(MOT)? Not sure; use n/a 9. Dealing with the public involvement? 4 10. Were there change order(s) on the project? If so, describe the nature of the change order(s). Yes but was for unforeseen condition P:\Counties\Okeechobee\Okeechobee Board_of County_Commissioners\00-0903-108-D-21ST STREET\Construction Mgt\Documents\FHP-B&B Reference Check 1 for SW21ST.doc Okeechobee County — SW 21st Street — Contractor's reference checks Contractor Name: Subcontractor B & B Site Development for FHP Tectonics Corporation Reference Called: Note: B & B was a subcontractor to Better Roads for this project. FDOT Hwy 721 Drainage Improvements Project$546,000—Todd Beamer—consultant (was the resident FDOT engineer for project but not an FDOT employee); 863.453.0443. On a scale of 1 to 5 with 5 being the best and 1 being the worst (or N/A if the question does not apply), please rate the contractor in regards to the following: 1. How satisfied are you with the work performed? 3 2. Work completed on time? 2 3. Project management? 2 4. Compliance efforts with applicable Federal, State, or local permits issued to the project? 4 5. Dealing with permitting agency compliance staff? n/a 6. Handling of(known or unknown) utilities?4 7. Ability to maintain a clean operation during the course of the project? 4 8. Efforts in the implementation and management of the project's maintenance of traffic (MOT)? n/a 9. Dealing with the public involvement? 4 10. Were there change order(s) on the project? If so, describe the nature of the change order(s). Yes, for unforeseen conditions in relation to existing pipe conditions which required replacements. P:\Counties\Okeechobee\Okeechobee_Board_of_County_Commissioners\00-0903-108-D-21ST STREET\Construction Mgt\Documents\FHP-B&B Reference Check 2 for SW21ST.doc Okeechobee County — SW 21st Street — Contractor's reference checks Contractor Name: Close Construction, LLC Reference Called: Okeechobee County Airport Runway 5-23 Rehabilitation Project—$334,610.00 Donnie Oden - (863.763.0805); Avcon — Russ Holiday, (407.599.1122). On a scale of 1 to 5 with 5 being the best and 1 being the worst(or N/A if the question does not apply), please rate the contractor in regards to the following: 1. How satisfied are you with the work performed? 4 2. Work completed on time?4 3. Project management? 4 4. Compliance efforts with applicable Federal, State, or local permits issued to the project? Contacted Avcon—Russ Holiday-4 5. Dealing with permitting agency compliance staff? Contacted Avcon—Russ Holiday—n/a. 6. Handling of(known or unknown) utilities?n/a 7. Ability to maintain a clean operation during the course of the project?4 8. Efforts in the implementation and management of the project's maintenance of traffic(MOT)? n/a 9. Dealing with the public involvement? 4 10. Were there change order(s)on the project? If so, describe the nature of the change order(s). Yes, for unforeseen condition. P:\Counties\Okeechobee\Okeechobee_Board_of County_Commissioners\00-0903-108-D-21ST STREET\Construction Mgt\Documents\CLOSE CONST Reference Check 1 for SW 21 ST.doc Okeechobee County — SW 21st Street — Contractor's reference checks Contractor Name: Close Construction, LLC Reference Called: St Lucie County— Indian River Estates Stormwater Improvements Project—$4,865,825.00— Hazen & Sawyer- Mike Harvey (772.462.1717). On a scale of 1 to 5 with 5 being the best and 1 being the worst (or N/A if the question does not apply), please rate the contractor in regards to the following: 1. How satisfied are you with the work performed? 5 2. Work completed on time?5 3. Project management? 5 4. Compliance efforts with applicable Federal, State, or local permits issued to the project? 5 5. Dealing with permitting agency compliance staff? 5 6. Handling of(known or unknown) utilities?5 7. Ability to maintain a clean operation during the course of the project?5 8. Efforts in the implementation and management of the project's maintenance of traffic(MOT)? 5 9. Dealing with the public involvement? n/a 10. Were there change order(s)on the project? If so, describe the nature of the change order(s).Yes, Owner driven. P:\Counties\Okeechobee\Okeechobee_Board_of County_Commissioners\00-0903-108-D-21ST STREET\Construction Mgt\Documents\CLOSE CONST Reference Check 2 for SW 21ST.doc 5/17/11 Activity Rpt(Finance) Cont'd- • Investment Policy-- We've done additional research on same. Robin compiled a definitions report on various investments that I'm filtering through to assist in identifying the options we wish to end up with. General Services: • Street Sweeping - Extended the contract for a one-year period at $40,500. Again, Donnie and I met with the current contractor, Amerisweeps, about service. • Planner : Attached, find a 6-page memo from Bill Brisson citing several different planning clarification issues, many which have been identified during our discussion at the Technical Review process