May 17, 2022 Finance and Audit Meeting Agenda

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AUDIT COMMITTEE MEETING. IS NOW 1300 ON THE NOSE. ANYWAY, WE WILL OPEN UP FOR PUBLIC COMMENT. ANYONE IN THE PUBLIC THAT WOULD LIKE TO ADDRESS THE COMMITTEE. PLEASE COME TO THE

[1.  Award of Bid No. 21/22-36, Right-Of-Way Mowing (North) (RE-BID) and Accompanying Agreement (T.Gardner)]

UNDER THIS AGREEMENT. >> WE WOULD LIKE TO GET THEM STARTED WHEN?

>> JANUARY 1. JUNE 1, I'M SORRY. I'M GOOD TO MAKE TERESA GET NERVOUS BACK THERE.

>> I WAS GONNA SAY GOOD MS. CREDIT OF THE SEASON. >> I'M RUSHING A BIT OF THIS YEAR. THEY WILL OPERATE UNDER THIS BID I JUNE 1 AT THESE RATES.

>> WE WILL TAKE WANTED TO BECAUSE THEY ARE BOTH THE SAME.

>> ARE THESE RATES IN LINE? >> YES. >> WE ARE THANKFUL FOR THE BID?

>> YES. AGING IS A NEEDED ONE CYCLE THAT WE WILL BE CHARGE FOR THAT. YOU WILL SEE IT'S

BROKEN UP INTO COUPLE CATEGORIES. >> SO APRIL, MAY. THIS IS BECOMING AN ISSUE WITH CONTRACT INTEREST IN THE REAL WORK THAT HAS TO BE DONE AT THE COUNTY.

MIGHT WANT TO TAKE A LOOK AT BRINGING THIS INTERNAL JUST DOING INTERNAL. MULTI-ORANGE PARK ISSUED AN RFP FOR UNDERGROUND TYPE SEWER /WATER. I GOT ZERO BIDS ON A 700,000 ON CONTRACT. IF YOU READ THE NEWS, LABOR IS A VERY SHORT SUPPLY. ANYWAY, IT'S A NATIONAL PROBLEM, LOCAL PROBLEM, REGIONAL PROBLEM. IT'S AMAZING. WE SENT OUT HOW

MANY PACKAGES? 35 AND THIS IS A REBID. ANYWAY. >> WE GOT 3 QUOTES ON WHAT WERE DOING RIGHT NOW. WE CONTACTED THOSE COMPANIES HOPING THEY WOULD SUPPORT A FORMAL BID.

>> SO FAR OUT OF NUMBER ONE INTO REBID THE RIGHT AWAY MOWING FOR APPROVAL OF THE

CONTRACT AND THE WHAT? >> AGREEMENT. >> WANTED TO ON THE CONSENT

[3.  Rejection of bid submittals for Bid No. 20/21-45, CR 220 At Town Center Blvd. Intersection Improvement Project (K. Smith)]

AGENDA. >> ADDED A RETREAT REJECTED A BID SUBMITTAL FOR INTERSECTION

IMPROVEMENT ?. >> TOWN CENTER BOULEVARD. THIS IS FDO T PROJECT. WE RECEIVED BIDS THEY WERE EXTREMELY HIGH. WE HAD CONVERSATIONS WITH FDO T. I THINK PART OF THE PROBLEM IS TIMING TO GET SECURE MATERIALS. IN A REBID AND GIVE THEM SOME ADDITIONAL TIME AND HOPE FOR SOME BETTER RESULTS. WE'VE WORKED WITH ENGINEERING. WE HAVE THE BID PRETTY MUCH DRAFTED. F DOT HAS TO PROVE IT AND IT WOULD BE BACK OUT ON THE STREET HOPEFULLY NEXT WEEK.

