BOARD OF
July 6, 2016
320 Robert S.
Kerr, Room 204
1. Call to order.
2. Notice of the meeting was posted Friday, July 1, 2016.
3. Prayer and Pledge of Allegiance.
4. Approve the minutes of the meeting of Wednesday, June 29, 2016 and the minutes of the special meeting of Friday, July 1, 2016, prepared by the County Clerk as authorized by statute (19 O.S. 243, 244, and 445) subject to additions or corrections by the Board of County Commissioners.
The following items, No. 5
through 8, are Consent Items and are routine in nature:
5. Approve Workers Compensation claim payments from Consolidated
Benefits Resources in the amount of $9,317.10 for period ending 6-28-16,
pending notification of encumbrance to Jackie Wilson, County Treasurer's
Office. (Document Received)
6. Receive the following litigation:
Case No. CJ 2016-3160 Appointment of Commissioners
Case No. CIV 16-277-F Judgment
Case No. CJ 2014-6929 Dismissal
Case No. CV 2016-1302 Quiet Title
Case No. CV-2016-1272 Petition
Case No. CJ 2016-3160 Appoint Commissioners
Case No. CV-2016-1246 Petition
Case No. TC-2016-018 Tort Claim
7. Receive cancelled check as follows:
(Document Received)
Check
No. 101003764 dated May 18, 2016 to Staples Contract & Commercial Inc., in
the amount of $448.57. Check to be re-issued.
8. Monthly Report of Fees for the month of
May, 2016. (Document Received)
Sheriff $1,365,350.26
End of Consent Docket
9. Awards. Tabulation of bids from the
Central Purchasing Department with recommendation for selection of lowest and
best bid:
CW16024-2
Highway Construction Services
District
No. 2
10. Discussion and possible action to approve amendment to lease terms as amended by ODOT. The BOCC approved Lease Agreement No. 552009 for a Caterpillar RM-300, Asphalt Recycler and Soil Stabilizer on May 11, 2016. ODOT changed the term of the payments from 9 years to 8 years by interlineation. Requested by Brian Maughan, County Commissioner, District No. 2, and has been approved as to form and legality by Gretchen Crawford, Assistant District Attorney. (Document Received)
11. Discussion and possible action for approval of Resolution No. _______ to renew the following Lease Agreement between ODOT and Oklahoma County:
Lease Agreement No. 552009 Caterpillar RM-300, Asphalt Recycler Requisition No. 11700039
This Lease Agreement is made through the County Road Machinery and Equipment Revolving Fund at ODOT for use by District No. 2. Monthly payments shall continue to be made to ODOT by District No. 2, and requisition will be issued to ODOT from Highway Cash/District No. 2/Capital Outlay (11192000/55130), contingent upon encumbrance of funds as listed above. Requested by Brian Maughan, County Commissioner, District No. 2, and has been approved as to form and legality by Gretchen Crawford, Assistant District Attorney. (Document Received)
12. Discussion and possible action for approval of Resolution No. _______ to renew the following Lease Agreement between ODOT and Oklahoma County:
Lease Agreement No. 552009 Caterpillar RM-300, Asphalt Recycler Requisition No. 11700039
This Lease Agreement is made through the County Road Machinery and Equipment Revolving Fund at ODOT for use by District No. 2. Monthly payments shall continue to be made to ODOT by District No. 2, and requisition will be issued to ODOT from Highway Cash/District No. 2/Capital Outlay (11192000/55130), contingent upon encumbrance of funds as listed above. Requested by Brian Maughan, County Commissioner, District No. 2, and has been approved as to form and legality by Gretchen Crawford, Assistant District Attorney. (Document Received).
