Agenda

Budget/Finance Committee

Approval : 1.

Date: 09/04/2009

State Aid to Libraries Grant FY 09/10

Department:

Community Services

Division:

Library

Information

Subject

Approval to apply for the Florida State Aid to Libraries Grant for FY 09/10 and approval of the Grant Agreement Document. There is no fund match required for this grant and the amount of the award will be determined by the State of Florida at a later date. All funds must be expended in compliance with Chapter 257, Florida Statutes.

Fiscal Impact

Amount Requested: N/A

Budgeted Y/N: N/A

Funding Source:

Amount of grant award to be determined by Legislative action. This will be unanticipated revenue for FY 09/10.

Budget/Finance Committee

Approval : 2.

Date: 09/04/2009

Budget Transfer & Resolution #09-216

Department:

Budget and Administrative Services

Information

Subject

Approval of Budget Transfer Request #09-216 and resolution in the amount of $4,000.00 to allocate receipt of unanticipated revenue received from adoption of sterilized and rabies vaccinated animals from Animal Control. The funds are to be used for sterilization and rabies vaccination of adoptable animals.
Funding Source: 001-001-346403
(K. Zebraski)

Fiscal Impact

Amount Requested: 4000

Budgeted Y/N: NA

Funding Source:

001-001-346403

Budget/Finance Committee

Approval : 3.

Date: 09/04/2009

Budget Transfer Request #09-218

Department:

Budget and Administrative Services

Information

Subject

Approval of Budget Transfer Request #09-218 and resolution in the amount of $1,200,000.00 to allocate receipt of unanticipated revenue received from the donation received from Wal-Mart for the development of Wal-Mart Neighborhood Park.
Funding Source: 001-001-366000
(K. Zebraski)

Fiscal Impact

Amount Requested: 1200000

Budgeted Y/N: NA

Funding Source:

001-001-366000

Budget/Finance Committee

Approval : 4.

Date: 09/04/2009

RFP 08/09-31

Department:

Purchasing

Information

Subject

Respectfully recommend awarding RFP No. 08/09-31 as such: utilizing the Neighborhood Housing and Development Corporation for the resale housing program and Basca, Inc. for the rental housing program. Staff’s evaluations of the submittals are attached hereto for consideration. Proposals are available for review in the Purchasing Department.
Funding Source: Grant

Budget/Finance Committee

Approval : 5.

Date: 09/04/2009

Release of Certain Deed Restrictions/Release of Easement - Bryan Craig Price

Department:

County Attorneys

Information

Subject

Release of Certain Deed Restrictions and Provision and Release of Easement between Bryan Craig Price and Clay County

Budget/Finance Committee

Approval : 6.

Date: 09/04/2009

My Florida County

Department:

Administration

Division:

Purchasing

Information

Subject

Approval of “My Florida County” participation agreement, at no cost to the county, to enable credit card payments to the Board of County Commissioners. A service fee is paid by the card holder to the Florida Association of Court Clerks. The county will no longer be using Certified Payments, Inc. because they will not accept VISA cards.

Background

Previously an agreement with Certified Payments, Inc. was approved by the BCC but they stopped accepting VISA cards.

Fiscal Impact

Amount Requested: -0-

Budgeted Y/N: y

Funding Source:

No cost to the county

Budget/Finance Committee

Approval : 7.

Date: 09/04/2009

Mosquito Control Grant

Department:

Administration

Division:

Purchasing

Information

Subject

Approval of agreement with the State of Florida for Mosquito Control Grant funding in the amount of $36,567.30.

Fiscal Impact

Amount Requested: 0

Budgeted Y/N: y

Funding Source:

Grant Funds from the State of Florida to Clay County

Budget/Finance Committee

Approval : 8.

Date: 09/04/2009

Florida Roads 315B

Department:

Administration

Division:

Purchasing

Information

Subject

Approval of agreement with Florida Roads Contracting, Inc. in the amount of $399,953.56, for intersection improvements and signalization at C.R. 209 at 315B. The Board previously awarded bid #08/09-35 for this project. Funding Source: 305-17-563000

Fiscal Impact

Amount Requested: 399953.

Budgeted Y/N: y

Funding Source:

Funding Source: 305-17-563000

Budget/Finance Committee

Approval : 9.

Date: 09/04/2009

Clay Medical Services

Department:

Administration

Division:

Purchasing

Information

Subject

Approval of lease with Clay Medical Services which provides revenue to the county in the amount of $9,244 per year. This facility is used by Clay Medical for Workplace Drug Testing.

Budget/Finance Committee

Approval : 10.