>> HOW SEVERE IS THIS WERE NOT GETTING IT DONE THAT QUICKLY. >> WE GAVE THEM HUNDRED 20 DAYS TO SECURE MATERIAL AND ANOTHER HUNDRED 20 DAYS TO CONSTRUCT THE PROJECT. SO, I THINK EVERYONE IS SCARED TO COMMIT TO A CERTAIN TIMELINE AS FAR AS SECURING MATERIALS. BASED ON A CONVERSATION WITH FDO T. WE DID REACH OUT TO SOME OF THE CONTRACTORS TO SEE WHY THEY DIDN'T BID ON IT. TIMING WAS A CONCERN. SO HOPEFULLY ALLOWING ADDITIONAL TIME FOR CONSTRUCTION MATERIAL PURCHASES WILL BRING THE BIDS DOWN A BIT AND GET SOME BETTER BIDS IN.

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>> THAT WAS GOOD BE MY COMMENT. I'M TRYING TO BRING IT UP, SAW COMING UP. 45 DAYS TO COMPLETE IT OR 60 DAYS TO COMPLETE THE PROJECT. IS THAT IMPEDIMENT TO CONTRACTOR BIDS AND ALSO

PEDIMENT TO THE HIGH COST? >> CORRECT. >> HERE WE PUT A STRINGENT REQUIREMENT. WE WANTED DONE WE WANTED DONE YESTERDAY. SO THEY BID IT AT A VERY HIGH PRICE NOW WERE NOT GOING TO GET IT DONE YESTERDAY ANYWAYS. I DON'T KNOW WHETHER COME UP WITH THE DRIVING FACTOR IS. IT SEEMED LIKE A VERY SHORT STROKE IN CONSTRUCTION REQUIREMENT FOR

THESE PROJECTS. FOR THAT PROJECT. >> YES ALL THAT RICHARD TOUCH

ON THAT. >> MR. CHAPMAN IF I MAY. IT'S ALWAYS TO THE BALANCE OF THE TIME TO COMPLETE THE HIGH-TRAFFIC INTERSECTION. AS YOU EXTENDED EVERY DAY THAT IMPACTS THE COMMUNITY ALONG THERE. RICHARD CAN GIVE US THE SPECIFICS AND IT IS A CRUCIAL

THING TO GET DONE. >> GO AHEAD, RICHARD SMITH CLAY COUNTY. THE ORIGINAL IS 45 DAYS TO COMPLETE IT. ONE REASON IT BEING THAT SHORTNESS OF DEPARTMENT TRANSPORTATION FLORIDA DOT IS PAYING FOR THE CONSTRUCTION AND CONSTRUCTION ENGINEERING AND INSPECTION.

THEY WILL SHORTEN HAVE AS MUCH AS POSSIBLE BECAUSE IT'S CHEAPER TO HAVE AN ENGINEERING FIRM OUT THERE FOR 45 DAYS THEN 120. IT ISN'T PRACTICAL NOW. ONE OF THE THINGS WE HAVE TO DO IS REPLACE A TRAFFIC SIGNAL BOX. THOSE ARE TAKING 6 MONTHS TO GET ALONE. WHEN WE GOT TO BIDS. ONE WAS FROM JD HANSEN WHO ORIGINALLY, THEY HAVE SOME OF THOSE IN STOCK. THAT'S WHY WE THINK THEY BID ON IT. THERE WERE COMPETITIVE BUT THEY DID BID ON IT. THE OTHER ONE, THE BIT BID, NEITHER BID WAS OKAY. I THINK THIS WILL GIVE HIM TIME. WE HOPE YOU WILL GIVE THEM TIME TO GET THE MATERIALS ABOUT HUNDRED 20 DAYS TO BUILD AND AS COUNTY MANAGER SAID.

YOU'VE GOT A LOT OF MAINTENANCE OF TRAFFIC IN THE AREA. WERE OKAY BECAUSE IT WILL FOLD IN VERY NICELY WITH OUR RRR PROJECT WHICH GOES FROM SWIMMING PEN CREEK TO A 17.

THIS IS IN THE MIDDLE OF IT BUT, IT WILL BE OKAY. IT'S NOT LIKE WERE TO DO ONE THEN THE OTHER. IT'LL BE DONE ALL AT THE SAME TIME KNOWN. WHERE'S REVIOUSLY IT WOULD PROBABLY GOTTEN DONE BEFORE. WE SHOULD BE OKAY. JUST HOPE MORE PEOPLE BID ON THEM.

