BOARD OF COUNTY COMMISSIONERS AGENDA THURSDAY, JUNE 27,2013,9:00 A.M.

COMMISSION CHAMBERS, ROOM B-11 I. PROCLAMATIONS/PRESENTATIONS

II. UNFINISHED BUSINESS

III. CONSENT AGENDA

1. Consider approval of request for an emergency vehicle permit for Clifford Sheets, Dover Fire District #4, for fire and EMS response-Emergency Management.

2. Acknowledge receipt of the May 22,2013 minutes of the Ambulance Advisory Board meeting­Emergency Management.

3. Acknowledge receipt ofthe June 19,2013 Parks and Recreation Advisory Board agenda and minutes of the May 15, 2013 meeting.

4. Consider authorization and execution of Contract C318-2013 with Boy Scout Troop #193 for parking for the Spirit of Kansas event on July 4, 20 13-Parks and Recreation.

5. Consider authorization and execution of Contract C319-2013 with Grace Cairns to teach various classes (tumbling, ballet, Princess Tea Party, Superhero Party, and pre-school workshops) at a rate of $8.00 per hour/class-Parks and Recreation.

6. Consider authorization and execution of Contract C320-2013 with Ghost Tours ofKansas/Cathy Ramirez for tours for teen camp campers the week of July 8-12 at $300 per week-Parks and Recreation.

7. Acknowledge receipt of correspondence from Sheriff Jones regarding the purchase of a warning light system with a new LED system for the radio tower located at 5700 SW Valencia Road at a cost of$32,248.00 from the Sheriffs budget-Sheriffs Office.

8. Acknowledge receipt of correspondence from Sheriff Jones regarding the purchase of a membership to the Kaw Valley Electric Cooperative, Inc. which is the electricity provider for the new 911 tower on Shawnee Heights Road in an amount of$25.00 from 911 funds-Sheriffs Office.

IV. NEW BUSINESS

A. COUNTY CLERK- Cynthia Beck

I. Consider all voucher payments.

2. Consider correction orders.

B. DISTRICT COURT- Cathy Leonhart

1. Consider approval of request to award bid to McElroy's, Inc. for the replacement of a computer room air conditioner unit at a cost of $44,800.

2. Consider approval of request to purchase and install an extension of the raised access floor in the Court Systems computer room in an amount of $4,240.

3. Consider approval of request to purchase under the State of Kansas Contract, a new SAS, a low­cost/high performance storage solution utilized for the Full Court case management system in an amount of$9,013.

C. EMERGENCY MANAGEMENT- Dave Sterbenz

1. Consider approval of request for out-of-state travel for an employee to attend training in an amount of$1,580 which will be reimbursed by the Emergency Management Institute in Emmitsburg, Maryland.

D. HEALTH AGENCY- Alice Weingartner/Allison Alejos

1. Consider approval of request to reclassify and fill an Accountant II position with a projected fiscal impact for the balance of2013 of$28,462 and $59,925 for 2014.

E. CORRECTIONS- Brian Cole

1. Consider request authorization and execution of Contract C321-2013, inter-local agreement with the City of Topeka for use of the FY2013 Justice Assistant Grant funds in an amount of$38,239 to be used for hardware and software upgrades related to the Department's electronic security system.

F. INFORMATION TECHNOLOGY- Pat Oblander

1. Consider approval of request to enter into negotiations with Alexander Open Systems to purchase a hardware and software platform to support virtualized implementations of most of the physical servers currently installed in various locations for an estimated amount of $1,500,000.

G. PARKS AND RECREATION- John Knight

1. Consider authorization and execution of Contract C322-2013 with Bob's Janitorial for janitorial services at the Shawnee County North Annex, Shawnee County Elections Office Annex, all Health Agency buildings and offices, Parks and Recreation Administrative Offices, Courthouse, Law Enforcement Center at a monthly cost of$12,362.28 effective July 3, 2013 through December 31,2014.

H. PUBLIC WORKS/SOLID WASTE- Tom Vlach

1. Consider approval ofResolution No. 2013-55 authorizing the placement and maintenance of"No Parking" signs for the Lake Sherwood Club's July 4th activities-Commissioner Buhler.

I. COMMISSION

1. Consider reappointment of Larry Wilson to the Community Action Board as the "at large" position.

V. ADMINISTRATIVE COMMUNICATIONS

1. Update on the Juvenile Detention Alternative Initiative and the Topeka Youth Project­Corrections.

VI. EXECUTIVE SESSIONS

WORK SESSION IMMEDIATELY FOLLOWING COMMISSION MEETING

1. Discussion of renovations and improvements to Holliday Park-Parks and Recreation.

SHAWNEE COUNTY Department of

Emergency Management 200 SE ?'h Street

Emergency Operations Center Topeka, KS 66603

(785) 233-8200 ext. 4150 Dave Sterbenz, Director

June 24, 2013

MEMO:

TO: FROM:

Emergency Vehicle Permits

County Commission /~JJ Dave Sterbenz, Director ~/f1/

Submitting permits request for your review and approval from: Clifford Sheets- Dover Fire District #4, for fire and EMS response.

Mitigation Preparedness Response Recovery

JJL I

13-010 PERMIT NUMBER

Name: Clifford Sheets

Address: 10608 Glacier Rd

City: Topeka

Vehicle Make/Year Ford /2004

V.I.N.#: 1 FTZR45E64PB12324

EMERGENCY VEHICLE PERMIT

(VEHICLE COPY)

EXPIRATION DATE

County: . Shawnee

ModeVStyle: Rander Ext Cab

License Tag:_.L.EF~3~6"-2...1...1 ___ _

Purpose for which it is to be used: Fire response for Shawnee County. Shawnee County Fire District #4.

The applicant named above has secured all appropriate signatures of approving officials and has agreed to abide with all applicable local, state and federal laws, which pertain to this permit. The required officials and the applicant's signatures are attached to the completed application form, which is on file with Shawnee County Emergency Management.

SHAWNEE COUNTY EMERGENCY MAN~AGEME~: 'JUN 2 4 2013 ....

Date: By:=-_ ---~.:::..___.j~--~-'-".:::....._ _________ _

SHAWNEE COUNTY BOARD OF COMMISSIONERS:

Date: By:_ ----------------- =--------------------

(Authorized by K.S.A. 8-201 Oa, as amended, K.S.A. 8-201 Ob, as amended, and Shawnee County Resolution #92-154.)

Notice: the issuance of this emergency vehicle permit shall not relieve the driver of an authorized emergency vehicle from the duty to drive with due regard for the safety of all persons, nor shall this permit protect the driver from the consequences of reckless disregard for the safety of others. K.S.A. 8-1506(d)

Rev. 5 06/06/06 SCEM Form No: 107.2

..

SHAWNEE COUNTY Department of

Emergency Management 200 SE ih Street

Emergency Operations Center Topeka, KS 66603

(785) 233-8200 ext. 4150 Dave Sterbenz, Director

June 24, 2013

MEMO: Approved Meeting Minutes- May 2013

TO: Shawnee County Board of County Commissioners

FROM: Nelson E Casteel -Ambulance Compliance Officer , • Shawnee County Emergency Management 1

Attached are the approved and final minutes for the May 22, 2013 Ambulance Advisory Board Meeting for placement on the Consent Agenda.

Should you have any questions please feel free to contact: Compliance Officer Nelson E Casteel at nelson.casteel@snco.us or 785-251-4558.

Mitigation Preparedness Response Recovery

SHAWNEE COUNTY AMBULANCE ADVISORY BOARD APPROVED MEETING MINUTES

Wednesday, May 22, 201317:30 hrs American Medical Response Building

401 SW Jackson Street, Topeka KS 39.054664, ·95.67 4086

15STD6860726246

Call to Order- Meeting called to order at 17:38 by Chairperson Dave Sterbenz.

Roll Call: All Board Members present.

Guests:

(Board Members Nels Anderson, Kathy Kilmartin, Paul Leavens, Alan McKenzie, Neil Hix and Angela Gamber)

AMR Operations Manager Ken Keller Ambulance Compliance Officer Nelson E Casteel

Approval of Agenda

Motion by Board Member Gamber; second by Board Member McKenzie; passed 6-0 to approve agenda as provided.

Approval of previous Minutes

Minutes of April17, 2013 regular meeting.

Motion by Board Member Anderson; second by Board Member Leavens to approve the minutes as presented; passed 6-0 to approve.

Old Business

Discussion and planning approach for upcoming BOCC budget process

New Business

Compliance Officer Casteel presented a letter to the Board Members and others present at the meeting. The letter detailed the language and processes that would be the most beneficial in the upcoming Budget Hearings. Compliance Officer Casteel reported that there is a trend in progress which entails a large number of documents and documentation. Furthermore, it was reported that during the July presentation that Chairperson Sterbenz and the AMR representatives might have less than ten minutes each to present anything. With that in mind, with permission from the Advisory Board, the letter to the BOCC from the Compliance Office would indicate that the Chairperson and the AMR representative will present written information and then be on stand-by at the hearings to answer any questions that might arise.

Discussion and approval of proposals and recommendations to the Shawnee County Board of County Commissioners for the 2014 Budget

Page 1 of 4

Compliance Officer Casteel reported on the highlights of his meetings with County Commissioners and County Staff Members in relation to the 2014 Budget Process.

Compliance Officer Casteel indicated that there will be strict scrutiny in relation to expenses and requests county-wide.

MEETING MINUTES 5/22/2013

Page 2 of 4

SHAWNEE COUNTY AMBULANCE ADVISORY BOARD APPROVED MEETING MINUTES

Chairperson Sterbenz reported that during his conversations with the BOCC, they are going to be looking into all possible options, concepts and ideas. With there being two completely new Commissioners, it is going to be beneficial and vital to present as much relevant information as possible without over burdening them.

Chairperson Sterbenz and Compliance Officer Casteel indicated that any documentation that is provided to the BOCC will need to include efficiency and fiscal responsibility in them. Both also explained that information provided during the Budget Hearings will need to be able to completely explain any support of an increase in the subsidy and/or the rate.

In answer to a question from Board Member Hix, Chairperson Sterbenz and Compliance Officer Casteel reported that the County did not support nor did they see a reason why the County would want to own any of the Ambulance Units and equipment as was outlined in the April 2013 meeting.

Compliance Officer Casteel reported that in his research he had found that the BOCC appeared to be interested in an increase in the rate and not so much in the raising of the subsidy.

Mr. Keller indicated that they are running a very lean operation and are very efficient. Mr. Keller verified with Compliance Officer Casteel that response times were good.

Mr. Keller indicated that they have stretched their crews to the limits and that by pulling units and crews off the streets there could be significant response time increases.

Mr. Keller and Compliance Officer Casteel related the issues and trends related to crew chute times on the 24 hr trucks and the need to convert to more 12 hr trucks and eliminate the 24 hr trucks. Chairperson Sterbenz indicated that there are few if any complaints related to AMR's performance, and the biggest obstacle to any increases is going to be the lack of funding.

