Nov 03, 2020 Finance and Audit Meeting Agenda

[00:00:03]

MR. RALLINS IS RUNNING A LITTLE LATE BUT HE WELCOMES TO US GET STARTED. WELCOME TO THE FINANCE AND AUDIT COMMITTEE MEETING NOVEMBER 3RD, 2020, AND IT'S A COUPLE OF MINUTES AFTER 3:00.

WE'LL OPEN WITH PUBLIC COMMENTS DO.

WE HAVE ANYONE HERE THAT WISHES TO ADDRESS THIS COMMITTEE? ALL RIGHT SEEING THERE'S NO ONE WE WILL GO ONTO ITEM NUMBER ONE 1 WHICH IS THE

[1.  CCSO Annual Certification Report of Seized Assets]

SEIZED ASSETS. >> THIS IS OUR ANNUAL CERTIFICATION FOR OUR EQUITABLE SHARING WHICH WE RECEIVED FROM BEING ON THE FEDERAL TASK FORCE.

THERE'S JUSTICE FUNDS AND TREASURY FUNDS.

WE STARTED OUT BECAUSE WITH $8,638.12 WE RECEIVED $110,426.42. WE RECEIVED $ITY 1.26 IN INTEREST AND WE SPENT $46.23 IN BANK FEES.

SO THE TOTAL IN THE EQUITABLE SHARING IS $119,219.57. AND THE PROCESS CHANGED THIS FISCAL YEAR WE NOW DRAW THE FUNDS FROM THE BOARD PREVIOUSLY THEY WERE HELD BY THE SHERIFF'S OFFICE THAT

HAS RECENTLY CHANGED. >> OKAY.

WE'LL JUST PUT THIS ON THE CONSENT AGENDA.

THANK YOU. IT'S SOMETHING WE DO

[2.  Resolution to Provide for a True-Up of Funds]

DID YOU HAVE ANYONE THAT WAS GOING TO HANDLE THIS.

>> HE'S BEEN WORKING ON IT. I WOULD LIKE JUST TO SUBMIT IT AS A DRAFT. WIE WORKING WITH CLERK'S OFFICE THERE'S A LOT OF MOVING PARTS WITH THE CARES ACT AND THE OTHERS. WE'LL HAVE THAT AND BRING IT

TO THE BOARD. >> THIS IS A SIZABLE CHANGE, NO PROBLEM. WE'LL JUST PUT THAT ON THE

[3.  Sports Events Grants]

>> GOOD AFTERNOON, COMMISSIONER.

THE T.D.C. MADE A RECOMMENDATION TO THE BOARD TO OFFER SPORTS EVENTS GRANTS.

WE'VE NEVER REALLY DONE THIS BEFORE.

SO THERE'S FOUR DIFFERENT EVENTS WITH FOUR DIFFERENT AMOUNTS THAT WE PRESENTED TO YOU IN THE T.D.C. IS RECOMMENDING. THERE'S A POP WARNER FOOTBALL CLAY COUNTY FOOTBALL CLASSIC THAT IS IN THE AMOUNT OF $2,500. THE GOBBLER GRAPPLER WHICH IS A WRESTLING TOURNAMENT IN THE AMOUNT OF $5,000.

AND AMERICAN CORN HOLE REGIONAL CHAMPIONSHIP IN THE AMOUNT OF $25,000, AND THE STATE CYCLE CROSS IN THE AMOUNT OF $2,500 FOR A TOTAL OF $15,000.

>> ALL RIGHT. THESE ARE ALL WITHIN THE NEXT MONTH WITH THE EXCEPTION OF NUMBER 4 WHICH

WILL BE IN JANUARY. >> YES.

THEY'RE IMMINENT. VERY GOOD.

AND YOUR COMMITTEE APPROVED THEM?

>> YES. >> ALL RIGHT SO WE WILL JUST PUT THIS ON THE CONSENT AGENDA FOR THE COMMISSION.

>> GREAT, THANK YOU. >>> RIGHT NUMBER 4.

[4.  Seventh Renewal and Modification to Agreement #2000/2001-164 with Scibal Associates, Inc. d/b/a Qual-Lynx regarding Workers Compensation Claims Administration Services]

>> WE ARE REQUESTING A SEVENTH RENEWAL OF A LONG-STANDING CONTRACT. WE VARY HAD A RELATIONSHIP WITH THIS COMPANY FOR ALMOST 20 YEARS AND IN THE LAST YEAR THEY WERE ACQUIRED BY A LARGER COMET THAT.