>> SO BACK UP. WORKING TO REJECT THE BIDS? >> YES, SIR.

>> AND GIVE 120 DAYS? P>> HUNDRED 20 TO SECURE MATERIALS AND SUPPLIES AND THEN FROM THERE IF THEY START CONSTRUCTION OF 120 DAYS TO COMPLETE CONSTRUCTION. CRACK

SO WE GOT ABOUT 4 MONTHS. SO THINK ABOUT IT. OKAY. >> RECOMMEND CONSENT. FIRST

[4.  First Renewal to RFP No. 18/19-2, Various Equipment and Amenities for Parks and Playgrounds (K.Smith/J.Pierce)]

>> GUESS THIS S OUR ANNUAL PARKS EQUIPMENT SUPPLY AMENITY BID. WE BID THIS IN 18/19.

THIS WAS AWARDED TO VARIOUS VENDORS THAT PROVIDE PLAYGROUND EQUIPMENT WHETHER IT'S REPAIR PARTS, THE WHOLE PLAYGROUND SYSTEM. AT THE LAST MEETING WE SEEN WHERE WE AWARDED ISSUED CONTRACTS FOR THE BALL KNITTING, THE DAY FOR THE BASEBALL FIELDS. MOSCOW LIGHTING FOR LETTING THE FOOTBALL FIELD. MULTIPLY PURPOSE FIELD. USES BID FOR VARIOUS THINGS. VERY POPULAR BID. THE MODEL COUNTIES PIGGYBACK THIS BID. THIS IS A ONE-YEAR RENEWAL WHICH IS ALLOW PER POLICY. THE BIDDERS ACKNOWLEDGED THEY LIKE TO RENEW. SOME ADDED MANUFACTURERS WHICH WAS ALLOWED UNDER THE BED. AGAIN, HIGHLY

VALUABLE BIDS. AS FOR APPROVAL TO RENEW IT FOR ONE YEAR. >> I JUST HAVE A QUESTION. 63

DISTRIBUTORS. SEEMS LIKE A LOT. >> BACK IN 18/19 WE HAD GOOD

RESPONSES TO OUR BIDS. >> RIGHT, IT LOOKS LIKE WE GOT DECENT DISCOUNTS ALL ABOUT.

THERE IS PROS AND CONS TO IT. 63, IS THAT NORMAL? >> FOR THIS TYPE OF BID, YES,

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>> OKAY, CONSENT. OKAY, PUT IT ON CONSENT. THANK YOU. MOU WITH GTA.

[5.  Memorandum of Understanding with Jacksonville Transportation Authority Re: Transit Study (T.Nagle)]

>> ? ASSISTANT COUNTY MANAGER. THIS IS HER MOU WITH GTA TO CONDUCT A MOBILITY STUDY FOR CLAY COUNTY. WE'VE DECIDED TO PARTNER WITH GTA. EACH OF US WILL PAY HALF OF THE COST FOR THE STUDY TO BE DONE. TO STUDY TRANSPORTATION AND MAKE RECOMMENDATIONS FOR MASS

TRANSIT ACROSS THE COUNTY. >> OF A FEW QUESTIONS. THEY LISTED SOME OF THE ITEMS ARE GOING TO LOOK AT. I HAVE SOME RECOMMENDATIONS. RECOMMENDATION IS WE LOOK AT GEOGRAPHIC DEVELOPMENT WITHIN THE COUNTY. THEY LOOK AT ECONOMIC. I'M SAYING WE HAVE CONCENTRATIONS OF RESIDENCE BETTER IN THE FUTURE WORK ON A CONCENTRATES OF NEW RESIDENTS.