Mr. Keller agreed and indicated that it would take an additional $300,000 to make the conversion from 24 hr trucks to 12 hr trucks.

Mr. Keller and all Board Members discussed the positive and negative attributes of the following:

Same subsidy but increasing to a higher rate Increase subsidy and increase to a higher rate Same subsidy and same rate Decrease in subsidy and increasing to a higher rate

Mr. Keller indicated that AMR has a 3% net revenue for 2012 and it is concerning because there are street units with over 200,000 miles on them.

In answer to a question from Chairperson Sterbenz, Mr. Keller and Compliance Officer Casteel reported that they could research further into outlining the exact charges and revenue AMR rE;ceives from Long Distance Transfers, National Contracts, Standbys and other large events such as the Kansas Speedway. Mr. Keller and Compliance Officer Casteel indicated that the request is actually pretty large and due to the manner by which calls are entered and handled, there would possibly need to be CAD software written specifically to do so.

In answer to a Board Member, Compliance Officer Casteel outlined the history of subsidies from 2001 to present.

Chairperson Sterbenz posed the question:

What does the Board want to recommend?

MEETING MINUTES 5/22/2013

SHAWNEE COUNTY AMBULANCE ADVISORY BOARD APPROVED MEETING MINUTES

The Board Members indicated that they wanted to support the proposal by Mr. Keller for the Lifepack 15 Heart Monitors and the five units.

After further discussion, Board Member Gamber made a motion to have Chaiperson Sterbenz and Compliance Officer Casteel present three proposals BOCC, in the amount of $113,052 for procurement of the tangible items. The Board would like to gain insight as to which one would have the most support.

Mr. Keller and Compliance Officer Casteel would meet later in the week and outline the actual numbers for the following:

Proposal #1: 50% Subsidy, 50% Rate to reach $113,052

Proposal #2: 30% Subsidy, 70% Rate to reach $113,052

Proposal #3: 100% Rate to reach $113,052

A substitute motion was made by Board Member Leavens. After further discussion the Board Member Gamber seconded the substitute motion which included the original motion as well as provisions related to the tangible items being for exclusive use in Shawnee County and that all items would be purchased and put into service by April 1, 2014.

Mr. Keller indicated that this motion was acceptable and that the provisions could be met.

Motion by Board Member Leavens second by Board Member Gamber; passed 6-0.

Compliance Officer Report

Mr. Keller indicated that he would like Compliance Officer Casteel to reevaluate the usage of certain words in the Compliance Officer reports. Mr. Keller also indicated that the Compliance Officer reporting on investigations put the reports into a negative context and connotation.

Chairperson Sterbenz reported that he and Compliance Officer Casteel will look into the issues that AMR feels needs to be dealt with about the reports.

In answer to a question from Board Member Hix, Compliance Officer Casteel explained the process for determining exemptions and the definition and parameters of the system overload matrix.

Compliance Officer Casteel reiterated that there have been some denials for exemptions and that the number exemption requests recently have been low and that he examines all calls that could have been exemptions.

Communications by AMR Management

Mr. Keller indicated that he has just learned that the local collection agency used by AMR will be wanting upwards of $60K more in the coming year to handle collections for them.

Compliance Officer Casteel indicated that he had found the BOCC meeting minutes from August 24, 2006 where AMR was required to use a local collection agency. Compliance Officer Casteel indicated that there was not a resolution or anything else he could find on this item so far.

Page 3 of4 MEETING MINUTES 5/22/2013

SHAWNEE COUNTY AMBULANCE ADVISORY BOARD APPROVED MEETING MINUTES

Compliance Officer Casteel will contact the Shawnee County Counselor's Office to ascertain if there are still requirements in effect related to AMR utilizing a local collection agency or not.

Compliance Officer Casteel will also ascertain what processes could/should be used to make changes the local collection agency requirement.

Compliance Officer Casteel will report back when there is an answer available.

Mr. Keller and Compliance Officer Casteel will meet on Friday (May 241h) to get the numbers figured for the three proposals.

Administrative Communications- None

Executive Session - None

Public Comments- None

Adjournment

Motion by Board Member Leavens second by Board Member Gamber; passed 6-0 to adjourn.

Meeting adjourned at 19:07.

M:a;y unanimous vote of Board during monthly meeting on ::::o~:d ::~.

Chairperson Dave Sterbenz 6/19/2013

Page 4 of4 MEETING MINUTES 5/22/2013

s;-JNNNEE COUNTY

PARKS~RECREATlON

June 20, 2013

To: Board of Commissioners Shawnee County \

From: John E. Knight. Director • \ Parks & Recreation ~

Re: Shawnee County Parks & Recreation Advisory Board (Intended for the Consent Agenda)

SH.-\. \\ "-;EE COLVTY

PARKS & RECRLUJ0:'-1

JOH:-\ E. K"ilGHT

DIRECTOR

3137SE29 111 ST. TOPEK-\, Ks 66605-1885

(785) 267-1156 jolm.knightia1.snco.us

Board of Commissioners is requested to acknowledge the receipt of the attached documents from the Shawnee County Parks & Recreation Advisory Board. Attached you will find the Agenda of the June 19, 2013 and approved Minutes from the May 15, 2013 Shawnee County Parks & Recreation Advisory Board meetings.

The Shawnee County Parks and Recreation Advisory Board was formed through Contract Nos. 304-2011 and 313-2011. The Shawnee County Parks & Recreation Advisory Board was organized exclusively to provide input, assistance, feedback, and support to the Shawnee County Parks and Recreation Department and its Director, as well as provide advice and information to the Board of County Commissioners of the County of Shawnee, Kansas, and to the public.

The scope of the Shawnee County Parks & Recreation Advisory Board is advisory in nature and retains no binding authority over the final decision of the Director of Shawnee County Parks & Recreation and/or the Board of County Commissioners ofthe County of Shawnee, Kansas.

JEK/lk Attachments

PARKS~RECREATJON

Advisory Board

6/19/2013 5:30PM City Council Chambers

Dwane Kratochvil, Dave Jackson, Howard Blackmon, J.R. Campbell, City Council Dist. 1 City Council Dist. 2 City Council Dist. 3 City Council Dist. 4 Brett Oetting, VICE CHAIR L.J. Polly, Cassandra Taylor, Kevin Rooney, City Council Dist. 5 City Council Dist. 6 City Council Dist. 7 City Council Dist. 8 Doug Reynolds, Jim Ogle, CHAIR Martin Weishaar, Brian Austin, SECRETARY City Council Dist. 9 County Commission Dist. 1 County Commission Dist. 1 County Commission Dist. 2 Danielle Kruse Thoele, Dana Cole, Richard Price, John Knight, Director County Commission Dist. 2 County Commission Dist. 3 County Commission Dist. 3 Ex-Officio

I. Call to Order

2.

3.

4.

5.

6.

7. 8. 9.

Approval of Minutes a. May 15, 2013

Old Business

New Business a. Introduction ofNew Board Member b. Update on Master Planning Services c. SCPR Foundation Baseball Hall of Fame d. Advisory Board Website Update e. Friends ofDomwood Planning f. Recognition of Re-Appointments to the

Advisory Board Division Reports

a. Recreation b. Parks e. Golf d. Park Police e. Administration

Committee Reports a. Long Range Planning b. Parks c. Recreation d. Golf

Public Comment Board Comments Adjorn

Next Meeting 7117/2013 5:30PM

City Council Chambers

Ogle

Austin

Ogle Knight Knight Kelly Kruse Thoele Knight

Luebbe Bertels Gekleft Cope Cortez-Leonard

Weishaar Rooney Oetting Reynolds Ogle Ogle

SHA'r'/~·JEE COU~tT"f

PARKS~RECREATIOf\J

SHA \Y'iEE COL 'iTY

PARKS & RECRL\TJQ1\

j()J-I:\ E. K:-.iiCHT

DIRECTOR 3l37SE29THST.

TOPEK.\. Ks 66605-1885 (785) 267-1156

jolm.knight@snco.us

MINUTES OF THE SHAWNEE COUNTY Parks and Recreation Advisory Board Meeting

May 15,2013 City Council Chambers

Announcement of Meeting: Jim Ogle, Chair called the meeting to order. Members Present: Dwane Kratochvil, Brett Oetting, Doug Reynolds, Danielle Kruse Thoele, L.J. Polly, Jim Ogle, Cassandra Taylor, Martin Weishaar, Richard Price, J.R. Campbell, Kevin Rooney, John Knight Members Absent: Howard Blackmon, Dave Jackson, Brian Austin Staff Present: Kerry Golden, Randy Luebbe, Mike, Cope, Gloria Cortez-Leonard, John Bell, Linda Kelly

Approval of Minutes: Chair presents April 17, 2013 advisory board minutes for approval and asks if there are any adjustments or corrections needed.

Minutes approved.

Old Business: None

New Business: Update on Master Planning Services

Mr. Knight distributes documents to the board that pertain to the master planning and informs the board that staff met with Pros Consulting for a kick-off meeting, and that it will take a lot of work from staff, the board and elected officials to accomplish the tasks at hand.

He states that Leon Younger will be the lead on the master plan projects along with Mike Sbetz, Terry Berkbuegler and Dan Rowe. Mr. Younger will be in town approximately every two to three weeks to

meet with staff, focus groups and committee members to gather information and data. It was discussed at the kick-off meeting about what we expect to get out of the master plan and how important it will be to have the public's voice heard.

We will also receive a needs assessment and a management plan that will assist the parks director with the facilities and grounds by providing benchmarks, which represent the standard practices across the county for departments that are comparable in size to Shawnee County Parks and Recreation.

There also was a discussion about capital improvement plans and fee structures, or the philosophy of what

we charge for programs. The fee charged in one part of town may not be the same fee that should be

1

charged in another part of town; what programs should make a profit; what programs should break even and which programs are truly a community need. Mr. Younger will return June 5 and 6. Staff is attempting to coordinate his visits with the advisory board meetings in order to have the information

passed on to the board. There should be hard data collected by August and a presentation to the board at the September board meeting. The presentation and data collected will be addressed to the board prior to the county commissioners. We also discussed conducting several focus groups and would like to have the Long Range Planning Committee assist with that process.

The goal is to conduct at least three public forums, one in each commissioner's district with that commissioner leading the forum. The first step of the master planning is to do a postcard that represents a cross section of the entire community.

Mr. Polly states that demographics and economics are the driving forces of a community.

2014 Budget

Mr. Knight distributes the Facilities Inventory; Organization Chart and the Operational Efficiencies that reflect changes for the 2014 budget. The Facilities Inventory, Support Document R, reflects the complete list of structures, who is responsible for each and its 2012 value. Document R reflects a total $65 million in structural assets. Document K, Organization Chart, has been modified to show task assignment instead of employee name. Document W, Operational Efficiencies-Budget, shows the changes in 2013, which include Westlawn Cemetery and facility maintenance. For instances, on Document X, Operation Efficiencies-PTE Employees, shows for 2006 a total of 176 employees compared to the 2013 total of 133,

which is approximately a 25% decrease in staff. He states that with this amount of staff we are managing to handle the core functions, but with any additional cuts it will be difficult to accomplish the core functions.