AND WITH THAT BROUGHT SOME SIGNIFICANT CHANGES TO THE PRICING MODULE THAT WE'VE ENJOYED FOR A LONG TIME.

WE ARE WORKING TO CORRECT AN ADMINISTRATIVE ERROR FOR THE LAST YEAR. AND THE FEES FROM THE LAST YEAR WILL BE SIGNIFICANTLY LOWER THAN ANYTHING GOING FORWARD. AND GOAL IS FOR EARLY NEXT YEAR TO LOOK TO SEE WHAT OUR OPTIONS ARE FOR FURTHER RENEWALS WITH THEM OR WITH OTHER VENDORS.

>> -- >> OKAY, I WOULDN'T THINK THAT THEY WOULD BE SOLE SOURCE.

WE'LL PUT IT ON THE CONSENT AGENDA WITH THAT IN MIND.

>> THANK YOU. >> ITEM NUMBER 5 FLORIDA

[5.  Florida Division of Emergency Management Grant Agreement-H0520 Tanglewood Drainage Improvements Phase 1 - Homestead Rd Project]

>> FAVORITE SUBJECT. >> THIS IS A NEW GRANT WE'VE GOT FROM THE FIVE THAT WE'VE BEEN EXTENDING THOSE THIS IS RIGHT OFF JENNINGS SO WE ARE APPLYING TO GET IT AND HOPE 30 WE GET THIS ONE DONE AND NOT HAVE TO EXTEND THIS ONE.

>> VERY GOOD. VERY GOOD.

WE'LL PUT THAT ON THE CONSENT AGENDA.

THAT ONE TWRUST HAS A $7,978 COUNTY MATCH.

[6.  Reinstatement and Extension Modification to Agreement #2019/2020-39 (Ridaught Landing Drainage Project H0204 4337-123-R) with the Florida Division of Emergency Management]

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NEXT ONE NUMBER 6. >> IT'S FOR EXTENSION.

REINSTATEMENT AND EXTENSION. THIS IS THE ONE THAT YOU KNOW HAS FLOODED FIVE OR SIX TIMES.

WE HAVE A FAIRLY REASONABLE SOLUTION ON THAT.

WE'RE STILL NEGOTIATING WITH THE ENGINEERING NECESSARILY WE SELECTED ABOUT A MONTH AGO.

SO THE DESIGN SHOULD START SHORTLY.

>> OKAY. WE'LL PUT THAT ON THE CONSENT AGENDA AS WELL. ALL RIGHT.

[7.  Resolution Designating the County Manager as Authorized Agent with Signature Authority, Re: Certain Federally Funded Subaward and Grant Agreements]

>> THAT'S MINE ALSO. WHAT THAT DOES IS THAT'S GOING TO GIVE HOWARD THE PERMISSION TO SIGN A LOT OF THE SMALL AMENDMENTS ASK THINGS LIKE THAT.

BECAUSE RIGHT NOW EVERYTHING THAT CHANGES HAS TO COME INTO CHAIRMAN OF THE BOARD HAS TO SIGN.

SO THIS ALLOWS TO US SORT OF MANAGE IT DAY TO DAY WITHOUT HAVING TO BRING BASICALLY EVERY PIECE OF PAPER TO THE

BOARD. >> VERY GOOD.

STREAMLINE IT A LITTLE BIT. >> YES, MA'AM.

>> ALL RIGHT, WE'LL PUT THAT ON THE CONSENT AGENDA AS

WELL. >> THANK YOU, MR. SMITH.

WELCOME MR. ROLLINS. WE'RE ON ITEM NUMBER 8.

[8.  RFP No. 20/21-5, P3 (Public-Private Partnership) for Design, Construction, & Management of a Gun Range - Bid Recommendation]

COMMENTS? >> SURE.

>> GOOD AFTERNOON. YES, WE HAD A VERY QUALIFIED TEAM OF STAFF EVALUATE AND REVIEW THIS PROPOSAL.

OUR FIRE CHIEF IS ON THE COMMITTEE, THE CHIEF OF SPECIAL OPERATIONS WITH THE SHARP'S OFFICE AND OUR FACILITY'S MANAGER. WE REVIEWED THE PROPOSAL THAT WAS QUITE A FEW CRITERIA CATEGORIES, PROFESSIONAL QUALIFICATIONS, FINANCIAL VIABILITY AND PLAN THEIR PROJECT APPROACH, PROJECT COST AND PROJECT REVENUE AND THEN SIMILAR RELATED EXPERIENCE WERE THE AREAS OF BEING REVIEWED AND QUALIFIED.