or the Planning Board discussion. Police: • Pain clinics - In May 2010 the City adopted a 1-yr moratorium on pain clinics, which has expired. We have been delaying taking action on continuing the moratorium until after we see the State's action. Attached, is the best article I've seen on clarifying the State's pill mill legislation. Ally Cook believes there is still a need to develop a moratorium which includes additional safeguards...the matter(ordinance) has been placed on the Agenda. • SLERS radio system-Have nothing new to report. Public Works/Engineering: • SW 21st Street Storm Sewer project- nothing new to report on this project • Park at SE 6th Av & 7th St-Councilman O'Connor is spearheading the conceptual and I've been advised that Chris Close has proceeded with a layout of the Park for future review by the City Council. As you recall, Gary Ritter expressed assistance if/when we request a dock-like platform around the park. On the south side of the proposed park(east of the lift station) there is an open ditch that we are installing a pipe in to alleviate water standing and improve maintenance. • SW 11th Street dry retention area-As part of a County 2008 hurricane disaster mitigation CDBG we met with the County back in Dec 2009 to consider any applicable City initiatives. With the criteria described, we arrived at two projects. SW 21st Storm sewer project and the 200 block of SW 11"' St. At an estimated $20,000, the project seemed doable and it is now finally being brought to the forefront as a county constructed project. Essentially the ROW will be excavated and replaced with a dry retention area. • Commerce Park lakes and wetland-On 2/11/11 staff, incl Councilman Maxwell, met with SFWMD reps and Gene Schriner, CAS, to discuss SFWMD's lack of certifications nec to `complete'the Park construction approval process We have discussed the matter w/CAS since and they have produced some documentation. After we solicit CAS for all the info they have, we will by process of elimination, solicit similar as built certification from AECOM and Surveyor Leland Dyals. Page 3 5/3/11 Activity Rpt Cont d- Finance: • f/v/e 2010 Audit report presentation is scheduled for this Agenda. • Midyear budget adiustment/report is scheduled for this Agenda. • Investment Policy- We've done additional research on same. Robin compiled a definitions report on various investments that I'm filtering through to assist in identifying the options we wish to end up with. General Services: • Street Sweeping- The $40,500 contract expires June 1, last bid in June of 2006. Have met with the current contractor, Amerisweeps, about service. They are cordial and receptive but it seems to be a constant push for performance. The risk of bidding is that we may end up paying much more, even for their re-bid. Weighing our options. Police: • Pain clinics-In May 2010 the City adopted a 1-yr moratorium on pain clinics in hopes of Florida passing a statewide restrictive law. Nothing productive has come out of the State and we are working on our own ordinance. • SLERS radio system - Have nothing new to report. Public Works/Engineering: • SW 11`h Street dry retention area-As part of a County 2008 hurricane disaster mitigation CDBG we met with the County back in Dec 2009 to consider any applicable City initiatives. With the criteria described, we arrived at two projects. SW 21st Storm sewer project and the 200 block of SW 11 m St. At an estimated $20,000, the project seemed doable and it is now finally being brought to the forefront as a county constructed project. Essentially the ROW will be excavated and replaced with a dry retention area. The City expects to then come in and install a sidewalk along the south side of the ROW. A quick update-we have conversed w/the County on several occasions about this project. The R- OW is being exhausted by the retention area and a sidewalk installation is being compromised. Investigation continues. • SW 21st Street Storm Sewer project- nothing new to report on this project • Park at SE 6th Av & 7th St-Councilman O'Connor and I met with Chris Close last week to discuss a potential layout of the Park for future review by the City Council. As you recall, Gary Ritter expressed assistance if/when we request a dock-like platform around the park. On the south side of the proposed park(east of the lift station) there is an open ditch that we are installing a pipe in to alleviate water standing and improve maintenance. • Commerce Park lakes and wetland- On 2/11/11 staff, incl Councilman Maxwell, met with SFWMD reps and Gene Schriner, CAS, to discuss SFWMD's lack of certifications nec to `complete'the Park construction approval process We have discussed the matter w/CAS since and they have produced some documentation. After we solicit CAS for all the info they have, we will by process of elimination, solicit similar as built certification from AECOM and