District
No. 3
13. Discussion and possible action to approve amendment to lease terms as amended by ODOT. The BOCC approved Lease Agreement No. 553008 for a 2015 Schwarze Road Patcher on May 11, 2016. ODOT changed the term of the payments from 9 years to 8 years by interlineation. Requested by Ray Vaughn, County Commissioner, District No. 3, and has been approved as to form and legality by Gretchen Crawford, Assistant District Attorney. (Document Received)
14. Discussion and possible action for approval of Resolution No. _______ to renew the following Lease Agreements between ODOT and Oklahoma County:
Lease Agreement No. 553002 Bomag Padfoot Roller Requisition No. 11700043
Lease Agreement No. 553003 Freightliner Truck with Fuel-Lube Bed Requisition No. 11700045
Lease Agreement No. 553004 John Deere Track Loader Requisition No. 11700047
Lease Agreement No. 553005 Mack Truck. Requisition No. 11700048
Lease Agreement No. 553006 John Deere 6115D Tractor Requisition No. 11700049
Lease Agreement No. 553007 John Deere 6115D Tractor Requisition No. 11700051
Lease Agreement No. 553008 Schwarze Road Patcher Requisition No. 11700052
These Lease Agreements are made through the County Road Machinery and Equipment Revolving Fund at ODOT for use by District No. 3. Monthly payments shall continue to be made to ODOT by District No. 3, and requisitions will be issued to ODOT from Highway Cash/District No. 3/Capital Outlay (11193000/55130), contingent upon encumbrance of funds as listed above. Requested by Ray Vaughn, County Commissioner, District No. 3, and has been approved as to form and legality by Gretchen Crawford, Assistant District Attorney. (Document Received).
Assessor
15. Discussion and possible action regarding approval of two contract amendments for the CAMA contract and for the software support and license agreement for Patriot Properties, Inc. For FY 2016-2017 . The amendments modify the start date for software support and licensing. Requisition No. 11700587 has been issued to Patriot Properties, Inc. in the amount of $112,284.00 from General Fund/Assessor Revaluation/Professional Services Other (1001-1400-54455), contingent upon the encumbrance of funds. Requested by Leonard Sullivan, Oklahoma County Assessor, and approved as to form and legality by Gretchen Crawford, Assistant District Attorney. (Document Received)
County
Clerk
16. Discussion and possible action to approve agreement for Disaster Recovery and Web Hosting. Requisition No. 11700264 has been issued to Granicus, Inc. in the amount of $102,612.00 from the County Clerk's UCC Central Filing Fund/County Clerk/ Equipment-Vendors Maintenance (1151/1700/54157), contingent upon encumbrance of funds. The term of this contract shall be from July 1, 2016 through June 30, 2017. Requested by Carolynn Caudill, Oklahoma County Clerk, and approved as to form and legality by Aaron Etherington, Assistant District Attorney. (Document Received)
17. Discussion and possible action to approve AiLIS System Maintenance Agreement for ROD/UCC system. Requisition No. 11700263 has been issued to Granicus, Inc. in the amount of $123,413.00 from the County Clerk's UCC Central Filing Fund/County Clerk/ Equipment-Vendors Maintenance (1151/1700/54157), contingent upon encumbrance of funds. The term of this contract shall be from July 1, 2016 through June 30, 2017. Requested by Carolynn Caudill, Oklahoma County Clerk, and approved as to form and legality by Aaron Etherington, Assistant District Attorney. (Document Received)
18. Discussion and possible action to approve Independent Contractor Agreement by and between the Board of Oklahoma County Commissioners, on behalf of the Oklahoma County Clerk, and Jack Litteral Consulting, Inc., to assist the County Clerk with duties related, but not limited to ROD and UCC Systems. Agreement shall begin on July 1, 2016, and end on June 30, 2017. Requisition No. 11700265, has been issued to Jack Litteral Consulting, Inc. in the amount of $10,000.00, from General Fund/County Clerk/Professional Services Other (1001/1700/54455), contingent upon encumbrance of funds. Requested by Carolynn Caudill, Oklahoma County Clerk, and approved as to form and legality by Aaron Etherington, Assistant District Attorney. (Document Received)
19. Discussion and possible action to approve Contract for Professional Service with Crawford and Associates, P.C. CPA, for Internal Audit Service, General Accounting, Internal Control Advisory Assistance, and Annual Financial State Review and Analysis. Agreement shall begin on July 1, 2016, and end on June 30, 2017. Fees for these services will be billed at contractor s standard hourly rate of $200.00, based on actual hours of work. Total fees for services rendered shall not exceed the amount of $5,000.00 for the term of this agreement. Requisition No. 11700262 has been issued to Crawford & Associates in the amount of $5,000.00, from General/County Clerk/ Professional Services Other (1001/1700/54455), contingent upon encumbrance of funds. Requested by Carolynn Caudill, Oklahoma County Clerk, and approved as to form and legality by Aaron Etherington, Assistant District Attorney. (Document Received)