AND, THE PROPOSAL CAME AFTER MEETING THE PROPOSAL SCORE CAME BACK AT 32 POINTS WHICH WE CONSIDER VERY LOW.

WE DID ASK THE VENDSOR TO COME IN AND JUST MAYBE CLARIFY SOME QUESTIONS THAT WE HAD.

IT WASN'T AN OPPORTUNITY TO CHANGE THE PROPOSAL BUT JUST CLARIFY. THEY CAME IN TUESDAY, OCTOBER 27TH, MET WITH THE TEAM.

AND AFTER MEETING WITH THEM, THE EVALUATION TEAM DIDN'T HAVE ANY OTHER RECOMMENDATIONS OR DIDN'T PLAN TO CHANGE THEIR SCORING.

>> OKAY. >> SO AT THIS POINT, WE WOULD LIKE TO RECOMMEND REJECTING THIS BID.

>> UH-HUH. >> MAYBE FULL DISCUSSION AT

THE BOARD MEETING. >> LET'S DO THAT.

LET'S PUT IT ON THE REGULAR AGENDA.

>> I THINK, I WOULD DEFINITELY COME READY TO DISCUSS THAT BECAUSE WHAT ARE WE COMPARING IT TO? THERE IS NO OTHER PROPOSAL? SO I DON'T UNDERSTAND HOW WE'RE SAYING THIS ISN'T A PROPOSAL.

IT'S THIS VERSUS NOTHING RIGHT NOW AND THE GUN RANGE HAS BEEN FOR TWO YEARS WE'VE HAD THE PROPERTY AND HAVEN'T DONE MUCH WITH IT. SO WE'RE COMPARING THIS TO NOTHING RIGHT NOW, WHICH THAT'S FRUSTRATING ME.

I GET IT'S LIKE WE'RE COMPARING IT TO A VACUUM.

SO I DEFINITELY THINK WE SHOULD MOVE FORWARD WITH IT JUST BECAUSE GOVERNMENT JUST TAKES FOREVER TO DO EVERYTHING. I MEAN, IT'S ONE OF THOSE THINGS WHERE ARE WE GOING TO THREE YEARS FROM NOW WE'RE WAITING FOR THE PERFECT SOLUTION AND, YEAH, SO I'M VERY DISAPPOINTED THAT THIS IS THE APPROACH THAT STAFF HAS TAKEN TO SCORE IT BECAUSE THEY DON'T QUITE THINK EVERYTHING IS PERFECT. WELL, LET'S WORK TO MAKE IT PERFECT AND MOVE IN THAT DIRECTION.

BUT LET'S NOT JUST REJECT IT.

BECAUSE THERE'S LITERALLY NO OTHER PROPOSALS ON THE TABLE SO WE'RE NOT COMPARING IT TO SOME OTHER PROPOSAL.

>> WE HAD SOME OTHER INTERESTED PARTIES BUT LIKE YOU SAID WE DID ONLY RECEIVE THE ONE PROPOSAL.

DEFINITELY HAVE THE OPTION FOR FULL PRESENTATION AGAIN

IF YOU WOULD LIKE. >> MADAM CHAIR, THAT'S WHAT I WOULD SUGGEST. WOULD COMMISSIONER RAULINS IS ALLUDING TOO WHEN YOU ARE UP AGAINST NO ONE ELSE HOW DO YOU COMPARE IT. THERE WAS OBVIOUSLY, WITHIN THE R.F.P. METRICS TO MEET AS HOW THEY GRADED IT.

BUT I WOULD IF IT'S OKAY, WOULD SUGGEST THAT THAT GROUP COMES AND BRIEFS THE BOARD AND THE BOARD CAN ASK AS MANY QUESTIONS AND KIND OF MODIFY IT.

THAT'S WHY WE DID DO SOMETHING THAT'S A LITTLE BIT DIFFERENT WAS TO ASK THEM TO COME IN TO CLARIFY, YOU KNOW, THEIR PROPOSAL. SO WE DID TAKE THAT EXTRA STEP TO FIND OUT BECAUSE IT WASN'T JUST, WE GRADED A PIECE OF PAPER. THEY CAME IN TO ANSWER QUESTIONS. AND THEY HAD QUESTIONS PREPARED, HOW MANY QUESTIONS, KAREN DID YOU GUYS HAVE?

>> THERE WAS LIKE 15 QUESTIONS.