Surveyor Leland Dyals. Page 3 4/5/11 Activity Rpt Cont'd- Finance: • Investment Policy- We've done additional research on same. Robin compiled a definitions report on various investments that I'm filtering through to assist in identifying the options we wish to end up with. General Services: • Street Sweeping- The $40,500 contract expires June 1, last bid in June of 2006. Police: • Activity Reports: ➢ 2010 Summary of activity is attached. ➢ Feb 2011 report summary: Total calls-555, Arrests-21,Traffic citations-71 Traffic wamings-57 Also find attached is a February staff report • Pain clinics-In May 2010 the City adopted a 1-yr moratorium on pain clinics in hopes of Florida passing a statewide restrictive law. Nothing productive has come out of the State and we are working on our own ordinance, • SLERS radio system -there was an organizational meeting on March 24, and we've been told that by July all the new radios will be installed. I have some heartburn about the process, including cost which is a little vague. I have an analysis that's about 6 months old. But, the installation has given rise to a few hiccups that may escalate the cost such as pagers for the Fire Dept. or scrambling frequencies. Public Works/Engineering: • Storm Sewer repairs at SW 2nd Av and 8th St-The City crews have put in much work to repair what has been a chronic sewer infiltration problem here. We hope it's repaired, but at best it's a temporary fix and we will probably have to address budgeting a sewer replacement or form fit insertion repair. • Street striping-We ordered 20 gallons of thermoplastic paint(at $101/5 gal)to apply ourselves using our own striper. If we experience no issues w/the application we will calculate the per foot rate to determine cost effectiveness. • SW 11th Street dry retention area-As part of a County 2008 hurricane disaster mitigation CDBG we met with the County back in Dec 2009 to consider any applicable City initiatives. With the criteria described, we arrived at two projects. SW 21st Storm sewer project and the 200 block of SW 1 l" St. At an estimated $20,000 the project seemed doable and it is now finally being brought to the forefront as a county constructed project. Essentially the ROW will be excavated and replaced with a dry retention area. The city expects to then come in and install a sidewalk along the south side of the ROW. • SW 21st Street Storm Sewer project- 1 believe I reached each of you to advise that funding for this project hit a snag, in as much as the County Commissioners felt the City should contribute to unanticipated added engineering expense. I've advised that the City didn't budget for the Page 4 3/1/11 Activity Rpt Cont'd—Public Works issues • Warehouse at the City garage facilities -The council approved the 100' X 80' building project at the 2/15th meeting. The contractor, KST Construction, is working on perfecting the bid documents. • 200 blk of SW 11th St dry retention area-Months ago we approached the council about converting the one block, one-lane unimproved road to a grant funded dry retention area. Oscar met w/Craig A Smith rep at the project site. Investigation continues. • SW 21St Street Storm Sewer protect-In the fall of 2008, the City submitted to the County a request to be included on a hurricane disaster relief grant for this project and that project is under review for construction by the County. • Park at SE eh Av& 7th St-have mentioned this potential project in the past. Looking into permits required to allow installation of a deck abutting the water there along w/funding avenues. Respectfully submitted, it - Brian White all,, •ministr. or Page 5 2115/11 Activity Rpt Cont'd • SW 21st Street Storm Sewer proiect— In the fall of 2008 the City submitted to the County a request to be included on a hurricane disaster relief grant for this project. I'm copying Debbie Belcher's 1/14/11 email here which gives us optimism that the project will receive funding under the County's authority: The Okeechobee County Board of County Commissioners authorized us to submit a request to extend the completion date for the County's FEMA Hazard Mitigation Grant Program grant,for the purpose of constructing stormwater drainage improvements in the SW 21st Street area. We had originally intended to do work in that location with the HMGP grant, but the engineer's total project cost estimate was such that we deleted SW 21st Street from the construction bid package in favor of the downstream area. We also remember your request to include SW 21st Street in a previous CDBG Disaster Recovery grant. Now that construction is underway, we are confident that there will be sufficient funds available through HMGP, DOT and DEP to expand the project to include SW 21st Street. We cannot be certain that the grant extension will be approved, but we are optimistic. If the City has specific comments regarding the project design,please