In review of Document W, budget year 2008 shows a total of $17.1 million compared to the 2013 total of $15 million. Mr. Knight states that he is not sure if the staff can continue to do more with less, but they are doing a terrific job so far.

Mr. Polly states that parks and recreation were anticipating that the budget process would be changing in the future and asks Mr. Knight what is causing that change. Mr. Knight responds that it may be due to the new commissioner whose background is in accounting along with the new audit finance director, Betty Greiner, who comes from the private sector. She is talking about different ways that the County is accountable for programs or justifies programs and that may lead to a more in-depth analysis and accountability regarding budget dollars. He feels that this will be a good thing and work in parks and recreation's favor.

Mr. Campbell asks Mr. Knight if there is an internal or external audit of Parks and Recreation. Mr. Knight informs the board that our audit department performs an annual internal audit on parks and recreation and this summer the audit department will perform spot audits at different parks and recreation facilities. There are also external auditors that conduct an overall annual audit for Shawnee County.

Mr. Rooney asks if the merger has been working out for Parks and Recreation. Mr. Knight states that the merger has been working well and we are getting accomplished what the public had hoped to receive from the department and it is costing less. Mr. Rooney asks if there has been some shifting of

2

responsibilities for the staff. Mr. Knights informs the board that there has been no major shifting of responsibilities; however, some of the existing staff has assumed additional duties due to the merger. Mr. Rooney asks if the staff that has assumed additional duties have been compensated accordingly. Mr.

Knight responds that they have not made any increase in salaries due to the additional task assignments.

Mr. Oetting states that it would be helpful if Document R showed the square footage for the facilities.

Mr. Price would like to see the year added to Document R to show the age of the facility.

Mr. Reynolds asks if the dollar value for each facility is the insurance value. Mr. Knight confirms that the

dollar amount shown on Document R is the insurance value.

Volunteer Coordinator

Mr. Knight states that parks and recreation is attempting to work into the budget a volunteer coordinator

due to the value this position would have within the department.

Mr. Ogle asks Mr. Knight what the board can do to support the department in having the Volunteer

Coordinator position in the budget. Mr. Knight responds that he will need the support of the board to

develop this position.

Mr. Campbell asks why Felker, Rueger and Kossover are not listed on Document R as facilities and their

values. Mr. Knight states that we may not have had the insurance value for those facilities when the document was produced.

Mr. Rooney asks about the Helen Hocker building and the land that the building sits on. Mr. Knight responds that due to the deed restrictions of Gage Park, there is still discussion regarding that, zoo expansion, etc.

Division Reports

Recreation- Randv Luebbe

Mr. Luebbe states that the recreation staff is busy preparing the aquatic centers, which are due to open

May 25, and the following week the camp season opens.

He states that Wheelchair Challenge is Saturday, May 18 in Gage Park, as well as the start of the summer

concerts in Gage Park and on Saturday, May 25 is the Kids Stampede is at Old Prairie Town.

Mr. Luebbe introduces John Bell who will be presenting to the board on behalf of the recreation division this month. Mr. Luebbe states that Mr. Bell is one of the employees who has had added duties assigned, which include operations of the Mini Train/Carousel and coordinator of special events in Gage Park.

Mr. Bell informs the board that he has been with parks and recreation for nine years. He started at Rice Community Center was promoted to supervisor of Old Prairie Town. He states that he is very blessed to

supervise such a historical site. In 2012 there was a tremendous amount of work done at Old Prairie Town, which included the painting and repair of five historical buildings, an added brick walkway and cement walk ways throughout the gardens to make them ADA accessible. This was all possible due to the merger. Mr. Bell informs the board that one of their patrons, Mr. Ray Schroder, who has been a part

3

of parks and recreation for over 40 years, said that he has never seen Old Prairie Town look better. Mr. Bell says that from his point of view the merger is going great.

Also in 2012, Old Prairie Town was listed as one of the best places in American by USA Today and Rand McNally's. He states that someone nominated Old Prairie Town and they were selected as one of the top

places in America, which is a great honor and privilege. Mr. Bell estimates that the yearly attendance is

at about 85,000, but there is really no way to truly gauge that as the park hosts a lot of weddings as well as photographers that use the gardens as a back drop. Old Prairie Town had 25 wedding in 2012. Mr. Bell also informs the board that they would like to kick-off a fund raiser to get an enclosed building to hold a group larger than 72 people. Old Prairie Town has a lot of weddings, but they go elsewhere for the

reception and we would like to keep them in the park.

Old Prairie Town has many volunteers. Currently we have 50 core volunteers that work throughout the

year and during Apple Festival there are approximately 300 volunteers. He says that they also have a

sign-in book at the Mulvane General Store and people from all over the world sign it. The Mulvane

General Store sell old fashioned toys and candy and the Potwin Drug Store sell old fashioned ice cream and soda fountain drinks. Both stores are open seven days a week.

Old Prairie Town has six large events through the year: Tulip Time, Kids Stampede, Wheatstock, Apple

Festival and Holiday Happenings.

Mr. Bell states that he also coordinates special events for Gage Park and is the department's liaison to Topeka Theater regarding the use of the Helen Hocker building. Mr. Bell informs the board that there

will be 13 free concerts in Gage Park, and the kick-off is tonight with the Topeka Blues Society. This year there is a great line-up with a lot of local artists.

On May 20, the Mini Train and Carousel start operating seven days a week. Also, on August 3 the Kansas Ballet will be hosting a free ballet performance at the Gage Park Amphitheater.

Golf- Kerry Golden

Mr. Golden states that he is currently using a jail crew on projects at Cypress Ridge Golf Course. One

project is the cutting of sod from our zorga nurseries and hauling it to Cypress Ridge and laying it. They

are starting at hole number 18 on the green and then moving to the fairway. We do not want to interrupt any of the rounds at the golf course. It is great having the jail crew and has been a great help. Our staff is busy maintaining the courses.

We are also working on Lake Shawnee Golf Course aerification of the zorga fairways in addition to the continued mowing.

Mr. Golden informs the board that last Monday they received three new pieces of equipment that had been approved by the county commissioners. The balance of the equipment should be delivered next

week.

Mr. Golden introduces Steven Jablonowski who will speak to the board about the Junior Golf programs.

Mr. Jablonowski states that he is an aspiring PGA apprentice and is currently the head golf professional Cypress Ridge. It is his responsibility to provide the best junior program for the county. He informs the board that he has been given the tools necessary from the county and the management group to make that

4

---------------------------------------------

possible. For just over $17 per week, children and young adults can enjoy the facilities at Cypress Ridge and Lake Shawnee golf courses. As part of the merger at Cypress Ridge we inherited the largest junior program in the City and it continues to grow. Last year Cypress Ridge had over 120 children/young

adults in the junior program compared to Lake Shawnee which had 80 in their junior program. We are also adding more to the program this year. Instead of the normal golf trinkets, such as divot tools, golf balls, tees, etc. this year the participants will receive items that they can use away from the golf course such as back packs, water bottles, t-shirts, all of which will have the junior golf of Shawnee County logo

on them to help market and advertise our program. We continue to grow junior golf in the city and due to

the merger, we also have received comments that Cypress Ridge has never looked better.

Mr. Oetting asks if it is just instruction lessons or if the participants play rounds of golf. Mr. Jablonowski

responds that in addition to instruction, each junior has play dates. The junior participant is encouraged to either golf by themselves or pair up with friends with whom they signed up with and play a round of golf. This year the program has expanded the play dates to Lake Shawnee golf course so the juniors can either

golf at Cypress Ridge or Lake Shawnee at no additional charge. The program has also introduced competitive golf to the more advanced young adults through Junior Team Play and the team from Cypress Ridge won. Cypress Ridge has the best squad of junior golfers in the city. In addition to instruction for

children who are new to the game, we also are able to further advance the skills of other players.

Park Police -Michael Cope

Mr. Cope informs the board that Mother's Day was a busy day at the parks and no incidents were reported. He has also brought on two additional part-time officers.

Mr. Price asks Mr. Cope about the hazard markers due to the lake level being so low. Mr. Cope states that there has been discussion about moving the buoys at the swim beach.

Administration- Gloria Cortez-Leonard

Ms. Cortez-Leonard distributes the April 30, 2013 budget-to-actual expenses report. She also informs the

board that the administrative staff is getting prepared to process approximately 30 cash reports daily when the summer season starts. She states that Shawnee County has changed banking services and we are busy transferring the credit card machines before the season starts.

Parks and recreation is also putting together a customer assurance service plan. Individuals with complaints or concerns will direct them to the administration office who will ensure that their concerns

have been addressed.

Committee Reports

Parks Committee

Mr. Rooney states that they had a brief meeting with Terry Bertels and within the next month or so they we will be touring some facilities. Anyone from the board is welcome to participate in the tour.

Public Comment

None

5

Board Comment

Mr. Oetting would like to know whose idea it was to use QuickScores. Mr. Luebbe states that the athletics division received a lot of positive comments about this program and they are currently using it.

Mr. Oetting states that as a coach, he directs his team to the website and thinks it is a great system.

Mr. Polly informs the board that he was at Central Park Community Center today for the Shawnee County and Topeka Shawnee County Public Library computer center ribbon-cutting and thought it was great to have that service there and that it is much needed.

Mr. Reynolds would like to see more on-site tours for the board annually to see the different facilities. He

also feels that it would be a good idea to send the board weekly emails to inform them of special events that are occurring within parks and recreation.

Mr. Ogle announces that the first youth production at Helen Hocker Theater, The Music Man, was a great success and was a good kick-offto the programming there.

Mr. Ogle also announces that kids ride for free on Topeka Metro from May 15 to August 15. This is part of an effort to coordinate buses for camp and to encourage kids to use this free service.

Mr. Campbell announces the passing of Fred White, who was a former long-time employee ofWIBW.

Adjournment: Meeting adjourned.

6

__________ _j

----------------

June 13, 2013

TO:

FROM:

RE:

Board of Commissioners Shawnee County ·~

John E. Knight, Director\\. Parks & Recreation J Service Contract- Boy Scout Troop #193

5H.-\W:'1EE COl;'!TY

PARKS & RECRL\TIOi'f

Jom.i E. KNIGHT

DIRECTOR

3137 SE 29TH ST. TOPEKA, Ks 66605-1885

(785) 251-2600 • 1 1 • 1 " J onn.Kmgnt(g;,snco.us

Board of Commissioners approval is requested for the attached Service Contract between Boy Scout Troop #193 and Shawnee County.

This contract is for the services Boy Scout Troop # 193 will provide parking cars for the 2013 Spirit of Kansas on July 4, 2013.

The cost of this service is $1200 for three (3) parking lots. By using this service, it will save the County approximately $1500 as it would cost the County $2700 for County employees to do this work. There is sufficient funding in the Parks & Recreation Budget for this request.