Date: 09/04/2009

Sungard Public Sector

Department:

Administration

Division:

Purchasing

Information

Subject

Approval of Addendum to Agreement 96/97-106 with SunGard Public Sector, Inc. in the amount of $25,497.00 plus travel reimbursement, for county-wide upgrade of Cognos 8 Report Writer software. Approval is requested for 34% advance payment. Approval is also requested as a sole source for reasons stated. Funding Source: 001-0107-552700 & 001-0107-549300.

Background

This contract was on a previous agenda, but was pulled to renegotiate the terms.

Fiscal Impact

Amount Requested: 25497.00

Budgeted Y/N: y

Funding Source:

001-0107-549300

Budget/Finance Committee

Approval : 11.

Date: 09/04/2009

FY09 Edward Byrne Memorial Justice Assistance Grant (2009-DJ-BX-0708)

Department:

Budget and Administrative Services

Information

Subject

Approval of FY09 Edward Byrne Memorial Justice Assistance Grant (2009-DJ-BX-0708) award in the amount of $75,854.00. This grant does not require matching funds.
(S. Kraus)

Fiscal Impact

Amount Requested: NA

Budgeted Y/N: NA

Funding Source:

NA

Budget/Finance Committee

Approval : 12.

Date: 09/04/2009

FY09 Recovery Act Edward Byrne Memorial Justice Assistance Grant (2009-SB-B9-2592)

Department:

Budget and Administrative Services

Information

Subject

Approval of FY09 Recovery Act Edward Byrne Memorial Justice Assistance Grant (2009-SB-B9-2592) award in the amount of $312,128.00. This grant does not require matching funds.
(S. Kraus)

Fiscal Impact

Amount Requested: NA

Budgeted Y/N: NA

Funding Source:

NA

Budget/Finance Committee

Approval : 13.

Date: 09/04/2009

Clay County School Board Cooperative Gasoline Bid Renewal

Department:

Purchasing

Information

Subject

Authorization for the approval to renew the County’s participation in the Clay County School Board Cooperative Gasoline Bid (Bid No. 06-SCH-93 Gasoline, Diesel, Heating and Emergency Generator Fuel) in cooperation with the Town of Orange Park, and the City of Green Cove Springs. The bid was awarded to Gate Petroleum. The renewal period is for 12 months (November 21, 2009 through November 19, 2010). Funding Source: 101-3706-552032.

Budget/Finance Committee

Approval : 14.

Date: 09/04/2009

OfficeMax Agreement

Department:

Administration

Division:

Purchasing

Information

Subject

Approval of Participating Addendum to the Office Products Agreement between Pasco County Board of County Commissioners and OfficeMax Incorporated. This agreement will allow Clay County to Piggy Back the Pasco County Bid with OfficeMax for the purchase of office supply products.
Funding Source: County Wide Use

Fiscal Impact

Amount Requested: -0-

Budgeted Y/N: y

Funding Source:

County Wide Purchases of Office Products

Budget/Finance Committee

Approval : 15.

Date: 09/04/2009

Second Renewal to 08/09-145

Department:

Administration

Division:

Purchasing

Information

Subject

Approval of Second Renewal to Contract #00/01-145 with Clay Medical Services for required Workplace/DOT Drug Testing services

Funding Source: 001-0103-5348000

Fiscal Impact

Amount Requested: Per Unit

Budgeted Y/N: y

Funding Source:

Funding Source: 001-0104-534800

Budget/Finance Committee

Approval : 16.

Date: 09/04/2009

Bid 08/09-32

Department:

Purchasing

Information

Subject

Respectfully request accepting all proposals received for RFQ No. 08/09-32, Neighborhood Stabilization Program - Contractor Rehabilitation Services, to establish a pool of contractors which will consist of Byrne Access, Inc., Carter Builders, Inc., First Coast Construction, Inc., Hager Construction Company, Libert Homes, Inc., Maxxim Construction, Piaza Construction, LLC, Varnes Contracting and Chad Willhite, Inc. NSP grant guidelines require that the County re-advertise and accept application submittals through out the project term. Qualified contractors will be given the opportunity to bid separately on rehabilitation projects under this program. Submittals are available for review in the Purchasing Department.
Funding Source: Grant

Budget/Finance Committee

Approval : 17.

Date: 09/04/2009

AT&T Dedicated Tech

Department:

Administration

Division:

Purchasing

Information

Subject

Approval of Agreement with AT&T for a Dedicated Technician (year 2), in the amount of $65,888.80, to provide for on site assistance three (3) days a week for maintenance of the telephone system. The Board previously approved an agreement with AT&T for year 2, in the amount of $108,619.44, however the contract was renegotiated to a reduced level of service. This contract replaces Agreement/Contract #08/09-36 (year 2). These services will be effective Oct. 1, 2009, pending approval of FY 09/10 Budget.