send them to me, Jim Threewits and Orlando Rubio, P.E. with Craig A. Smith and Associates. We are very sensitive to the fact that this is a City jurisdiction, and want this to be a good working relationship. We will keep you informed of the status of the grant extension request. Meanwhile,please feel free to contact me with any concerns. • Blvd Median Curbing—The curb installation is complete. The project ended up at 7,042 If at$5.50@ totaling $38,731. • Park at SE 6th Av&7th St— have mentioned this potential project in the past. Looking into permits required to allow installation of a deck abutting the water there along w/funding avenues. • Commerce park lakes and wetland— The meeting was delayed to Feb 11th' Again, /hope it's a matter of providing `as-builts'and some clarification on future infrastructure relating to private property development. Invited are SFWMD reps, CAS and Dale Milita along with City reps. • Warehouse at the City garage facilities—On 2/4/11 the City rec'd 9 bids on the construction of the new building at the City barn. An exhibit to the Agenda lists the bids and a letter of recommendation for KST Const at $127,620. Respectfully submitted, Brian Whitehall, Administrator Page 6 Regular Session Agenda June 7, 2012 2. Public Hearings/Proclamations 3. General Business a. SHERIFF- FY 2011/2012 Category Transfers—Monica Raulerson Approve I, Sheriff Paul C. May request$16,311.00 be transferred from 521 Law Enforcement Operating Expenses to 521 Law Enforcement Debt Services. b. 2012 SUMMER PROGRAM AT DOUGLAS BROWN COMMUNITY CENTER BY CHAKA'S STARS FOUNDATION, INC.—Albie Scoggins Approve The one-time "Special Use Rate" of$3,170 for Chaka's Stars Foundation, Inc. to operate a Summer Camp Program at the Douglas Brown Community Center(DBCC) for the eight(8)week period (June 18 -August 10; excluding July 4, 2012) and including six (6) days of staff training, set-up and cleanup. c. 2012 SUMMER FOOD SERVICE AGREEMENT WITH THE OKEECHOBEE COUNTY SCHOOL BOARD Albie Scoggins Approve The 2012 Summer Food Service Program agreement between the Okeechobee County School Board and Okeechobee County to furnish lunches and snacks for the 2012 Okeechobee County Parks and Recreation Summer Play Camp Program. d. JOINT PARTICIPATION AGREEMENT (JPA)WITH FLORIDA DEPARTMENT OF TRANSPORTATION(FDOT)AVIATION FOR AIRPORT SIGNAGE &MARKING IMPROVEMENTS -RESOLUTION#2012- FISCAL YEARS JULY 1, 2012 - JUNE 30, 2017—Kathy Scott Approve Resolution 2012- authorizing the Chair to execute the Joint Participation Agreement(JPA) between Okeechobee County and Florida Department of Transportation (FDOT) in the amount of$60,000 with funds provided from the Florida Department of Transportation(FDOT)Aviation Financial Project Management Number 422339-1-94-01 in the amount of$48,000 and Airport Capital Improvement Budget in the amount of $12,000 for Signage and Marking Improvements from July 1, 2012 through June 30, 2017. e. APPOINTMENT OF VALUE ADJUSTMENT BOARD MEMBERS—Jeff Shain Approve That the Board: 1)Appoint the two Commissioners to the Value Adjustment Board 2)Appoint one of the Commissioners as the Chairman of the Value Adjustment Board 3)Appoint the one citizen member 4)Appoint the one alternate citizen member f. AWARD BID#2012-10 HAZARD MITIGATION GRANT PROGRAM(HMGP) FOR SW DRAINAGE AREA IMPROVEMENTS (SWADI) - SW 21 STREET -TO GO UNDERGROUND UTILITIES.—Jim Threewits Approve To June 28, 2012 board meeting. Award of Bid#2012-10 Hazard Mitigation Grant Program(HMGP) for Southwest Area Drainage Improvement Project(SWADI - SW 21 Street) to Go Underground Utilities in the amount of$483,892.58. Board of County Commissioners Page 2 Printed 6/6/2012 ,,onf 4.3.f Okeechobee County 1 Board of County Commissioners 304 NW 2nd Street Department:Administration . �. Okeechobee,FL 34972 Category:Bid Prepared By:Kelly Baney 1 (�F31O r TABLED Initiator:Jim Threewits ACTION ITEM (ID # 1570) SUBJECT: AWARD BID#2012-10 HAZARD MITIGATION GRANT PROGRAM (HMGP) FOR SW DRAINAGE AREA IMPROVEMENTS (SWADI)- SW 21 STREET- TO GO UNDERGROUND UTILITIES. MEETING: Regular Session June 07, 2012 FINANCIAL IMPACT: HMGP Grant$483,892.58 05/10/12 Various Accounts $483,892.58 REQUESTED ACTION: To June 28, 2012 board meeting. Award of Bid #2012-10 Hazard Mitigation Grant Program (HMGP) for Southwest Area Drainage Improvement Project (SWADI - SW 21 Street) to Go Underground Utilities in the amount of$483,892.58. BACKGROUND: At the May 24, 2012 board meeting this agenda item was tabled to June 7, meeting. After the May 24 meeting, staff was made aware that the City of Okeechobee will not have a Council meeting until June 19. Any changes to the City's funding commitment would have to be approved by the City Council while in session. Therefore, we would ask that this item be tabled again to the June 28 board meeting... allowing the City Council to meet and discuss this matter. A copy of the construction