JEK/gcl Attachment RL

SHAWNEE COUNTY CONTRI\CT NO. C -2013

INDEPENDENT CONTRACTOR AGREEMENT FOR SERVICES

THIS AGREEMENT is between THE BOARD OF COUNTY COMMISSIONERS OF THE COUNTY OF SHAWNEE, KANSAS (County) and Boy Scout Troop #193, (Contractor).

1. SERVICES TO BE PERFORMED

Contractor agrees to perform the following services for County:

Parking for Spirit of Kansas Event

This Agreement shall commence on July 4 2013, and shall end on July 5, 2013 unless this Agreement is terminated sooner or extended in accordance with its terms.

2. PAYMENT

In consideration of the servtces to be performed by Contractor, County agrees to pay Contractor as follows:

Task Duties Compensation Parking cars Parking cars in 3 lots on the west side of lake $1200

Sp .... ,->r- ~\<~-.s

Contractor shall be responsible for all expenses incurred while performing services under this Agreement. This includes equipment; supplies; telephone expenses; automobile and other travel expenses; meals and entertainment; insurance premiums; and all salary, expenses and other compensation paid to Contractor's employees or contract personnel Contractor hires to complete the work under this Agreement.

3. INDEPENDENT CONTRACTOR STATUS AND CERTIFICATION

Contractor is an independent Contractor, not a County employee. Contractor's employees or contract personnel are not County employees. Contractor and County agree to the following rights consistent with an independent Contractor relationship:

a. Contractor has the right to perform services for others during the term of this Agreement.

b. Contractor has the sole right to control and direct the means, manner and method by which the services required by this Agreement will be performed.

c. Contractor will furnish all equipment and materials used to provide the services required by this Agreement.

d. Contractor has the right to hire assistants as subContractors, or to use Contractor's employees to provide the services required by this Agreement.

e. Contractor or Contractor's employees or contract personnel shall perform the services required by this Agreement and Contractor agrees to the faithful performance and delivery of described services in accordance with the time frames contained herein; County shall not hire, supervise or pay any assistants to help Contractor.

f. Neither Contractor nor Contractor's employees or contract personnel shall receive any training from County in the skills necessary to perform the services required by this Agreement.

g. County shall not require Contractor or Contractor's empLoyees or contact personnel to devote full time to performing the services required by this Agreement.

Further, Contractor hereby certifies:

h. That Contractor is not an employee of County and thereby Contractor waives any and all claims to benefits otherwise provided to employees of the County, including, but not limited to: medical. dental, or other personal insurance, retirement benefits, unemployment benefits, and liability or worker's compensation insurance.

1. Contractor must provide Federal Tax or Social Security Number on required Form W-9.

J. That Contractor understands that he/she is solely responsible, individually for all taxes and social security payments applicable to money received for services herein provided. Contractor understands that an IRS Form I 099 will be filed by the County for all payments received.

4. INDEMNIFICATION AND HOLD HAR1\1LESS

Cor.tractor shall save, hold harmless, and indemnify County, its officers, agents and employees, from and against all claims, causes of action, liabilities, expenses and costs, including reasonable attorneys' fees, for injury of any person or damage to property arising out of, or connected with, work performed under this Agreement which is the result of any acts or omissions, whether negligent or otherwise, of Contractor, its officers, agents, subcontractors or employees.

5. INSURANCE

The County shall not be required to purchase, any insurance against loss or damage to any personal property to which this contract relates, nor shall this contract require the County to establish a "self-insurance'' fund to protect against any such loss or damage. Subject to the provisions of the Kansas Tort Claims Act (K.S.A. 75-6101 et seq.), the Contractor shall bear the risk of any loss or damage to any personal property to which Contractor holds title.

2

6. OWNERSHIP OF PRODUCTS/DOCUMENTS

Contractor hereby assigns to County all rights to all products, reports, documents, photographs, videos, data, and drawings produced by Contractor as a result of its services to County during the term of this Agreement.

7. TERMINATION DUE TO LACK OF FUNDING APPROPRIATION.

Shawnee County is subject to the Kansas Cash Basis La\v, K.S.A. 10-1101 et seq. If, in the judgment of the Financial Administrator, Audit-Finance Office, sufficient funds are not appropriated to continue the function performed in this agreement and for the payment of the charges hereunder, County may terminate this agreement at the end of its current fiscal year. County agrees to give written notice of termination to Contractor at least thirty (30) · days prior to the end of its current fiscal year. Contractor shall have the right, at the end of such fiscal year, to take possession of any of Contractor's equipment, leased or otherwise, provided to County under the contract. County will pay to the Contractor all regular contractual payments incurred through the end of such fiscal year, plus contractual charges incidental to the return of any such equipment. Upon termination of the agreement by County, title to and possession of any equipment purchased by the County under the contract, but not fully paid for, shall revert to Contractor at the end of County's current fiscal year. The termination of the contract pursuant to this paragraph shall not cause any penalty to be charged to the County or the Contractor.

8. ANTI-DISCRIMINATION CLAUSE.

The Contractor agrees: (a) to comply with the Kansas Act Against Discrimination (K.S.A. 44-1001 et seq.) and the Kansas Age Discrimination in Employment Act, (K.S.A. 44-1111 et seq.) and the applicable provisions of the Americans With Disabilities Act ( 42 U.S. C. 12101 et seq.) [ADA] and to not discriminate against any person because ofrac;e, religion, color, sex, disability, national origin or ancestry, or age in the admission of access to or treatment or employment in, its programs or activities; (b) to include in all solicitations or advertisements for employees, the phr.ase "equal opportunity employer"; (c) to comply with the reporting requirements set out in K.S.A. 44 1031 and K.S.A. 44-1116; (d) to include those provisions in every subcontract or purchase order so that they are binding upon such subcontractor or vendor; (e) that a failure to comply with the reporting requirements of (c) above or if the Contractor is found guilty of any violation of such acts by the Kansas Human Rights .Commission, such violation shall constitute a breach of contract; (f) if the contracting agency determines that the Contractor has violated applicable provisions of ADA, that violation shall constitute a breach of contract; (g) if(e) or (f) occurs, the contract may be cancelled, terminated or suspended in whole or in part by the County. Parties to this contract understand that subsections (b) through (e) of this paragraph number 5 are not applicable to a Contractor who employs fewer than four employees or whose contract with the County totals $5,000 or less during this fiscal year.

9. ACCEPTANCE OF CONTRACT.

3

This contract shall not be considered accepted, approved or otherwise effective until the required approvals and certifications have been given and this is signed by the Board of County Commissioners of the County of Shawnee, Kansas.

10. ARBITRATION, DAMAGES. WARRANTIES.

Notwithstanding any language to the contrary. no interpretation shall be allowed to find the County has agreed to binding arbitration, or the payment of damages or penalties upon the occurrence of a contingency. Fut1her, the County shall not agree to pay attorney fees and late payment charges; and no provisions will be given effect which attempts to exclude, modify, disclaim or otherwise attempt to limit implied warranties of merchantability and fitness for a particular purpose.

II. REPRESENTATIVE'S AUTHORITY TO CONTRACT.

By signing this document, the representative of the Contractor thereby represents that such person is duly authorized by the Contractor to execute this document on behalf of the Contractor and that the Contractor agrees to be bound by the provisions thereof

12. TERMINATION OF AGREEMENT

This Agreement may be terminated by either party by giving the other party written notice of the intent to terminate. The notice must specify a date upon which the termination will be effective, which date may not be less than 7 calendar days from the date of mailing the notice. Only services satisfactorily performed up to the date of receipt of notice shall be compensated by County and such compensation shall be pursuant to the terms of this Agreement. Notice shall be deemed received 3 days after mailing in the United States mail, using first class mail, postage prepaid.

13. MISCELLANEOUS PROVISIONS

a. This Agreement shall be entered into in Shawnee County, Kansas, and shall be construed and interpreted according to the law of the State of Kansas.

b. All notices and other communications in connection with this Agreement shall be in writing and shall be considered given 3 days after mailing in the United States mail, using first class maiL postage prepaid, to the recipient's address as stated in this Agreement.

c. Contractor shall comply with all federal, state and local laws requiring business permits, certificates and licenses required to carry out the services to be performed under this Agreement.

d. Contractor may not assign or subcontract any rights or obligations under this Agreement without County's prior written approval.

e. This Agreement constitutes the entire agreement between the pat1ies and may only be modified or extended by a written amendment signed by the parties hereto.

4

f. The invalidity, illegality, or unenforceability of any provision of this Agreement or the occurrence of any event rendering any portion or provision of this Agreement void shall in no way affect the validity or enforceability of any other portion or provision of this Agreement. Any void provision shall be deemed severed from this Agreement, and the balance of this Agreement shall be construed and enforced as if this Agreement did not contain the particular potiion or provision held to be void.

g. Nothing in this Agreement shall be construed to give any rights or benefits to anyone other than County and Contractor.

IN WITNESS WHEREOF, County and Contractor have executed this Agreement.

ATTEST:

COUNTY BOARD OF COUNTY COMMISSIONERS SHAWNEE COUNTY, KANSAS

__________ ,Chair

Cynthia A. Beck, Shawnee County Clerk

CONTRACTOR

5

11£ SHAWNEE COUN1Y CONmACT NO. ___ VENDOR NO. ___ 5_ SHAWNEE COUNTY PARKS & RECREATION 3137 SE 29TH STREET. TOPEKA, KS 66605

785.267.1156

This agreement is between the Board of County Commissioners of the County of Shawnee, Kansas, a duly organized municipal corporation hereinafter referred to as "County," and Grace A. Cairns , hereinafter referred to as "Contractor."

1. Contractor agrees to conduct the following:

Circle ONE: EVENT CLASS Circle One, two, or all: Winter/Spring 2013

WORKSHOP Summer 2013 Fall 2013

Please provide the following information below: DESCRIPTION of the CLASS/LOCATION. Mini Tumbling, Pre Ballet, Adv. Mini Tumbling, Princess Tea Party, Superhero Partv,Pre-School Workshops

2. Contractor agrees to attend all required orientations and to provide the following materials, equipment, supplies, and/or service: -!!.ln~st!:!.r~u~ct:::.:io~n.:__ ______________________________ _

3. County agrees to compensate Contractor at a rate of$ 8.00 per hour/class by means of a County vendor check within 2 to 4 weeks after the completion of the agreement. Contractors are required to keep their own payment records for tax purposes. When earnings exceed $600 per year, County will report Contractor earnings to the Internal Revenue Service on a 1099 form. County shall not be responsible for, nor indemnify a contractor for any federal, state or local taxes which may be imposed or levied upon the subject matter of this contract. Contractor agrees to complete a W-9 form and provide it to the County.

4. The parties agree that this contract may be canceled if fewer than 4 persons enroll in a class or workshop. The Director of Parks and Recreation Department or designee may cancel a class, workshop, event, or services to be rendered under this agreement due to inclement weather. Either Party may terminate this agreement by providing 48 hours notice to the other party.

5. Contractor agrees that any entertainment group must be prepared to begin performing 15 minutes prior to the opening a~d must be out of the facility N/A hour{s) following the performance.