Funding Source: 001-0107-546100

Background

Previsously approved contract.

Fiscal Impact

Amount Requested: 65888.80

Budgeted Y/N: y

Funding Source:

001-0107-546100

Budget/Finance Committee

Approval : 18.

Date: 09/04/2009

RFQ 08/09-39

Department:

Purchasing

Information

Subject

Please be advised that staff met on August 31, 2009 at 9:00 a.m. in the Engineering Conference Room for the purpose of examining submittals received for RFQ No. 08/09-39, Design Services for the Green Cove Springs Senior Center. Staff’s evaluations of the submittals are attached hereto for consideration. Should the Board desire presentations, it is requested that a short list of a minimum of the top three firms be recommended for Board approval at the September 22, 2009 BCC meeting. Submittals are available for review in the Purchasing Department.

Budget/Finance Committee

Approval : 19.

Date: 09/04/2009

Clay Behavioral Health Center

Department:

Administration

Division:

Purchasing

Information

Subject

Approval of (2) Agreements with Clay Behavioral Health Center, Inc. for FY 09/10, to provide Adult Drug Court Services in the amount of $195,988;and Dependency Drug Court Services in the amount of $198,780. This is a local requirement with specific dedicated funding through court fines. Continuation of RFP 05/06-62.

Funding Source: 134-1067-531000

Fiscal Impact

Amount Requested: See Memo

Budgeted Y/N: y

Funding Source:

134-1067-531000

Budget/Finance Committee

Approval : 20.

Date: 09/04/2009

Hutchings Properties, Inc.

Department:

Administration

Division:

Purchasing

Information

Subject

Approval of Agreement with Hutchings Properties, Inc. to lease property located at 1403 Idelwild Avenue, Green Cove Springs, to provide space for Clay County Victim Services Center, Inc. The annual amount of rent is $47,244.24 (FY 09/10).
Funding Source: 001-2504-544001

Fiscal Impact

Amount Requested: 47244.24

Budgeted Y/N: y

Funding Source:

001-1908-544001

Budget/Finance Committee

Discussion : 21.

Date: 09/04/2009

Funding Requests

Department:

Administration

Information

Subject

Discussion on funding requests:
(a) $30,000 - Augusta Savage Arts & Community Cener
(b) $10,000 - The Way Free Medical Clinic, Inc.



Budget / Finance Committee Agenda
September 4, 2009; 2:00 p.m.



ITEMS SUBMITTED FOR APPROVAL
	1.	Approval to apply for the Florida State Aid to Libraries Grant for FY 09/10 and approval of the Grant Agreement Document. There is no fund match required for this grant and the amount of the award will be determined by the State of Florida at a later date. All funds must be expended in compliance with Chapter 257, Florida Statutes. (A. Weeks)

	2.	Approval of Budget Transfer Request #09-216 and resolution in the amount of $4,000.00 to allocate receipt of unanticipated revenue received from adoption of sterilized and rabies vaccinated animals from Animal Control. The funds are to be used for sterilization and rabies vaccination of adoptable animals. Funding Source: 001-001-346403 (K. Zebraski)

	3.	Approval of Budget Transfer Request #09-218 and resolution in the amount of $1,200,000.00 to allocate receipt of unanticipated revenue received from the donation received from Wal-Mart for the development of Wal-Mart Neighborhood Park. Funding Source: 001-001-366000 (K. Zebraski)

	4.	Approval to award RFP No. 08/09-31 as such: utilizing the Neighborhood Housing and Development Corporation for the resale housing program and Basca, Inc. for the rental housing program. Staff’s evaluations of the submittals are attached hereto for consideration. Proposals are available for review in the Purchasing Department. Funding Source: Grant Funds (D. Fish)

	5.	Approval of the release of Certain Deed Restrictions and Provision and Release of Easement between Bryan Craig Price and Clay County. (R. Lavie)

	6.	Approval of “My Florida County” participation agreement, at no cost to the County, to enable credit card payments to the Board of County Commissioners. A service fee is paid by the card holder to the Florida Association of Court Clerks. The county will no longer be using Certified Payments, Inc. because they will not accept VISA cards. (B. Johns)

	7.	Approval of agreement with the State of Florida for Mosquito Control Grant funding in the amount of $36,567.30. (B. Johns)