plans have been attached for your review also. Original agenda (May 24, 2012) ---- On April 20, 2012 four(4) bids were received for our Hazard Mitigation Grant Program (HMGP) Phase II of the Southwest Area Drainage Improvement(SWADI) Project(SW 21st Street). The lowest bidder was Go Underground Utilities, LLC. in the amount of$483,892.58. Attached to this agenda item is our engineer's recommendation to award this bid to the lowest bidder; Go Underground Utilities, LLC. in the amount of $483,892.58. Included with this recommendation for your review is: acknowledgement of the bidder's price error ($3,000.42) and the Downstream Defender pricing; bid tabulation sheet; summary of bids; item by item bid tabulations; bidder's reference check results summary; and bidder's individual reference check sheets. Our HMGP funding for our construction phase breakdown is as follows: Federal Share (75%): $ 1,589,371 Page 1 Packet Pg.84 4.3.f Action Item(ID # 1570) Meeting of June 7, 2012 County's Match (25%): $ 529,790 Administration (no match): $ 27,343 Grand Total: $ 2,146,504 We have encumbered or spent as follows (May 2012): Federal Share (75%): $ 1,295,309.78 (remaining grant funds - $ 294,061.22) County's Match (25%): $ 431,769.92 (remaining match funds - $ 98,320.08*) Administration (no match): $ 27,117.48 Grand Total: $ 1,754,194.18 Should the board award this bid #2012-10 ($483,892.58) some of our cost would exceed our grant amount and we would be required to cover 100% of these cost overruns. The cost breakdown is as follows: Bid #2012-10 Remaining Funds Exceeds Grant Federal Share (75%): $ 362,919.44 $ 294,061.22$ 68,858.22** County's Match (25%): $ 120,973.14* $ 98,320.08*$ 22,653.06* In summary, if the board approves this bid award, our additional cost breakdown is as follows: Federal Share (75%): $ 294,061.22 County's Match/Share: $ 189,831.36 ($120,973.14 + $68,858.22) When we began this portion of the project, the board directed staff to ask the City of Okeechobee if they would participate in funding this phase of construction. The board was clear, at that time, that just because we are proceeding with the design and bidding they weren't committed to funding the construction phase. One reason was due to this portion of the project was entirely within the City limits. And as it does qualify as a gas tax eligible expense and the City gets their share of the gas taxes collected from within the county... would they fund or assist in funding this remaining portion of the project? When we approached the City, we couldn't tell them exactly what the total exposure would be. We said we would know after receiving the bids. The City discussed the County's request and even though they didn't know what the cost would be, they still agreed to provide $20,000 funding for this project. Since the bids were opened, staff has asked the City if there was any opportunity to increase their contribution... they indicated this was the maximum. Their funding for this project will come from their share of local Gas Taxes. Should the board award this bid the County's match/share cost will be lowered by the City's contribution... from $189,831.36 to $169,831.36. All of these numbers are based upon Go Underground Utilities, LLC. bid price and no change orders have been contemplated. Our budget has sufficient funding to address this project should the board decide to award this bid. Our engineering and administration cost necessary for this project have already been addressed too. Page 2 Packet Pg.85 4.3.f Action Item(ID # 1570) Meeting of June 7, 2012 Included is a copy of Florida Statutes 336 for your review that addresses transportation bid awards. Staff would recommend award of Bid #2012-10 Hazard Mitigation Grant Program (HMGP) for Southwest Area Drainage Improvement Project (SWADI - SW 21 Street) to Go Underground Utilities in the amount of$483,892.58. Should the board decide not to award this project, staff would recommend rejection of all bids. NOTE: *These match funds are not obligated unless Bid #2012-10 is awarded. **These amounts exceed the total grant allowances and have to be funded at 100%. Page 3 Packet Pg.86 Heating, Ventilation,and Air Conditioning (HVAC) Improvements at the Okeechobee County Library and OI'eechobee Civic Center. RESULT: APPROVED [UNANIMOUS] MOVER: Bryant Culpepper, Commissioner SECONDER: Ray Domer, Commissioner AYES: Garrard Helton, Domer, Hoover, Culpepper, Irby d. AWARD BID#2012-10 HAZARD MITIGATION GRANT PROGRAM(HMGP) FOR SW DRAINAGE AREA IMPROVEMENTS (SWADI) - SW 21 STREET -TO GO UNDERGROUND UTILITIES. Deputy County Administrator Jim Threewits addressed the Board regarding County Bid #2012-10 for Southwest(SW) Drainage area improvements. Mr. Threewits stated on April 20, 2012 four (4) bids were received for our Hazard Mitigation Grant Program (HMGP) Phase II of the Southwest Area Drainage Improvement(SWADI) Project(SW 21st