6. Contractor agrees that entertainers are allowed one 10 minute break during each one our played.

7. County shall not be required to purchase any insurance against loss or damage to any personal property of Contractor. Subject to the provisions of the Kansas Tort Claims Act {K.S.A. 75-6101 et seq.), the contractor shall bear the risk of any loss or damage to personal property of Contractor.

8. County assumes no liability for the acts of Contractor during the times the contractor is fulfilling this contract, and except for those liabilities covered by insurance policies otherwise maintained through the County, the Contractor shall hold the County harmless for any negligent or intentional acts or omissions preformed by the Contractor. Nothing contained herein shall be construed to hold Contractor in any capacity with the County other than that of an independent contractor.

9. Contractor agrees to not unlawfully discriminate against any person because of race, religion, creed, color, age, sex, disability, national origin or ancestry in the admission or access to, or treatment in any programs, activities, or events.

10. Contractor agrees to the following: a. Contractor shall comply with all state and federal laws; City of Topeka ordinances, Shawnee County

resolutions, rules and regulations, and any applicable County and Department of Parks and Recreation

policies.

b. Contractor shall also comply with the County's commitment to compliance with the Americans with Disabilities Act (ADA) of 1990. In the event that special accommodations are needed for an individual involved

in the class or service being provided, the contractor will contact the program director for additional

information.

11. Contractor agrees that absolutely no alcohol or unlawful drugs are allowed on the premises.

12. Contractors for youth activities up to and including the age of 15 years will be responsible for following the Department of Parks and Recreation Pick-up Policy which requires that the Contractor remain on site until all youth are picked up.

13. Contractor agrees to admit only performing members to programs. Friends or relatives may attend specified programs only if certified as chaperons by the program director.

14. Contractor agrees that this agreement shall not be assigned to any other person or entity without the prior written approval of the County.

15. The parties agree that this is the entire agreement of the parties, supersedes any and all prior agreements and neither party shall rely upon any verbal representations, either express or implied not specifically stated in this agreement. The parties agree that this agreement shall not be amended or modified except by written agreement of both parties.

This contract shall not be considered accepted, approved or otherwise effective until the legally required signatures and approvals have been given.

Once the agreement is fully executed, the original will be filed with the County Clerk, one (1) photo copy will be mailed to the contractor and each of the following will be provided a copy: the Parks and Recreation Director, and the originating staff member.

AGREEMENT PROVISIONS HAVE BEEN READ BY CONTRACTOR. Q1)t) 1:1

(initials).

Printed Name: Contractor

EMAIL PHONE (eve)

I

Signature: "./--- Date: Parks or Recreation Director

jJC-SHAWNEE COUNTY CONTRACT NO. ___ VENDOR NO. ___ {p

SHAWNEE COUNTY PARKS & RECREATION 3137 SE 29TH STREET, TOPEKA, KS 66605

785.267.1156

This agreement is between the Board of County Commissioners of the County of Shawnee, Kansas, a duly organized municipal corporation hereinafter referred to as "County," and __ Ghost Tours of Kansas/Cathy Ramirez

____________ , hereinafter referred to as "Contractor."

1. Contractor agrees to conduct the following:

Circle ONE: EVENT CLASS Circle One, two, or all: Winter/Spring 2013

WORKSHOP Summer 2013 Fall 2013

Please provide the following information below: DESCRIPTION of the CLASS/LOCATION. Tours conducted for Teen Camp campers week 7 July 8-12

2. Contractor agrees to attend all required orientations and to provide the following materials, equipment, supplies, and/or service: Provide Music and equipment need for class

3. County agrees to compensate Contractor at a rate of $ __ 300 ___ per_./week of instruction _______ _

by means of a County vendor check within 2 to 4 weeks after the completion of the agreement. Contractors are required to keep their own payment records for tax purposes. When earnings exceed $600 per year, County will report Contractor earnings to the Internal Revenue Service on a 1099 form. County shall not be responsible for, nor indemnify a contractor for any federal, state or local taxes which may be imposed or levied upon the subject matter of this contract. Contractor agrees to complete a W-9 form and provide it to the County.

4. The parties agree that this contract may be canceled if fewer than 12 people after 2 class sessions have enrolled in a class or workshop. The Director of Parks and Recreation Department or designee may cancel a class, workshop, event, or services to be rendered under this agreement due to inclement weather. Either Party may terminate this agreement by providing 48 hours notice to the other party.

5. Contractor agrees that any entertainment group must be prepared to begin performing 15 minutes prior to the opening and must be out of the facility __ 15 hour(s) following the performance.

6. Contractor agrees that entertainers are allowed one 10 minute break during each one our played.

7. County shall not be required to purchase any insurance against loss or damage to any personal property of Contractor. Subject to the provisions of the Kansas Tort Claims Act (K.S.A. 75-6101 et seq.), the contractor shall bear the risk of any loss or damage to personal property of Contractor.

8. County assumes no liability for the acts of Contractor during the times the contractor is fulfilling this contract, and except for those liabilities covered by insurance policies otherwise maintained through the County, the Contractor shall hold the County harmless for any negligent or intentional acts or omissions preformed by the Contractor. Nothing contained herein shall be construed to hold Contractor in any capacity with the County other than that of an independent contractor.

9. Contractor agrees to not unlawfully discriminate against any person because of race, religion, creed, color, age, sex, disability, national origin or ancestry in the admission or access to, or treatment in any programs, activities, or events.

10. Contractor agrees to the following:

a. Contractor shall comply with all state and federal laws, City of Topeka ordinances, Shawnee County resolutions, rules and regulations, and any applicable County and Department of Parks and Recreation policies.

b. Contractor shall also comply with the County's commitment to compliance with the Americans with Disabilities Act (ADA) of 1990. In the event that special accommodations are needed for an individual involved in the class or service being provided, the contractor will contact the program director for additional information.

11. Contractor agrees that absolutely no alcohol or unlawful drugs are allowed on the premises.

12. Contractors for youth activities up to and including the age of 15 years will be responsible for following the Department of Parks and Recreation Pick-up Policy which requires that the Contractor remain on site until all youth are picked up.

13. Contractor agrees to admit only performing members to programs. Friends or relatives may attend specified programs only if certified as chaperons by the program director.

14. Contractor agrees that this agreement shall not be assigned to any other person or entity without the prior written approval of the County.

15. The parties agree that this is the entire agreement of the parties, supersedes any and all prior agreements and neither party shall rely upon any verbal representations, either express or implied not specifically stated in this agreement. The parties agree that this agreement shall not be amended or modified except by written agreement of both parties.

This contract shall not be considered accepted, approved or otherwise effective until the legally required signatures and approvals have been given.

Once the agreement is fully executed, the original will be filed with the County Clerk, one (1) photo copy will be mailed to the contractor and each of the following will be provided a copy: the Parks and Recreation Director, and the originating staff member.

AGREEMENT PROVISIONS HAVE BEEN READ BY CONTRACTOR. L t \?., (initials}.

Date:

Signature: Jr

( (_./ Date: Parks or Recreation Director

Shawnee County

Sheriff's Office Sheriff Herman T. Jones Law Enforcement Center

320 S. KANSAS, SUITE 200 TOPEKA, KANSAS 66603-3641

785-368-2200

MEMORANDUM

June 24, 2013

TO: Board of County Commissioners

FR: Sheriff Herman T. Jones

RE: West Radio Tower Lighting System

The warning light system on our radio tower located at 5700 SW Valencia Road has become unreliable, is no longer supported by the vendor and is in jeopardy of being deemed out of compliance with Federal Aviation Administration (FAA) requirements. Written bid requests were solicited and the low bidder was Hayden Tower Service who submitted a bid of $32,248.00 to replace the failing system.

The proposed system would be funded from the Sheriff's budget and would replace the entire warning light system with a new LED system. The new system will insure reliability, FAA compliance and be in line with the lighting systems to be installed our new tower structures in Northwest and Southeast Shawnee County.

I respectfully request that this matter be included on the Commission's Consent Agenda for this Thursday, June 2ih.

Sincerely,

~v.:~ Herman T. Jones Shawnee County~ eriff

Shawnee County

Sheriff's Office Sheriff Herman T. Jones Law Enforcement Center

320 S. KANSAS, SUITE 200 TOPEKA, KANSAS 66603-3641

785-368-2200

MEMORANDUM

June 21,2013

TO: Board of County Commissioners

FR: Herman T. Jones

RE: Kaw Valley Electric Membership

Kaw Valley Electric Cooperative, Inc., which is the electricity provider for the new 911 tower on Shawnee Heights Road requires a membership fee. This fee is $25.00 and will be paid from 911 funds.

Please place this on the Thursday, June 27, 2013 consent agenda.

Sincerely,

~ptn->---Herman T. Jane Sheriff

'):! ~~·! q Kaw Valley Electric Cooperative, Inc. · · ·'C . 1100 SW Auburn Road

? PO Box 750640 I' ·j . Topeka KS 66675-0640 J\\•J :t'lil

6840 1 AT 0.384 4 6840 SHAWNEE COUNTY SHERIFF'S OFFICE P-27 ATTN: ACCOUNTING 320 S KANSAS AVE STE 200 TOPEKA KS 66603-3641

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06/14/2013

OFFICE HOURS: 8:00am to 5:00 pm, Monday through Friday. 24 hour drop box is available for your convenience. If paying by mail, please allow 3·5 days for arrival. To REPORT OUTAGES, check your fuses, breakers, and equipment first, then contact office at :

478-3444 {local) or 800-794-2011 Pay your bill online at www.kve.coop

Automated Bill Pay 877-853-6120 To DISPUTE A BILL, notify our billing department before the due date at 478-3444 {local) or 80Q-794-2011 during office hours.

MEMBERSHIP FEE 25.00

Previous Balance

Payment

Other Adjustments

Balance Prior to this Billing

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~9PPHotNP.i : i : :: .a~t~.$§h~~4.!!::tR~t~riUt~i ii' ' 7000500700 NEW ACCT I RESIDENTIAL

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Total Amount Due

If Paying After 07/09/2013

Amount Paid

SHAWNEE COUNTY SHERIFF'S OFFICE ATTN: ACCOUNTING 320 S KANSAS STE 200 TOPEKA KS 66603-0000

25.00

25.00

Please,

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STEPHANIE A. THEEL

Information Systems Director

MEMO

KANSAS DISTRICT COURT Shawnee County Courthouse

200 S.E. 71h, Suite 305

Topeka, Kansas 66603-3922 (785) 233-8200 ext. 4147

Fax: (785) 291-4962

To: Cathy Leonhart, Court Administrator

From: Stephanie Theel, Director~ Court Information Systems

Date: June 11, 2013

Re: Bid Award for Computer Room Cooling Unit

APRIL EASTON

Programmer/ Analyst

Permission was granted by the Board of County Commissioners on May 2, 2013 to solicit bids to replace the computer room air conditioner unit, not to exceed the encumbered funds of $60,000 for the purpose of addressing environmental deficiencies pointed out by emergency management.