	8.	Approval of agreement with Florida Roads Contracting, Inc. in the amount of $399,953.56, for intersection improvements and signalization at C.R. 209 at C.R. 315B. The Board previously awarded Bid #08/09-35 for this project. Funding Source: 305-17-563000 (B. Johns)

	9.	Approval of lease with Clay Medical Services which provides revenue to the County in the amount of $9,244.00 per year. This facility is used by Clay Medical for Workplace Drug Testing. (B. Johns)

	10.	Approval of Addendum to Agreement #96/97-106 with SunGard Public Sector, Inc. in the amount of $25,497.00 plus travel reimbursement, for County-wide upgrade of Cognos 8 Report Writer software. Approval is requested for 34% advance payment. Approval is also requested as a sole source for reasons stated. Funding Source: 001-0107-552700 & 001-0107-549300 (B. Johns)

	11.	Approval of FY09 Edward Byrne Memorial Justice Assistance Grant (2009-DJ-BX-0708) award in the amount of $75,854.00. This grant does not require matching funds. (S. Kraus)

	12.	Approval of FY09 Recovery Act Edward Byrne Memorial Justice Assistance Grant (2009-SB-B9-2592) award in the amount of $312,128.00. This grant does not require matching funds. (S. Kraus)

	13.	Approval to renew the County’s participation in the Clay County School Board Cooperative Gasoline Bid (Bid No. 06-SCH-93 Gasoline, Diesel, Heating and Emergency Generator Fuel) in cooperation with the Town of Orange Park and the City of Green Cove Springs. The bid was awarded to Gate Petroleum. The renewal period is for 12 months (November 21, 2009 through November 19, 2010). Funding Source: 101-3706-552032 (K. Thomas)

	14.	Approval of Participating Addendum to the Office Products Agreement between Pasco County Board of County Commissioners and OfficeMax Incorporated. This agreement will allow Clay County to Piggy Back the Pasco County Bid with OfficeMax for the purchase of office supply products. Funding Source: Various (B. Johns)

	15.	Approval of Second Renewal to Contract #00/01-145 with Clay Medical Services for required Workplace/DOT Drug Testing services. Funding Source: 001-0103-5348000 (B. Johns)

	16.	Approval to accept all proposals received for RFQ No. 08/09-32, Neighborhood Stabilization Program - Contractor Rehabilitation Services, to establish a pool of contractors which will consist of Byrne Access, Inc., Carter Builders, Inc., First Coast Construction, Inc., Hager Construction Company, Libert Homes, Inc., Maxxim Construction, Piaza Construction, LLC, Varnes Contracting and Chad Willhite, Inc. NSP Grant guidelines require that the County re-advertise and accept application submittals throughout the project term. Qualified contractors will be given the opportunity to bid separately on rehabilitation projects under this program. Submittals are available for review in the Purchasing Department. Funding Source: Grant Funds (D. Fish)

	17.	Approval of Agreement with AT&T for a Dedicated Technician (Year 2), in the amount of $65,888.80, to provide for on-site assistance three (3) days a week for maintenance of the telephone system. The Board previously approved an agreement with AT&T for Year 2, in the amount of $108,619.44, however the contract was renegotiated to a reduced level of service. This contract replaces Agreement/Contract #08/09-36 (Year 2). These services will be effective Oct. 1, 2009, pending approval of FY 09/10 Budget. Funding Source: 001-0107-546100 (B. Johns)

	18.	Approval of staff’s evaluations of the submittals for RFQ No. 08/09-39, Design Services for the Green Cove Springs Senior Center, as attached hereto for consideration. Should the Board desire presentations, it is requested that a short list of a minimum of the top three firms be recommended for Board approval at the September 22, 2009 BCC meeting. Submittals are available for review in the Purchasing Department. (D. Fish)

	19.	Approval of two (2) agreements with Clay Behavioral Health Center, Inc. for FY 09/10, to provide Adult Drug Court Services in the amount of $195,988.00; and Dependency Drug Court Services in the amount of $198,780.00. There is a local requirement with specific dedicated funding through court fines. These agreements are a continuation of RFP #05/06-62. Funding Source: 134-1067-531000 (B. Johns)

	20.	Approval of Agreement with Hutchings Properties, Inc. to lease property located at 1403 Idelwild Avenue, Green Cove Springs, to provide space for Clay County Victim Services Center, Inc. The annual amount of rent is $47,244.24 (FY 09/10). Funding Source: 001-1908-544001 (B. Johns)

ITEMS SUBMITTED FOR DISCUSSION
	21.	Discussion on funding requests: (a) $30,000.00 - Augusta Savage Arts & Community Center (b) $10,000.00 - The Way Free Medical Clinic, Inc. (F. Behring)