Street). Requested Action: Table To June 7, 2012 meeting. Award of Bid #2012-10 Hazard Mitigation Grant Program (HMGP) for Southwest Area Drainage Improvement Project (SWADI -SW 21 Street)to Go Underground Utilities in the amount of$483,892.58. RESULT: TABLED [UNANIMOUS] Next: 6/7/2012 9:00 AM MOVER: Bryant Culpepper, Commissioner SECONDER: Joey Hoover, Commissioner AYES: Garrard Helton, Domer, Hoover, Culpepper, Irby e. AWARD BID#2012-05 FOR THREE (3) BRIDGE REPAIRS, SW 87 TERR.,NE 39 BLVD.,NW 240 ST.,TO DRAWDY CONSTRUCTION CO., INC. Deputy County Administrator Jim Threewits addressed the Board regarding County Bid #2012-05 for three (3) bridge repairs. Mr. Threewits stated the County has 3 of its 27 bridges that are in need of major repairs. Florida Department of Transportation (FDOT) inspects our bridges and provides a report of noted issues. Three bridges are in need of major maintenance and upgrades and staff considers these to be emergent in nature do to the current condition of the bridges and the expected approach of the rainy season. The bridges are: SW 87th Terr., NE 30th Blvd., and NW 240th Street. At the March 27, 2012 bid opening two (2) bids were received. The engineer met with Drawly Construction Co., Inc., apparent low bidder, in order to identify things that could be done in an effort to lower the price of the bid. It was determined that we could make modifications to the design that wouldn't impact the original objectives and result in a total cost for all three bridges of$897,920.70. Jim Bob of Drawdy Construction Co., Inc. Addressed the Board and agreed with the reductions of the project. Requested Action: Approve Award of Bid #2012-05 as an emergency for three(3) bridge repairs(SW 87th Terr., NE 39th Blvd., NW 240th St.)to Drawdy Construction Co., Inc. in Sharon Robertson Margaret Garrard Helton,Chair Clerk of the Board of County 5 of 8 Board of County Commissioners Commissioners May 24,2012 Okeechobee County,Florida Okeechobee County,Florida CRAIG A. SMITH & ASSOCIATES ® 7777 Glades Road - Suite 410 • Boca Raton,Florida 33434 CONSULTING ENGINEERS • SURVEYORS •UTILITY LOCATORS •GRANT SPECIALISTS W W W . C R A I G A S M I T H . C O M May 2, 2012 Robbie L. Chartier County Administrator 304 NW 2nd Street, Suite 123 Okeechobee, FL 34972 RE: Bid Recommendation for SW 21st Street Drainage Improvements Project FEMA HMGP 1561 - 84 CAS PROJECT NO. 00-0903-108D Dear Mrs. Chartier: Craig A. Smith & Associates (CAS) has performed its review of the bid proposals received for the SW 21st Street Drainage Improvements Project. Our review strictly tabulates bid item totals and evaluates the overall submittal packages from the three lowest bidders. Based on the copies of the contract forms provided, we have also reviewed the bid proposals for completeness, including addendum acknowledgements, bid guarantee, and proposed construction duration. Based on our review, Go Underground Utilities, LLC is the apparent lowest and most responsive bidder with a bid total price of$483,392.58. Go Underground Utilities, LLC has acknowledged a bid price correction in the County's favor for $3,000.42 (see attachment) which is reflected in the bid price above. This was discovered during the bid tabulation reviews. Although all bidders acknowledged Addendums Nos. 1 and 2 in their bid submittals, Go Underground Utilities, LLC was the only bidder to return addendum acknowledgements to CAS prior to bid submittals as instructed in the addendums. Go Underground Utilities, LLC has indicated that all work will be performed in house with the exception of surveying and testing. Although Go Underground Utilities, LLC has been in business for over 6 months as reflected in their bid submittal, the project will be managed by Mr. Crayton Tillman who has over 10 years of experience as a licensed contractor. Mr. Tillman has received letters of commendation from the City of Belle Glade and from consulting engineering firms representing the City of Frostproof and the City of Sebring for past performance on similar projects. These letters are included in the bid submittal. In addition, CAS inspection staff has worked with Mr. Tillman on a Port Labelle water main (30 miles) project and has had positive project experience with Mr. Tillman. Based on our bid package reviews, we have verified that Go Underground Utilities, LLC through Mr. Crayton Tillman has satisfactorily completed projects as a contractor for similar work. Based on the bid total, document completeness, reference checks, and previous track record, CAS hereby recommends the award to Go Underground Utilities, LLC. The next two bidders were FHP Tectonics Corporation and Close Construction, LLC having bid prices of $494,073.37 and $544,567.91, respectively. Although these bids were complete, they were not considered the lowest and most responsive bids. 9 5 4 . 7 8 2 . 8 2 2 2 5 6 1 . 7 9 1 . 9 2 8 0 - Phone -- 561 , 314 . 