CLOSE TO 15. >> SO YOU KNOW AFTER REVIEWING IT THEY HAD THOSE QUESTIONS THEY WANTED TO MAKE SURE THAT, YOU KNOW, EVERYTHING WAS KIND OF COVERED ON THAT AND THEN AGAIN I WOULD JUST SUGGEST

THEY BRIEF THE BOARD ON IT. >> OKAY.

WE'LL DO THAT THEN. >> I THINK THE TEAM REALLY FELT THEY WERE QUALIFIED AND UNDERSTAND GUN RANGE AND DO OPERATE SIMILAR BUSINESSES. BUT, THIS IS A NEW CONCEPT FOR THE COUNTY A P-3 PUBLIC PRIVATE PARTNERSHIP SO THAT WAS WHAT WAS LACKING WAS WHAT WERE THEY BRINGING TO THE TABLE, WHAT INVESTMENTS WERE THEY MAKING, WHAT RISKS

WERE WE SHARING. >> OKAY.

VERY GOOD. WELL, THANK YOU FOR EVERYTHING YOU DID ON IT. JUST INVITE THEM TO COME TO

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OUR NEXT MEETING. >> OKAY, THANK YOU.

>> THANK YOU. ALL RIGHT NOW WE'LL MOVE

[9.  Supplemental Agreement No. 5 to Agreement #2018/2019-70 with Gary S. Bailey, Inc.-Masters Pit Maintenance Building Project]

>> I GOT THAT ONE. SO THIS IS SUPPLEMENTAL AGREEMENT A CULMINATION OF EVERYTHING THEY ARE INCURRED DUE TO THE PANDEMIC. THERE IS ALSO AN ELEVATION ISSUE DURING CONSTRUCTION AT THE DELAYED THE PROJECT UP TO EIGHT WEEKS. SO YOU GOT PROJECT MANAGEMENT FEES IN HERE, YOU GOT NEW COSTS ASSOCIATED WITH THE PANDEMIC BECAUSE THE SUPPLY CHAIN SOME OF THE MEMBERS GETTING KICK THIS IS JUST A CULMINATION TO FINISH THIS PROJECT OUT WHICH WILL BE COMPLETED BY THE END OF NOVEMBER. WE HAVE A 60 DAY EXTENSION IN THERE FOR THIS PROJECT AS WELL,M.

>> SO A 60 DAY EXTENSION AND AN ADDITIONAL PRICE I SEE

HERE OF $35,000. >> YES, MA'AM.

COMMISSIONER DO YOU HAVE ANY QUESTIONS?

>> I'M GOOD EITHER WAY. CONSENT ON THAT.

>> WE'LL PUT IT ON THE CONSENT AGENDA IF A COMMISSIONER WANTS TO PULL IT THEY CAN.

>> OKAY. >> SOUNDS GOOD.

[10.  First Amendment to Agreement #2019/2020-96 with Granicus at Carahsoft-govService Essentials]

WITH. >> INFORMATION SERVICES DIRECTOR. SO THIS IS THE COMPANY THAT'S DOING OUR WEBSITE DEVELOPMENT AND OUR GOV SERVICES. AS PART OF THAT PACKAGE WE SAW SOME ISSUES WHERE THEY HAD COMMITTED SOME THINGS THAT THEY REALLY COULDN'T DO WE NEEDED SOME LICENSING SO WE WORKED OUT AN AGREEMENT WITH THEM AT NO COST TO THE COUNTY TO KIND OF FIX THE PROBLEMS THAT THEY WROTE IN THE CONTRACT AND ALSO GET THE LICENSING THAT WE NEEDED INCREASED SO THAT WE COULD ACTUALLY MAKE THE SOFTWARE FUNCTIONAL FOR EVERYBODY. BUT AGAIN THAT'S NO INCREASE, NO EXTENSION TO THE TIMELINE.

>> OKAY. JUST AN AMENDMENT TO THE

AGREEMENT. >> YES, MA'AM.

WE'LL PUT THAT ON THE CONSENT AGENDA AS WELL.

NUMBER 11 IS YOU ALSO. SOFTWARE.

[11.  Update on Workday Software Solution]

>> WE JUST WANTED TO UPDATE YOU ON WHERE WE'RE AT WITH THE WORK DAY SOLUTION. WE TALKED ABOUT THAT'S THE NEW E.R.P. SOLUTION THAT WE'RE LOOKING AT PROCURING WHICH WILL TAKE THE PLACE OF THAT'S YOUR FINANCE, BUDGET, H.R., PROCUREMENT EVERYTHING ROLLED INTO ONE LIKE WE CURRENTLY IS AND MOVING TO A NEWER SOLUTION.