Eight (8) detailed specifications to meet the mandatory requirements of efficient cooling and humidity control were submitted to several vendors for their respective bids. A total of three (3) responses were submitted.

My team and I, with the assistance of building maintenance director Tom Randles reviewed each proposal to determine whether each vendor's solution would meet the mandatory specifications. It was agreed that McElroy's Inc. had met the requirements and was the lowest bidder.

At this time, I would like to request permission from the Board of County Commissioners to grant this award to McElroy's Inc. for a total of $44,800.

Thank you for your consideration in this matter.

Approved: ~ ~~ Cathy Leoriliart, Court Administrator

~

TABULATION OF BIDS 29 MA\-1 2013 PM 2:(110

DEPARTMENT Facilities I Courts QUOTATION NUMBER 023-13 Replace A/C in systems Date 5/29/13

PEOPLE PRESENT ~M~i~cuh~el~e~H~a~n~s~h~a~w~·-------------------

NAMES OF Parts Labor Materials Equipment Hoisting Freight BIDDERS The Wilson Group

II. Lf'/7,- CfCJ7o_- Lfqts.- I& '(so.- 9Cf7 ,.- .f:O,..

McElroy's __ ()-c/ I. oCJ:J. - .::5{Y:D,- It_. bOO- /.2) (l_Y). - /-.!]()[)_-

PCI 7 ;200~--- !Lf. '?9o_- 7575.- c::2 t.{ {o.:25. - sw,- .5w_-

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TABULATION OF BIDS

DEPARTMENT Facilities I Courts QUOTATION NUMBER 023-13 Replace A/C in systems Date 5/29/13

PEOPLE PRESENT ~M~i~c~h~e~leLH~a~n~sh~a~w~·--------------------

NAMES OF Total Bid Price Length ofWarranty

BIDDERS ~

The Wilson Group ,; Lf9 ~1./9 ~ l LJccr

Sf: D McElroy's v

'-IY 8:()o_- 1-J~c.r l/' PCI J

551 ;;lQo.- I ...fBAr (Cc-r-1-s) .,;J.~ (loJ:Rr)

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\.

STEPHANIE A. THEEL

Information Systems Director

MEMO

KANSAS DISTRICT COURT Shawnee County Courthouse

200 S.E. 71\ Suite 305

Topeka, Kansas 66603-3922 (785) 233-8200 ext. 4147

Fax: (785) 291-4962

To: Cathy Leonhart, Court Administrator

From: Stephanie Theel, Director ~ Court Information Systems

Date: June 18,2013

Re: Request to Purchase and Install Raised Access Floor

APRIL EASTON

Programmer/ Analyst

Please present the attached quote to the Board of County Commissioners for the their review and approval to purchase and install an extension of the raised access floor in the Court Systems computer room in the amount of $4,240.00.

The raised access floor is an essential component of the NC replacement. The new unit will be set upon the raised access floor and will ventilate the cool air under the floor for efficient movement of airflow throughout the computer room.

While the C&C Group does not have the state contract for raised access flooring, there is no state contract for raised access flooring product according to the State of Kansas Department of Administration. Additionally, C&C Group is the only vendor in the area that provides a raised access flooring product as well as installation.

Moneys have been encumbered in the 2012 Budget as part of the overall computer room update project to address certain security and environmental deficiencies identified by Emergency Management.

Thank you for your consideration in this matter.

Approved:C~ z~y ~A.~ Cathy Leonhart, Court Administrator

,.

£~¥rou~f,PU p 10012 Darnell Street Lenexa, Kansas 66215 Office: 913.888.6200 Fax: 913.888.0544

June 13, 2013

Stephanie Theel Information Systems Director Shawnee County District Court 200 SE th Street Topeka, KS 66603

stheel@shawneecourt.org

Re: Access Floor Proposal Project: Shawnee County District Court Computer Room

Dear Stephanie:

· Temperature Controls · Security Solutions · Fire Safety · Network Services · Access Floors · Standby Generators · NEBS Test and Balance

We are pleased to submit this proposal for providing and installing one (approximately 150 square feet) access floor system manufactured in the United States of America by Tate Access Floors, Inc.

Bill of Material

Panels- Tate model ConCore 1250 all steel panels with a lightweight cementitious fill. The panels will have a 1/16" computer room grade static control high-pressure laminate covering and integral trim. Color TBD. Two additional panels provided for maintenance stock.

GrateAire Panels- Tate's 24" Aluminum non-coated, without damper. Quantity: Three

Understructure - Bolted stringer system for an 11" finished floor height.

Fascia- Embossed aluminum fascia, trim and lateral bracing will be installed where the access floor does not abut a wall.

One row of existing access floor will be de-installed and re-installed to establish a "final" complete row of "legacy" panels where the new Tate Access Floor can start from. One "used" perforated panel will be provided to fit the existing "legacy" area.

Double suction cup panel lifting device- One is included.

Total price includes material, freight, delivery, installation through August 2013 and warranty. Pricing is valid for 30 days. Sales tax is not included.

Cheyenne Gray from Inventory: $4,240.00

All other colors from Formica Standards: $4,515.00- (approximate 5 week lead time).

7ilts· Access Floors

Ken Phillips 913-529-6236 • Frank Kennedy 913-529-6248 • Kelly Carignan 913-529-6223 • Fax 913-888-9307

June 13, 2013 Page Two Shawnee County Courthouse

• Sales Tax • Cove Base

Exclusions

• Sub-Floor Preparation Other than Minor Vacuuming • Electrical Grounding

C&C Group Employees/Installers will be full time employees that have been specifically trained to work inside Critical Data Center Facilities.

Unit Price Schedule

Provide GrateAire Panels with Damper in Lieu of Non-Damper:

Standard Trimmed or Grommeted Cable Cutouts:

Equipment cutout with Koldlok Split Integral Air Seal Insert:

Equipment cutout with Koldlok Extended Air Seal Insert:

$ 46.00 each

$ 35.00 each

$105.00 each

$115.00 each

*Note: Unit prices for the cutouts are assuming the cutouts are completed during the access floor installation.

Thank you for your time and consideration.

Sincerely,

Ken Phillips Sr. Project Manager

1ilte· Access Floors

Ken Phillips 913-529-6236 • Frank Kennedy 913-529-6248 • Kelly Carignan 913-529-6223 • Fax 913-888-9307

STEPHANIE A. THEEL

Information Systems Director

MEMO

KANSAS DISTRICT COURT Shawnee County Courthouse

200 S.E. 7t\ Suite 305 Topeka, Kansas 66603-3922

(785) 233-8200 ext. 4147 Fax: (785) 291-4962

To: Cathy Leonhart, Court Administrator

From: Stephanie Theel, Director~· Court Information Systems

Date: June 18,2013

Re: Request to Purchase Serial Attached Storage (SAS)

APRIL EASTON

Programmer/ Analyst

Please present the attached quote to the Board of County Commissioners for their review and approval to purchase a new SAS for the amount of $9,031.00 under the State of Kansas contract #12441.

The SAS is a low-cost/high performance storage solution the Court utilizes for the direct connection to the existing database server utilized for the Full Court case management system.

Monies have been budgeted for this purchase in the 2013 budget.

Thank you for your consideration in this matter.

Approved:~~ ~art, Court Administrator

fiP Public Sector Online Store http:/ I gem. compaq .com/ gemstore/ gemcart/printpage.asp ?page=cart&print. ..

of2

I 11 , e 1t t

SHOPPING CART Today's Date: 6/18/2013 2:19:54 PM Contract: KS- STATE OF KANSAS (WSCA/NASPO) ( 12441 )

Product availability and product discontinuation are subject to change without notice. The prices in this shopping cart are valid for 30 days from the date above. If you do not wish to place this order electronically, please include this form when submitting your purchase order.

Show address and comment fields. Use the File- Print option to print this form for your future reference.

Items/description

HP 1 year Next business day Hardware Support

HP Dual Cntrl

HP Storage

I Cable All

Part no

Base

Unit price

$386.00

$6,712.00 $6,712.00

$351.00 $351.00

$89.00 $89.00

Qty Ext price

$386.00

$6,712.00

5 $1,755.00

2 $178.00

Subtotal: $9,031.00

The terms and conditions of the KS- STATE OF KANSAS (WSCA/NASPO) will apply to any order placed as a result of this inquiry, no other terms or conditions shall apply.

To access the HP Public Sector Online Store where this form was created, go to: http://gem.compaq.com/gemstore /entry.asp?SiteiD= 11932

• HP is not liable for pricing errors. If you place an order for a product that was incorrectly priced, we will cancel your order and credit you for any charges. In the event that we inadvertently ship an order based on a pricing error, we will issue a revised invoice to you for the correct price and contact you to obtain your authorization for the additional charge, or assist you with return of the product. If the pricing error results in an overcharge to you, HP will credtt your account for the amount overcharged. • This quotation may contain open market products which are sold in accordance with HP's Standard Terms and Conditions. HP makes no representation regarding the TAA status for open market products. Third party items that may be included in this quote are covered under the terms of the manufacturer warranty, not the HP warranty.

* Please contact HP Public Sector Sales with any questions or for additional information:

K12 Education: 800-888-3224 Higher Education:

State Local Govt: 888-202-4682 Federal Govt:

877-480-4433

800-727-5472

6118/2013 9:20 AM

June 20, 2013

MEMO: Out of State Travel Request

SHAWNEE COUNTY Department of

Emergency Management 200 SE 7'h Street

Emergency Operations Center Topeka, KS 66603 (785) 251-4151

Dave Sterbenz. Director

TO:

FROM:

Shawnee County Board of Coun_;y Commissioners

Dave Sterbenz - Director~ Shawnee County Emergency Management

Nelson Casteel, our Communications Unit Leader and Ambulance Compliance Officer has just completed the first of four courses for the Emergency Management Institute Emergency Management Basic Academy. Mr. Casteel was able to enroll himself in the next four courses in a manner whereby he only has to make two more trips to the Emergency Management Institute (EM!) in Emmitsburg, MD. When he completes the next four courses, on the two trips, he will have graduated from the Emergency Management Basic Academy

Course and Travel Schedules:

7/14/2013 to 7/19/2013 E0104: Exercise Design E0105: Public Information and Warning

7/28/2013 to 8/3/2013 E0102: Science of Disaster E0103: Planning

Mr. Casteel has represented our department and attended DHS training several times in the last four years and this department supports this request as well. As stated in the previously approved travel request, EM! students are required to pay for all travel and meal expenses upfront and then are reimbursed five to six weeks after the conclusion of the class through a direct deposit back to the student.

It is our request to again utilize our department's budget to pay for the travel and meals as detailed below ahead of time, and then have Mr. Casteel turn over his reimbursement from EM! when he receives it. The costs are broken down as follows:

Meal ticket: 13 days Air Fare: Coach

$280.00 $1300.00

Reimbursed to student Reimbursed to student

Parking/shuttle expenses and Baggage Fees are not included in reimbursement and will be paid for by Mr. Casteel. Funding is available in our budget for this request.

The April 2013 Ne3tional Fire Academy/Emergency Management Institute Welcome Package is a 40+ page document that was attached to the previous request and can be provided again should the need arise.