HI OCCUPANCY CLUSTERS. AFFORDABLE LIVING COMPLEXES. VILLAGE CENTERS AND LAMP. THEY OUT TO LOOK AT I PUT IAG. INSTITUTE OF HIGHER EDUCATION. I THINK REALLY HAVE ONE COLLEGE WAS ST. JOHNS RIVER. ANYWAY, RECOMMENDED LOOK AT THAT IN CLAY COUNTY AS WELL. DOES THAT FACTOR IN TO PUBLIC TRANSPORTATION? THE MATRIX WERE GONNA COME UP WITH 5 TO 10

TO 20 YEARS OF FOR NOW. >> A LOT OF THAT IS IN THE STATEMENT OF WORK. THIS IS MOU

AND THAT WHOLE STATEMENT OF WORK THAT GOES WITHOUT. >> I'M SAYING UPFRONT I'D RECOMMEND WE PUSH THOSE TYPE ITEMS BECAUSE THAT'S WHERE YOUR CONCENTRATION OF PEOPLE,

TRANSPORTATION NEEDS ARE. >> YOUR SHIRT WILL MAKE SURE THAT'S THE STATEMENT OF WORK.

>> RECOMMEND CONSENT. >> THINK USER, THINKING MOUND. >> YOU ARE NOT MAKING QUICK

[6.  Budget Resolutions for Grant Awards (M. Mosley)]

ONE FOR THE AMERICAN LIBRARY ASSOCIATION, NATIONAL ENDOWMEN FOR THE HUMANITIES THAT WILL SUPPORT HUMANITIES PROGRAMMING LIBRARY THAT'S FOR $10,000. THE SECOND ONE IS FROM THE FLORIDA DEPARTMENT OF TRANSPORTATION. THERE LAMP PROGRAM WHICH IS $35,000 FOR DESIGN OF SAFETY IMPROVEMENTS ON COUNTY ROAD 220 W. OF LAKESHORE DRIVE TO EAST OF OLD HARD ROAD. THIS IS A MATTER OF TRACKING GRANTS AND TRACKING MONIES THAT NEED TO BE EXPENDED IN FIXED SCHOOL YEARS. . SURE WE HAVE A LOT OF REQUIREMENTSS IN THE COUNTY TO GET PRODUCTION TO DOCUMENT PRODUCTION TO REPORT PRODUCTION. IT'S A MONUMENTAL TASK. I THINK REGGIE AND I TALKED THIS MORNING. I DON'T LIKE TO HAND BACK MONEY FOR GRANTS THAT WE'VE GONE. SO FOR PERFORMANCE, REPORTING IS ALL VERY IMPORTANT. WE WANT TO MAKE SURE THAT'S ALL DONE. I WOULD RECOMMEND CONSENT. WITH CAUTION WE WANT TO TALK ALL OF OUR EYES ACROSS ALL OF OUR TEAS. MAKE SURE WE TAKE ADVANTAGE OF EVERY DOLLAR THAT

[7.  TDC Event Grant Requests (K. Morgan)]

COMES INTO OUR CAUCUS. >> BY GETTING DOTTED AND CROSSED NOW. ALL RIGHT,

THANKS. >> TDC, KIMBERLY. >> GOOD AFTERNOON KIMBERLY MORGAN DIRECTOR OF TOURISM. THE TDC UNANIMOUSLY RECOMMENDS THE FOLLOWING REIMBURSABLE GRANTS. FOR THE BOARD OF COUNTY COMMISSIONERS TO CONSIDER. MAY 28, 29TH GIRLS

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>> WEARS LACROSSE GOING TO BE? >> THE LACROSSE TOURNAMENTS ARE GOING TO BE PLAYED AT PLANTATION PARK AND THUNDERBOLT PARK. BOTH TOURNAMENTS WILL BE THERE. IT IS THE FIRST TIME THAT THIS ENTITY HAS BROUGHT LACROSSE TOURNAMENTS TO CLAY COUNTY.

>> THERE GONNA GO TO THE BIG PARK NEXT TIME? >> BEEN VERY EAGER TO BOOK

SEVERAL MORE IN THE FUTURE. >> GREAT. THAT'S GOOD FOR ME. >> THIS QUESTION IS MORE SO FOR TROY THAN YOU. I COULDN'T OPEN THE BELLY NOTTE AND I COULDN'T OPEN THE ROCK THE BOX.