4445 - 3 0 5 . 4 6 1 . 4 4 1 0 9 5 4 . 7 8 6 . 8 9 2 7 Fax 561 . 791 . 9818 JUNE 19,2012-REGULAR MEETING•PAGE 5 OF 8 AGENDA COUNCIL ACTION•DISCUSSION-VOTE VIII. NEW BUSINESS CONTINUED. B.2.b)Discussion on approving the first reading of proposed Ordinance The proposed ordinance cleans up languages within the various sections of the Code Book so that they are all No.1087. consistent with the term Florida Building Code rather than references to the Standard Building Code or Housing Code. The request was made by Building Official Ray Schaub.Since this subject is addressed in the Land Development Regulations section of the Code Book,the Planning Board,who acts as the City's Land Planning Agency,reviewed the proposed changes at their May 17,2012 meeting and unanimously voted to recommend approval.There were no questions or comments offered from the public. • During the discussion,Council instructed Administrator Whitehall to request the Planning Board and Staff review Section's 90-168 Dwelling Foundations as it relates to Code Book Sections 78-1, Minimum Development Standards and 78-2 Standard for Residential lnfftl Development and discover whether any of these areas need to be amended or addressed better to prevent adverse effects on neighboring properties when homes are built in older subdivisions. Section 90-168 requires the Building Official to follow the current Florida Building Code as the guideline for the height of the foundation for single family homes in all zoning districts except mobile homes.However,Section 78-1, paragraph two provides that developments shall be designed to provide adequate access to lots and sites,avoid adverse effects or noise,odor,traffic,drainage and utilities on surrounding properties,and avoid unnecessary impervious surface cover.Then further,Section 78-2,requires that dwelling units conform to the r:±ulations in effect at the time of development of the adjacent residential area prior to the adoption of the current regulations.There are several areas where residential homes were built many years ago,and then homes built in the last few years have • adversely effected the neighboring homes because the height of the foundation is much higher.The biggest impact pertains to drainage. c) Vote on motion. VOTE KIRK•ABSENT MAXWELL-YEA O'CONNOR-YEA WATFORD-YEA WILLIAMS-YEA MonoN CARRIED. C. Discuss funding for the SW 21'Street County Grant Funded Storm The City Council,at the October 4,2011 meeting,passed a motion to approve participation in the County's Southwest Sewer Project-City Administrator, 21'Street Storm Sewer Project,with the City's portion being not more than 13 percent or$20,000.00 and that City Staff has the authority to review any change orders.The purpose of this project was,after the 2004 and 2005 hurricanes,the Southwest area was identified as a major problem due to the amount of flooding and damage to homes and commercial buildings in the City and County.As a means to remedy the flooding,several projects,including this specific one,were created and included in the Local Mitigation Strategy Plan and the Storm Water Utility Master Plan. JUNE 19,2012-REGULAR MEETING•PAGE 7 of 8 AGENDA _ µ COUNCIL ACTION•DISCUSSION-VOTE VIII. NEW BUSINESS CONTINUED. � 1 C. Discuss funding for the SW 21V1 Street County Grant Funded Storm Council Member Williams moved to approve the City contributing 50percent of the County's unfunded portion Sewer Project continued. of the grant,but not to exceed a maximum of$95,000 total for the construction costs only.for the Southwest 21"Street Drainage Improvements Project that City Staff be given adequate Information and time to review an change orders,and that the City has the opportunity to give input for the same;seconded by Council .Member O'Connor. Prior to calling for the vote, the Council clarified the matching percentage and cap are only applicable to the I construction costs,it does not include engineering.The City will only contribute up to the$95,000.00 regardless of cost overruns,should they arise.Attorney Cook advised the motion on the floor conveyed their message. VOTE KIRK•ABSENT MAXWELL•YEA O'CONNOR-YEA WATFORD-YEA WILLIAMS-YEA MOTION CARRIED. D. Updates and information on several items discussed at the Florida Distributed prior to the meeting,was Exhibit 3 containing a memorandum,the Viva Florida 500 flyer,a copy of the Association of City Clerks Summer Academy-City Clerk. �;constitutional amendments summary and a copy of a Florida Association of City Clerk's(FACC)adopted Resolution A, presented by President,Barbara Estep,Clerk Gamiotea began the presentation by expressing her appreciation to attend the FACC Academies and that the association is celebrating their 40"Anniversary.This academy was the first time the association hosted a celebrity.Suze Orman was the keynote speaker and outside the US Military,FACC was the first organization she has addressed