Mitigation Preparedness Response Recovery

Gmail.

EMI Course Acceptance 2 messages

netc-adm issnotifi cations< netc-admissnotifications@fema. dhs.gov> Reply-To: NETCadmissions <netcadmissions@fema.dhs.gov> To: "nelson.casteel@gmail.com" <nelson.casteel@gmail.com>

Nelson E Casteel

Dear Mr. Casteel:

Congratulations, you have been accepted for the Emergency Management Institute class listed below: • E0102: Science of Disaster o E0103: Planning o 7/29/2013 To 8/2/2013

Wed, Apr 3, 2013 at 2:22 PM

You should refer to the NETC Welcome Package at http://www. h·aining.fema.gov / emiweb/ welcomepkg.asp. This package contains pertinent information about making your travel arrangements, transportation, lodging, reimbursement, food service, and on campus services. In addition, the package contains airport/ shuttle information. You are required to provide information contained in the package if you plan to use the NETC shuttle service.

Airport pickup times for this course are as follows: o Baltimore/Washington International (BWI) pickup times: 03:00PM and 07:00 PM (EST) o No pickups scheduled for Ronald Reagan National Airport (DCA) • No pickups scheduled for Dulles International Airport (lAD) Your travel dates for this course are: July 28, 2013 and August 3, 2013 Please plan to arrive at least 1 hour before the shuttle pickup time stated above.

Campus departure times for this course are as follows: o Departing for Baltimore/Washington International (BWI): 08:00AM (EST) • No departures are scheduled for Ronald Reagan National Airport (DCA) o No departures are scheduled for Dulles International Airport (lAD)

On the return, you should make your flight 4 hours from the NETC departure time. This will allow 2 hours for transportation to the airport and another 2 hours for airport security.

Since you have been accepted into a class at NETC, lodging has been reserved for you. If you do not need lodging on the NETC campus, please notify the NETC Housing Office at FEMA-NETC-Housing@fema.dhs.gov upon receipt of this email. For further information regarding lodging, please refer to the NETC Welcome Package.

If you are unable to attend this course, please notify the NETC Admissions Office (in writing) prior to the course start date. If you have questions or need further information, please contact the Admissions Office at 301-447-1035or at NETCAdmissions@fema. dhs.gov.

JoAnn Boyd Admissions Specialist NETC Management Operations and Support Services

netc-adm issnotifi cations< netc-admissnotifications@fema. dhs .gov> Reply-To: NETCadmissions <netcadmissions@fema.dhs.gov> · To: "nelson.casteel@gmail.com" <nelson.casteel@gmail.com>

Nelson E Casteel

Wed, Apr 3, 2013 at 2:22 PM

•

Dear Mr. Casteel:

Congratulations, you have been accepted for the Emergency Management Institute class listed below: • E0104: Exercise Design • E0105: Public Information and Warning • 7/15/2013 To 7/18/2013

You should refer to the NETC Welcome Package at http:/ jwwvv.b:aining.fema.gov j emiwebjwelcomepkg.asp. This package contains pertinent information about making your travel arrangements, transportation, lodging, reimbursement, food service, and on campus services. In addition, the package contains airport/shuttle information. You are required to provide information contained in the package if you plan to use the NETC shuttle service.

Airport pickup times for this course are as follows: • Baltimore/Washington International (BWI) pickup times: 03:00PM and 07:00PM (EST) • No pickups scheduled for Ronald Reagan National Airport (DCA) • No pickups scheduled for Dulles International Airport (IAD) Your travel dates for this course are: July 14, 2013 and July 19, 2013 Please plan to arrive at least 1 hour before the shuttle pickup time stated above.

Campus departure times for this course are as follows: • Departing for Baltimore/Washington International (BWI): 09:30AM (EST) • Departing for Ronald Reagan National Airport (DCA): 09:30AM (EST) • No departures are scheduled for Dulles International Airport (IAD)

On the return, you should make your flight 4 hours from the NETC departure time. This will allow 2 hours for transportation to the airport and another 2 hours for airport security.

Since you have been accepted into a class at NETC lodging has been reserved for you. If you do not need lodging on the NETC campus, please notify the NETC Housing Office at FEMA-NETC-Housing@fema.dhs.gov upon receipt of this email. For further information regarding lodging, please refer to the NETC Welcome Package.

If you are unable to attend this course, please notify the NETC Admissions Office (in writing) prior to the course start date. If you have questions or need further information, please contact the Admissions Office at 301-447-1035or at NETCAdmissions@fema.dhs.gov.

JoAnn Boyd Admissions Specialist NETC Management Operations and Support Services

ill 1111

Health Agency

June 17,2013

TO:

FROM:

RE:

Shawnee County Health Agency 1615 SW 8111 Avenue- Topeka, Kansas 66606-1688

Ph. (785) 368-2000 Fax (785) 368-2098 www .shawneehealth.org

Allison Alejos, Director Local Health Department Alice Weingartner, Director Community Health Center

Board of Commissioners Shawnee County

Alice Weingartne~ Director- Community Health Center

Allison Alejo~7AvJ Director - Local Health Department

Approval to reclassify and fill an Accountant II position (PCN HA1138A) for the Shawnee County Health Agency

Action Requested: Approval to reclassify and fill an Account II position (PCN HAll38A) for the Shawnee County Health Agency •

. With the resignation of Grants and Special Projects Officer position, we have reviewed our operational needs and detennined it would be better to till the vacancy and reclassifY as an Accountant II. The Finance Office is responsible for budgeting, accounting and financial reporting for approximately 37 grants and 34 programs. The reclassified position will maintain some of the duties of the Grants and Special Projects Officer including developing and compiling data for affidavits for grants, as well as assisting managers with grant requirements as needed.

In addition the ·Accountant II will be responsible for:

• Ensuring regulatory compliance with budgetary procedures and practices with regard to expenditures, grant allocations, revenue forecasting and other financial accounting

• Coordinating tracking of revenue and expenditures for grant reporting • Assisting with training staff related to budget process, tracking and reporting

Grants and Special Projects Officer position would be repurposed as part of our continued efforts to move forward our strategic plan to centralize financial operations in order to improve efficiencies and compliance efforts. The responsibilities of the Finance Office have been expanded to include oversight of the Business Offices and Purchasing and Payroll. The addition of an Accountant II will improve capacity to address the increased work and oversight expected of this office.

It is proposed the position be advertised at a range 29 step 1 with a starting wage of $20.20 per hour. The Grants and Special Projects Officer position has been included in the 2013 budget and would be revised to an Accountant II in the 2014 budget.

• Projected Fiscal impact for balance of 20 I 3 is $28,462 • Projected Fiscal impact for 2014 is $59,925

Through the reclassification ofthis position there is a projected cost savings of$14,959 through 2014.

This position is a position that supports administrative functions and is therefore primarily covered through tax allocation funding and a small percentage of grant funding, and program income. There is an anticipated cost savings of

Cc: Jon Thummel, County Human Resources

Leading the way to a healthier Shawnee County

TO:

Shawnee County

Department of Corrections 501 S.E. 8th Street - Topeka, Kansas 66607

Brian W. Cole, Director

Adult Detention Facility - 501 SE 8th- Topeka, Kansas 66607- (785) 291-5000- FAX (785)294-4924 Youth Detention Facility- 501 SE 8th- Topeka, Kansas 66607- (785) 233-6459- FAX (785) 291-4963 Corrections Annex- 818 SE Adams- Topeka, Kansas 66607- (785) 291-5000- FAX (785) 291-4930

Board of County Commissioners

FROM: Brian W. Cole, Director )L-

DATE:

RE:

June 19,2013

Request for Approval of Inter-Local Agreement for Use of 2013 Justice Assistance Grant (JAG) Funds

I am requesting your approval of the attached inter-local agreement with the City of Topeka for use of the FY2013 Justice Assistance Grant (JAG) funds. We received notification that this year's JAG funds available for award to the Topeka/Shawnee County jurisdiction totaled $76,478.00. This amount is usually divided equally for the two jurisdictions, resulting in an award for Shawnee County of$38,239.00.

The county's share has historically been equally split again between the Sheriffs Office and the Department of Corrections. This year, Sheriff Jones has agreed to allow the Department of Corrections to make use of the full amount to assist in the payment of some necessary upgrades to hardware and software related to the department's electronic security system. This agreement articulates our intent to make use of the County's share for this purpose.

This formulary grant program has consistently allowed the department to pay for important security programs and operational enhancements that otherwise would either be delayed or would require budget or capital improvement dollars to undertake. Upon your approval of this inter-local agreement, it will be forwarded to the City Council for approval and a signed original will then be provided to the County Clerk.

The agreement has been approved as to form and legality by the Counselor's office. I therefore request your approval of the agreement and will be available to answer any additional questions you may have.

BWC:tp

cc: Betty Greiner, Financial Administrator Herman T. Jones, Sheriff Rich Eckert, County Counselor Eve Kendall, Deputy Director Timothy Phelps, Deputy Director

(

'

GMS APPLICATION NUMBER: ____ _

THE STATE OF KANSAS

COUNTY OF SHAWNEE

CITY SECRETARY CONTRACT NO. __

COUNTY CLERK CONTRACT NO. __

INTERLOCAL AGREEMENT BETWEEN THE CITY OF TOPEKA, KANSAS

AND THE BOARD OF COMMISSIONERS OF SHAWNEE COUNTY, KANSAS

2013 BYRNE JUSTICE ASSISTANCE GRANT (JAG) PROGRAM AWARD

This Agreement is made and entered into this __ day of 2013, by and between The COUNTY of SHAWNEE, acting by and through its governing body, the BOARD OF COUNTY COMMISSIONERS, hereinafter referred to as COUNTY, and the CITY of TOPEKA, hereinafter referred to as CITY, both of Shawnee County, State of Kansas, to memorialize the parties understanding for distribution of the 2013 Byrne Justice Assistance Grant (JAG) Program Award. The parties agree as follows:

WHEREAS, this Agreement is made under the authority of K.S.A. 12-2901 et seq. of the Kansas Statutes Annotated: and

WHEREAS, each governing body, in performing governmental functions or in paying for the performance of governmental functions hereunder, shall make that performance or those payments from current revenues legally available to that party: and

WHEREAS, each governing body finds that the performance of this Agreement is in the best interests of both parties, that the undertaking will benefit the public, and that the division of costs fairly compensates the performing party for the services or functions under this agreement: and

WHEREAS, under the 2013 Department of Justice Edward Byrne Memorial Justice Assistance Grant (JAG), Shawnee County and the City of Topeka are eligible for a grant award of $76,479: and

WHEREAS, the CITY and COUNTY believe it to be in their best interests to reallocate the JAG funds.

NOW THEREFORE, the COUNTY and CITY agree as follows:

1. CITY agrees to apply for the 2013 JAG Program funds and function as fiscal agent and manage the funds in the JAG account on behalf of the CITY and COUNTY.