Election
Board
20. Discussion and possible action to approve Standard Maintenance Contract between Board of County Commissioners, on behalf of Election Board and Southwest Solutions. Maintenance for the following item: Megastar Card File Model No. 125-2211X. This agreement shall begin on July 1, 2016, and end on June 30, 2017. Requisition No. 11607755 has been issued to Southwest Solutions, in the amount of $1,462.00 from GeneralGovernment/ElectionBoard/Equipment-VendorsMaintenance (1001/2500/54157), contingent upon encumbrance of funds. Requested by Cheryl Hollis, Election Board Secretary, and approved as to form and legality by Aaron Etherington, Assistant District Attorney. (Document Received)
IT
21. Discussion and possible action to approve the Colocation Agreement contract renewal with Midcon Recovery Solutions from July 1, 2016 until June 30, 2017. This is to host our offsite data storage equipment for our disaster recovery operations with a monthly fee of $1,760.00, not to exceed $21,120.00 from General Fund/Centralization MIS/IT (1001/2700). Requisition 11700615 has been issued to Midcon Recovery Solutions LLC pending encumbrance of FY17 funds. Requested by Rob Teel, Director of IT. This item has been approved as to form and legality by Rod Heggy, Assistant District Attorney. (Document attached)
Sheriff
22. Discussion and possible action to approve
Standard Service Contract between the Board of County
Commissioners, on behalf of Oklahoma County Sheriff s Office and Lexis-Nexis, a
division of Reed Elsevier, Inc. for Law Database Access, Oklahoma Enhanced with
Full Shepard for two users. Agreement shall begin on July 1, 2016, and
terminate on June 30, 2017. Requisition No. 11700568 in the amount of $4,164.00
has been issued to Lexis-Nexis, a Division of Reed Elsevier Inc., from Special
Revenue Fund/Commissary/Subscriptions (1161/5111/54030), contingent upon
encumbrance of funds. Requested by John Whetsel, Oklahoma County Sheriff, and
approved as to form and legality by Aaron Etherington, Assistant District
Attorney. (Document Received)
23. Discussion and possible action to approve
contract renewal between Oklahoma County
Sheriff s Office and Addtronics Business Systems for annual agreement for Data
Card CP80 ID Printer, s/n P95550. Agreement shall begin on July 1, 2016, and
terminate on June 30, 2017. Requisition No. 11700348 has been issued to CW Cook
Inc., dba Addtronics Business Systems in the amount of $2,410.00, from Sheriff
Service Fee/Courthouse Security Fee/Equipment-Vendors Maintenance
(1160/5160/54157), contingent upon encumbrance of funds. Requested by John
Whetsel, Oklahoma County Sheriff, and approved as to form and legality by Aaron
Etherington, Assistant District Attorney. (Document Received)
24. Discussion and possible action to approve Standard Maintenance Contract between Oklahoma County Sheriff s Office and TimeKeeping Systems Inc. Annual maintenance agreement on Guard 1 plus Server Edition support Subscription. Agreement shall begin on July 1, 2016, and terminate on June 30, 2017. Requisition No. 11700392 has been issued to Timekeeping Systems Inc. in the amount of $1,115.00, from Sheriff Special Revenue Fund/ Prisoner Boarding Fee/ Subscription (1161/5111/54030), contingent upon encumbrance of funds. Requested by John Whetsel, Oklahoma County Sheriff, and approved as to form and legality by Aaron Etherington, Assistant District Attorney. (Document Received)
25. Discussion and possible action to approve Standard Rental Contract between Oklahoma County Sheriff s Office and Francotyp-Postalia Inc. for Rental of FP-PostBase 20, postage meter with color touchscreen 5lb Postage Scale and envelope moistener. Agreement shall begin July 1, 2016, and terminate on June 30, 2017. Requisition No. 11700373 has been issued to Francotyp-Postalia Inc. in the amount of $384.00 from Sheriff Special Revenue Fund/Prisoner Boarding Fee/Equipment-Other (1161/5110/54109), contingent upon encumbrance of funds. Requested by John Whetsel, Oklahoma County Sheriff, and approved as to form and legality by Aaron Etherington, Assistant District Attorney. (Document Received)
26. Discussion and possible action to approve
contract renewal between Oklahoma County
Sheriff s Office and Cummins Allison for maintenance agreement for JetScan 4062
Currency Scanner. Agreement shall begin July 1, 2016, and terminate on June 30,
2017. Requisition No. 11700352 has been issued to Cummins Allison Corp. in the
amount of $316.00, from Sheriff Service Fee/Sheriff/ Equipment-Vendors
(1160/5100/54157), and Requisition No. 11700354 has been issued to Cummins
Allison Corp. in the amount of $316.00, from Sheriff Special Revenue/Sheriff/
Equipment-Vendors (1161/5100/54157) contingent upon encumbrance of funds.