pro-bono. • Regarding Elections,thankfully no major changes to the State Election Laws will affect the municipal elections.Social Media is having the largest impact on how campaigns are being managed and raising funds.She explained that she will be looking into ways to partner with the County Supervisor of Elections to utilize the online Treasurer's Reporting system. However, for this election year,the reports can be scanned and posted on the City website.The City Candidate Election Packets should be available by the end of this week.The proclamation has been prepared for the Mayor to Call the Elections at the July 17 meeting. The City of Eagle Lake recently went through the steps to use the State's language of drawing lots to break a tie between two candidates.Clerk Gamiotea explained how the procedures were carried out and that she has requested a copy of the policy,She again conveyed the need for Council's support to change the Election chapter in resolving a tie,as the current method requires a special election be conducted. 1111 • S 6/19/12 Activity Rpt Cont'd • SW 21st Storm Sewer County grant funded project— Recall that the County opened bids on April 20 and the apparent low bidder and engineer's est is as follows: GO Underground Utilities, Lake Placid $483,893.00($3k error found) The engineer's estimate was: $476,932.00 At their May 24th meeting the Commissioners struggled with a variety of project issues including priorities and funding. Eventually they tabled the bids until the June 7 meeting and at that meeting they decided to delay action until their June 28th meeting, which is after the June 19 City meeting, giving the City an opportunity to readdress our funding match. Here's some of my observations: 1. Project is included in the Local mitigation strategy plan and the Storm water utility master plan. S FL Water Mngmnt,"There is no magic bullet when it comes to flood control". This project is part of a comprehensive puzzle that also provides additional ground water treatment assisting in DEP and NPDES permitting. The project covers a large geographic drainage area...approx SW 15 St south and SW 3rd Av west. 2. SFWMD permit issued Aug 4, 2011, the permit would be expire and be revoked 3. The project is part of a, now, $2.1 million dollar grant funded(up to 75%) storm water project. The grant monies cannot be used elsewhere because the County used this area to enhance their grant application. If not here the grant proceeds of approx$295k will be lost, not to mention the negative implications of returning$ to the State on future applications. 4. There have already been significant resources applied to the project,incl engineering costs, advertising, contractor efforts, not to mention staff. To contemplate not doing the project now seems illogical. 5. City's `arbitrary' match offer of$20k is not the only expected expense; we have substantial work to do...grading etc Financing: 483,892.58 Bid project- Eng est was $477k 294,061.22 Grant avail now for project(rep 60%) ($483k X 75%= $362k) 189,831.36 left to fund Above that and committed to be paid by County- 105,000 expected engineering: Co paying 25%match on eng($27k) 50,000 design(already paid by county) 55,000 est construction phase engineering City's previous offer: 20,000 committed by City 10/4/11 Arrived at $481,559 +$56,118 (design eng)+ $49,280(const observ) =$586,957 $586,957 X 25%= $146,739 match $146,739 X .13 (13%) =$19,076 (City receives 13% of gas tax/Co 87%) 13% is approx of all gas tax rec'd by both agencies, incl the County's Fuel taxes that are not prorated(Note: fyi - 19.3% is the prorated share of those taxes that are shared. Page 2 Lane From: Brian Whitehall <bwhitehall @cityofokeechobee.com> Sent: Wednesday, June 20, 2012 7:42 AM To: Councilman Clayton Williams; Councilman Devin Maxwell; Councilman Dowling Watford; Mayor Kirk Cc: 'Larne__--__-__ Subject: FW: sw 21st st funding From: Brian Whitehall j mailto:bwhitehall@cityofokeechobee.coml Sent: Wednesday, June 20, 2012 7:15 AM To: 'Robbie Chartier' Cc: 'Jim Threewits'; 'Robin Brock' Subject: sw 21st st funding Good morning- Hope all is well. Notwithstanding all the discussion and the confirmation that the project is much needed,the City Council decided to contribute 50%of the County's match to the project not to exceed $95,000. The match and cap are only applicable to the construction costs (not including engineering) and are applicable to all change orders to project completion. In other words,the City will only pay up to$95,000 regardless of cost over runs, if applicable. The Council wanted a precise, not-to-exceed number. Thanks for your help. f„o. f Administrator City of Okeechobee (863) 763-3372 ext: 212 fax: (863) 763-1686 E-Mail: bwhitehall(a�cityofokeechobee.com Website: http://www.cityofokeechobee.com NOTICE: Due to Florida's broad public record laws, this email may be subject to public disclosure. 1