>> MIND KEEP SEARCHING TOO. >> THEY WERE ADOBE FILES AND YET I HAVE A PDF FILE RIGHT BESIDE IT. I DON'T KNOW WHAT THE DIFFERENCES. WANTED ME TO DOWNLOAD ADOBE AGAIN.

>> DOES THAT TO ME A LOT. >> I DON'T KNOW WHAT'S DIFFERENT WITH THESE 2. I HAVE

THEM PRINTED SO I'VE READ THEM. >> CHAIRMAN? JUST AS A NOTE BECAUSE I FOLLOW ALONG ONLINE. I WAS ABLE TO OPEN THEM SO IT IS PROBABLY EITHER THE LICENSE OR SOMETHING FOR BOTH OF YOUR COMPUTERS FOR THE PDF. WE WILL MAKE SURE IT TAKES A LOOK AT

IT. ONLINE PUBLIC AND OPEN IT AND YOU CAN SEE IT. >> OTHER PDF FILES ARE FINE. I FIGURED OUT PECK'S MIND IS A FOR CERTAIN ONES PRETTY OFTEN. IT MUST BE THE LAPTOP.

>> I DON'T SEE ANY PROBLEMS OR QUESTIONS. >> NOPE. SOUNDS GREAT.

>> RECOMMEND CONSENT. >> THANK YOU. >> NUMBER 8 IS BUDGET

[8.  FY21/22 Budget Adjustments Within Non Capital Improvement Element (R.Kantor)]

ADJUSTMENTS. REGGIE. >> HI REGGIE BUDGET MANAGER. THIS ITEM ALLIANCE BUDGETS FOR 2 SIDEWALK PROJECTS. THEY BOTH CAME INN, THE BIDS CAME IN OVER THE END D DISSIPATED BUDGET THAT WAS FORMULATED LAST FALL. LL. THE 2 PROJECTS WILL BE THE KINGSLEY LAKE SIDEWALK PROJECT ND WE WILL BE INCREASING AT $61,000 AND ON TOWN CENTER BOULEVARD BETWEEN THUNDERBOLT ELEMENTARY AND CALMING WATERS DRIVE. THE COST INCREASE ABOUT $20,000 BASED ON THOSE BIDS.

WHAT WERE GOING TO BE DOING IS IS ANOTHER SIDEWALK PROJECT WE THOUGHT WE'D BE ABLE TO GET TO THIS FISCAL YEAR. LOOKS LIKE WE WILL BE ABLE TO GET TO IT UNTIL ABOUT JANUARY OR SO OF NEXT YEAR. WERE GONNA TAKE THE FUNDS THAT WE HAVE BUDGETED THEIR AND WE CAN GET THE BUDGET UP TO WHERE IT NEEDS TO BE FOR THE OTHER 2 THAT WE WILL FULLY FUND THAT PROJECT WE ARE TAKING

FROM NOW. TO LET IT OCCUR NEXT YEAR. >> BECAUSE WE WORK TO BE ABLE TO GET TO THE SIDEWALKS ANYWAYS THIS YEAR FROM WHAT YOU SAID, CORRECT?

>> RIGHT, I WAS WITH THE ENGINEERING GROUP AND THEY SAID WERE JUST NOT GOOD BE ABLE TO

GET TO IT. LET'S USE THE FUNDS OR NOT? THE RESERVES. >> RIGHT. NO QUESTIONS ON MY

PART. >> I DON'T HAVE ANY QUESTIONS EITHER. I RECOMMEND CONSENT.

OKAY, PUT IT ON THE CONSENT AGENDA. SO WITHOUT, COUNTY MANAGER.

>> CHAIRMAN, PENDING QUESTIONS NOTHING FOR THE BOARD. >> OKAY, THANK YOU. WITHOUT ANY FURTHER

* This transcript was compiled from uncorrected Closed Captioning.