Requested by John Whetsel, Oklahoma County Sheriff, and approved as to form and
legality by Aaron Etherington, Assistant District Attorney. (Document Received)
27. Discussion and possible action to approve
contract renewal between Oklahoma County Sheriff
and Bomgar Corp. for the annual maintenance agreement for Bomgar AMR B200
appliance with 3 licenses. Agreement shall begin on July 1, 2016, and terminate
on June 30, 2017. Requisition No. 11700364 has been issued to Bomgar
Corporation, in the amount of $1,644.00 from Sheriff Service
Fee/Sheriff/Subscription. (1160/5100/54030), contingent upon encumbrance of
funds. Requested by John Whetsel, Oklahoma County Sheriff, and approved as to form
and legality Aaron Etherington, Assistant District Attorney. (Document
Received)
28. Discussion and possible action to approve contract renewal between Oklahoma County Sheriff s Office and View Systems Inc. Annual maintenance for 2 ViewScan Systems, Serial no. 0148 & 1024. Agreement shall begin on July 1, 2016, and terminate on June 30, 2017. Requisition No. 11700408 has been issued to View Systems Inc in the amount of $3,600.00, from Sheriff Special Revenue Fund/Commissary/ DP Equipment-Vendors Maintenance (1161/5111/54157), contingent upon encumbrance of funds. Requested by John Whetsel, Oklahoma County Sheriff, and approved as to form and legality by Aaron Etherington, Assistant District Attorney. (Document Received)
29. Discussion and possible action to approve contract renewal agreement between
Oklahoma County Sheriff s Office and UniFirst Holdings, Inc. for maintenance
for fleet shop towel service. Agreement shall begin on July 1, 2016 and
terminate on June 30, 2017. Requisition No. 11700393 has been issued to
UniFirst /Corporation DBA Unifirst Holdings Inc, in the amount of $665.55, from
Sheriff Service Fee/Sheriff/Professional Services Other (1160/5105/54456), contingent
upon encumbrance of funds. Requested by John Whetsel, Oklahoma County Sheriff,
and approved as to form and legality by Aaron Etherington, Assistant District
Attorney. (Document Received)
30. Discussion and possible action to approve contract between Oklahoma County
Sheriff s Office and Mitchell 1, A SnapOn Company for Subscription for Basic
Shopkey 5 for Goverments. Agreement shall begin July 1, 2016, and terminate on
June 30, 2017. Requisition No. 11700375 has been issued to Mitchell Repair
Information Co LLC dba Mitchell 1, A SnapOn Co. in the amount of $1,728.00,
from Sheriff Service Fee/Fleet/ Subscription (1160/5105/54030), contingent upon
encumbrance of funds. Requested by John Whetsel, Oklahoma County Sheriff, and
approved as to form and legality by Aaron Etherington, Assistant District
Attorney. (Document Received)
31. Discussion and possible action to approve Standard Service Contract between Oklahoma County Sheriff s Office and Visual Statement Inc. for annual maintenance agreement on UP-EdgeFX Crash to include technical support and update protection with product updates for fiscal year 2016-2017. Agreement shall begin on July 1, 2016 and terminate on June 30, 2017. Requisition No. 11700405 has been issued to VS Visual Statement Inc. in the amount of $219.50, from Sheriff Service Fee/ Sheriff /DP Equipment-Vendors Maintenance (1160/5100/54158), contingent upon encumbrance of funds. Requested by John Whetsel, Oklahoma County Sheriff, and approved as to form and legality by Aaron Etherington, Assistant District Attorney. (Document Received)
32. Discussion and possible action to
approve Standard
Service Contract between Snap-On Equipment and the Board of County
Commissioners, on behalf of the Oklahoma County Sheriff s Office. Extended
warranty for JBC Prism Aligner Model No. EEQA57A serial No. VP1DD010 for fiscal
year 2016-2017. Requisition No. 11700381 has been issued to Snap-On Equipment
in the amount of $1,200.00 from the Sheriff Service Fee/Fleet/
Equipment-Vendors Maintenance (1160/5105/54157), contingent upon encumbrance of
funds. Requested by
John Whetsel, Oklahoma County Sheriff, and approved as to form and legality by Aaron
Etherington,
Assistant District Attorney. (Document Received)
33. Discussion and possible action to approve
contract renewal between Oklahoma County
Sheriff s Office and Smith s Detection for annual maintenance for x-ray
machines. Agreement shall begin on July 1, 2016 and terminate on June
30, 2017. Requisition No. 11700380 has been issued to Smiths Detection Inc. in
the amount of $23,600.00, from Sheriff Service Fee/Court Security/Equipment-
Vendors Maintenance (1160/5160/54157), contingent upon encumbrance of funds.