PART OF THAT WE WERE PAYING FOR WITH CARES FUNDING.

WE DID A TOTAL FIVE YEAR COST OF OWNERSHIP.

SO THERE WERE SOME THINGS WE JUST WANTED TO MAKE SURE THAT THE BOARD WAS AWARE OF. THE COST FOR THE FIRST YEAR IS ABOUT $1.6 THE FIRST CALENDAR YEAR.

AND INCLUDING STAFFING, WE'LL NEED TO HIRE SOME TEMPORARY STAFFING TO HELP AS WE MIGRATE IN.

SO, FOR EXAMPLE, IN PROCUREMENT, KAREN'S TEAM WILL HAVE SOME OF HER PEOPLE WILL HAVE TO BE DEVOTED TO GETTING THE SYSTEM UP AND RUNNING.

WE MAY HAVE TO BACK FILL SOME OF THOSE POSITIONS ON A TEMPORARY BASIS TO HELP WITH THAT STAFFING TO KEEP THE DAY TO DAY OPERATIONS RUNNING.

SO THE TOTAL FIVE YEAR LOOK IS, YOU KNOW, WITH STAFFING, EVERYTHING, INCLUDING LICENSING IS ABOUT $3.7 MILLION. SO WE JUST WANT TO MAKE SURE THAT THE BOARD IS FULLY AWARE OF WHAT WE'RE LOOKING AT AND DOING. THAT HAS BEEN A CONVERSATION WITH ALL THE DEPARTMENTS AND HOW WE DO A PHASED IN APPROACH ONCE WE BRING ON BENEFITS, FOR EXAMPLE, THE EMPLOYEE CAN GO INTO THE BENEFIT SYSTEM MAKE A CHANGE IT AND FLOW NOT ONLY THROUGH OUR SYSTEM BUT INTO THE PROVIDER'S SYSTEM. SO IT INCLUDES THOSE AS PART

OF THE PHASED IN APPROACH. >> GOOD.

NOW YOU SAID WE'RE PAYING FOR PART OF THIS WITH CARES

ACT MONEY? >> WE'RE PAYING FOR FIRST YEAR LICENSING AND ANY IMPLEMENTATION THAT'S DONE BETWEEN NOVEMBER AND THE END OF DECEMBER.

SO WE'LL START THE IMPL IMPLEMENTATION BASED ON THE DIRECTION OF THE BOARD AND THE COUNTY MANAGER AS SOON AS THOSE CONTRACTS ARE EXECUTED AND SO AS THEY STAND IN THE SYSTEM. WE ARE ESTIMATING ABOUT $800,000 WOULD BE PAID FOR OUT OF CARES.

>> ALL RIGHT. >> OPEN TO ANY QUESTIONS.

>> I THINK THAT NEEDS TO BE AN AGENDA ITEM, OBVIOUSLY.

THIS IS A LARGE AMOUNT. >> WE'LL PUT THAT ON THE

AGENDA REGULAR AGENDA. >> YES, MA'AM.

[12.  County Project Update]

>> THANK YOU. DID YOU HAVE ANY UPDATES FOR

US MR. COUNTY MANAGER. >> NO, MA'AM, IF THERE'S ANY QUESTIONS FOR ANY PROJECTS DALE IS HERE AND GENE IS HERE TO ANSWER ANY QUESTIONS FOR THAT.

THEN, REG DID COME IN HE HAS THE THREE RESOLUTIONS WE'LL JUST SUBMIT THEM TO THE MINUTES AS DRAFT THEN COME TO THE BOARD FOR APPROVAL. IT WILL GIVE US TIME TO WORK WITH THE CLERK'S OFFICE TO FINALIZE IT.

>> A LOT OF MOVING PARTS. >> YES, MA'AM.

>> DID YOU HAVE ANYTHING YOU WANTED TO BRING UP

COMMISSIONER. >> NO, MA'AM.

ALL RIGHT IT'S ELECTION DAY. IF YOU HAVEN'T VOTED YET BE SURE TO DO THAT. TO ALL THE PEOPLE THAT ARE VOLUNTEERING I SEE SOME IN THE ROOM HERE THAT HAVE VOLUNTEERED ALREADY TODAY THANK YOU FOR HELPING US HAVING A FAIR AND CALM COLLECTION ELECTION HERE IN

* This transcript was compiled from uncorrected Closed Captioning.