Requested by John Whetsel, Oklahoma County Sheriff, and approved as to form and
legality by Aaron
Etherington, Assistant
District Attorney. (Document Received)
Social
Services
34. Discussion and possible action to approve
Lease Agreement between the Oklahoma State
Employment Security Commission and Oklahoma County Social Services to lease
2,891 square feet of office space for $2,168.25 a month, plus additional costs
associated with the provision of services in the Oklahoma County Social Services
Facility located at 7401 NE 23rd Street. This agreement shall begin
on July 1, 2016, and end June 30, 2017. Requested by Christie Jernigan,
Director, Oklahoma County Social Services, and approved as to form and legality
by Aaron
Etherington,
Assistant District Attorney. (Document Received)
35. Discussion and possible action to approve Lease agreement between the Central Oklahoma Workforce Investment Board, and Oklahoma County Social Services to lease 4500.66 sq. ft. of office space for $3,375.50/mo. plus additional costs associated with the provision of services located at 7401 N.E. 23rd Street. The effective dates of agreement are July 1, 2016, through June 30, 2017. Requested by Christi Jernigan, Director, Social Services, and approved as to form and legality by Aaron Etherington, Assistant District Attorney. (Document Received)
36. Discussion and possible action to approve Business Operations/Lease Agreement between the Oklahoma Department of Career and Technology Education and Oklahoma County Social Services to lease 353.51 square feet of office space for $265.13 a month, plus additional costs associated with the provision of services in the Oklahoma County Social Services Facility located at 7401 NE 23rd Street. This agreement shall begin on July 1, 2016, and end June 30, 2017. Requested by Christie Jernigan, Director, Oklahoma County Social Services, and approved as to form and legality by Aaron Etherington, Assistant District Attorney. (Document Received).
37. Discussion and possible action to approve
agreement between the Board of Oklahoma
County Commissioners, on behalf of Oklahoma County Social Services, and Heartline,
Inc., to provide funds for continuation of the 2-1-1 program to benefit the
senior citizens and indigent persons in
Recurring Agenda Items:
38. Approve all claims, list available for inspection
in the office of the
39. Discussion and possible action to approve
Resolution No. __________ approving Blanket Purchase
Orders as submitted by each department, list available for inspection in the
office of the
40. Citizen participation: Any
citizen wishing to address the Board of County Commissioners may do so at this
time.
41. Commissioners Comments/General Remarks:
42. New business: In accordance with the Open Meeting Act, Title 25 O.S. 311.A.9,
new business is defined as any matter not known about or which could not have
been reasonably foreseen prior to the time of posting the agenda.
43. Executive Session for the purpose of
discussing the following:
a. To enter into executive session
pursuant to 25 O.S. 307 (B) (4) to engage in confidential communications
between the public body and its attorney concerning a pending investigation,
claim or action by Hinton v. BOCC et al, CJ-2015-5212, and where on advice of
its attorney, the board has determined that disclosure will seriously impair
the ability of the public body to process the claim or conduct a pending
investigation, litigation, or proceeding in the public interest.
44. Action regarding confidential
communications between the public body and its attorney concerning a pending investigation,
claim or action by Hinton v. BOCC et al, CJ-2015-5212, and where on advice of
its attorney, the board has determined that disclosure will seriously impair
the ability of the public body to process the claim or conduct a pending
investigation, litigation, or proceeding in the public interest.
45. Adjourn at __________ until 9:00 a.m.,
Wednesday, July 13, 2016.
NAME OF PERSON REPORTING: Carolynn Caudill,
TITLE: SECRETARY TO:
Board of
SIGNATURE: Carolynn
Caudill, by:
County Clerk Deputy