2. CITY agrees to allocate $38,239 of JAG (CFDA #16.738) funds to the COUNTY (Subrecipient) for the following purposed: to cover a portion of the cost to upgrade the server for the integrated security system and software to manage all field devices in the Shawnee County Jail.

3. COUNTY agrees to use $38,239 consistent with the proposal set forth in the approved BYRNE /JAG application and all applicable requirements of the BYRNE I JAG program, for the term specified in the approved award and any extensions authorized by the program.

4. The FY 2013 JAG funds are to be used during the project period to commence October 1, 2013 and continue until September 30, 2016. Any budget modifications need to be submitted in writing at least 90 days before the grant period ends.

5. CITY will distribute funds to COUNTY pursuant to the terms of this agreement, commencing October 1, 2013. Said funds shall be used during the project period commencing October 1, 2013 and continuing until September 30, 2016.

6. COUNTY agrees to check www.sam.gov for suspended or debarred vendors from business with the federal government. This needs to be documented by dating and initialing the print screen from the website.

7. COUNTY shall provide quarterly program reports as specified by the grant requirements. Reports are to be received by the ylh day of the month following the end of each quarter of the calendar year.

8. COUNTY agrees to comply with Office of Management and Budget (OMB) Circular A-133 and 28 CFR.

9. COUNTY shall submit receipts to the Police Accountant at City of Topeka Police Department, 320 S Kansas Ave, Suite 100, Topeka, KS 66603.

10. CITY reserves the right to reduce payments made to COUNTY by amounts found by the CITY to be improper, unauthorized or unsubstantiated. CITY shall base its decision to reduce payments upon statements submitted or, in the alternative, absence of documents to substantiate expenditure. CITY reserves the right to audit financial documents at any time during this agreement. Documentation needs to be kept for a minimum of 5 years.

11. The parties agree that City of Topeka shall have absolute and unqualified authority to terminate the grant and this agreement for: (1) any violation of the terms of this agreement; (2) failure of the Subrecipient to fulfill, in a timely and proper manner, its obligations under this Agreement, without regard to cause. If the Project Manager and Finance Director shall, after careful scrutiny of the project, determine that the effectiveness of the project is not sufficient to merit its continuation, they shall report their determination, in writing, to the Council of the City of Topeka. If a majority of the City Council of the City of Topeka concurs with this decision, they may terminate this Agreement.

12. In carrying out the terms and prov1s1ons of this agreement, Subrecipient will not discriminate against any employee, applicant for employment, recipient of service or applicant to- receive services because of race, color, religion, sex, age, disability or national origin. Subrecipient shall take affirmative action to ensure that applicants for employment, employees, applicants for service and recipients of service are treated equally and fairly without regard to race, color, religion, sex, age, disability or national origin. Subrecipient shall, in all solicitations or advertisements for employees or of services, placed by or on behalf of Subrecipient, state that all qualified applicants shall receive consideration for employment or services without regard to race, color, religion, sex, age, disability or national origin.

13. Grantee understands that as a recipient of funds from CITY, that Grantee must be in compliance with Title II of the Americans with Disabilities Act and the implementing regulations 28 C.F.R. Part 35 as to all of its facilities and programs. Grantee has supplied CITY with a certificate of its compliance with the ADA. If at any time during the term of this contract the CITY determines that Grantee is not in compliance, thirty (30)

days written notice of non-compliance will be provided. If after that notice the Grantee is not in compliance, the contract will terminate and no further funds will be disbursed.

14. No employee of CITY, member of the City Council or other public officials of this locality who exercise any functions or responsibilities in the review or approval of the undertaking of the terms of this agreement shall participate in any decision relating to this agreement which affects his/her personal interest or have any personal or pecuniary interest, direct or indirect, in this agreement or the proceeds thereof.

15. Subrecipient shall not assign any interest in this agreement and shall not transfer any interest in the same, whether by assignment or notation, provided however that claims for money due or to become due to Subrecipient under this agreement may be assigned to a bank, trust company or other financial institution upon written consent of CITY thereto.

16. Nothing in the performance of this Agreement shall impose any liability for claims against COUNTY other than claims for which liability may be imposed by the Kansas Tort Claims Act.

17. Nothing in the performance of this Agreement shall impose any liability for claims against CITY other than claims for which liability may be imposed by the Kansas Tort Claims Act.

18. Each party to this agreement will be responsible for its own actions in providing services under this agreement and shall not be liable for any civil liability that may arise from the furnishing of the services by the other party.

19. The parties to this Agreement do not intend for any third party to obtain a right by virtue of this Agreement.

20. By entering into this Agreement, the parties do not intend to create any obligations express or implied other than those set out herein; further, this Agreement shall not create any rights in any party not a signatory hereto.

This Agreement shall become effective upon the date it shall have been executed by both parties hereto.

Date: __________ 2013

Shelly Buhler Chairman, Board of Commissioners of Shawnee

ATTEST:

Cynthia Beck, County Clerk

Approved as to legality and Fonn: Date ~--1, ,,1

ASST. CO. COU~'JR.

Date: _________ 2013

Jim Colson City Manager City of Topeka, Kansas

ATTEST:

Brenda Younger, City Clerk

Memorandum

DATE: June 24, 2013

To: Board of County Commissioners

From: Pat Oblander, Information Technology Director

RE: Virtualization Platform Proposal.

Shawnee County f j Information Technology

Room 205, Courthouse 200 SE 7th Street

Topeka, Kansas 66603-3933

The Information Technology Department is seeking approval to enter into negotiations with Alexander Open Systems (AOS) to purchase a hardware and software platform that would be used to support virtualized implementations of most of the physical servers currently installed in various locations throughout the county. Any purchasing arrangements made would be based on State of Kansas contract pricing or would use pricing equal to or less than what was provided by AOS to the state as a result of an RFP that was issued by the Kansas Department of Health and Environment in 2012 during the procurement process for a nearly identical system to support the Kansas Eligibility Enforcement System (EVT0001123).

For several years the Information Technology Department has been working to move critical applications from older systems such as the IBM Z890 mainframe and the IBM AS 400 platform to newer client server platforms as the older systems age and become increasingly difficult to support. Finding new hardware platforms that are as stable and reliable and as well supported as the older ones have been is a challenging task. During this transition we have been relying on individual physical servers to house the applications as they are moved to client-server platforms. This approach has worked well so far but due to the cost savings in power consumption, increased efficiencies in use of staff time, and improvements in system reliability and resiliency now made possible by virtualization technology there is no question that the county would benefit greatly by moving to virtual implementations of servers running on a converged host system .

• Additionally, in early 2012 the county undertook an exercise in setting up a detailed Continuation of Operations plan. The COOP plan that resulted outlines many policies, procedures, and action plans that would be implemented to speed resumption of any critical county services or functions that may have been impacted by an emergency. Central to those plans is the identification of backup building locations that staff would

fax 785-2.91-4.907 phone 785-233-8200 exl 4030

move to if their primary site were to become inaccessible. Virtualization technology would play a major role in making it possible for the IT Department to create the redundancies required to make all mission critical information systems immediately available in the event that a backup site has to be activated.

Another motivation for introducing virtualization at this time is the Microsoft Platform (MSP) project currently underway to upgrade the dispatch and records management system that supports the Sheriff's Office, the county Department of Corrections, and the Topeka Police and Fire Departments. The upgrade will require the purchase of a similar but much smaller virtualization platform that would host the virtual servers required by the upgraded system. Funding in the amount of $160,000 has been encumbered from the Sheriff's Office 2012 budget to purchase a platform. In order to take advantage of efficiencies of scale, the IT Department is proposing that the same host platform that we purchase for use by other county functions would also host the servers that will be supporting the records management system. The funds that have been encumbered by the Sheriff's Office could then be applied to the purchase of the single platform.

Preliminary estimates show that the cost for a combined system will be approximately $1,500,000. Financing arrangements are available that would allow the purchase to be made over the course of five years. This would result in payments from Capital Outlay of approximately $300,000 for each of the five years (depending on actual financing terms obtained). As mentioned above, a one-time allocation of $160,000 from funds encumbered by the Sheriff's Office would be applied to the payment being made for the 2013 installment making that cost to Capital Outlay approximately $140,000. Partially offsetting these costs are the savings that we will be able to achieve over the lifetime of the proposed platform by not having to purchase incremental additions to, and outright replacements of, older systems such as Storage Attached Networks and servers and by not having to continue paying support and maintenance costs for the mainframe and midrange platforms that will eventually be retired. It is anticipated that these savings will be on the order of $200,000 per year and may be available as soon as 2 years after implementation of a virtual platform. While these savings will not completely offset the cost of the proposed platform it must be remembered that the county would be purchasing sufficient additional hardware capacity to continue operation of critical systems in the event of a complete loss of an entire building.

It is understood that there are many demands placed on the limited number of dollars available to fund all of the elements that comprise Shawnee County government. The Information Technology Department is in constant contact with all of the other departments and fully understands the importance of appropriately funding their activities and insuring that they can fulfill their missions. We ask the Board of County Commissioners to weigh our proposal for purchase of a virtualization platform against the current and future needs of the county and provide us with a directive in regard to whether or not funding can be provided for this initiative at this time.

PO/mro

5HAWNH COUNTY

p RJ<S~RECREATJOJ\J

June 24, 2013

TO:

FROM:

RE:

Board of Commissioners Shawnee County

John E. Knight, Director Parks & Recreation

Contract -Bob's Janitorial

SH.-1..\\'iEE COL:"iTY

PARKS & RECRL\TlO."<

JOH:\ E. K~IGHT DIRECTOR

3137SE29ntST. TOPEK.-1., Ks 66605-1885

( 785) 251-2600 jolm.knight(_l':snco.us

Board of Commissioners approval is requested to approve a contract with Bob's Janitorial for janitorial services at the Shawnee County Annex, Shawnee County Elections Office Annex, Health Agency CHC Main Clinic, Health Agency CHC VanSickle Thorn, Health Agency CHC California Clinic, Parks and Recreation Admin Offices, Shawnee County Courthouse, Law Enforcement Center and Health Agency LHD Offices at the Central Park Community Center.

This agreement will be in effect commencing July 3, 2013 through December 31, 2014 unless one of the parties terminates prior to that date. The agreement can be extended with the written agreement of both parties. The contract calls for a monthly cost of $12,362.28. This amount is unchanged from previous agreements. Payment will be made from the operating budget of the affected departments.

JEK/gcl TB

SHAWNEE COUNTY CONTRACT NO. C ___ - 2013

A CONTRACT FOR CLEANING AND JANITORIAL SERVICES BETWEEN

SHAWNEE COUNTY AND BOB'S JANITORIAL SERVICE & SUPPLY, INC.

THIS AGREEMENT is made and entered into this day of , 2013, by and between THE BOARD OF COUNTY COMMISSIONERS OF THE COUNTY OF SHAWNEE, KANSAS, hereinafter referred to as the "County," and BOB'S JANITORIAL SERVICE AND SUPPLY, INC. hereinafter referred to as the "Contractor."

WHEREAS, the County desires to contract with Contractor for janitorial services; and

WHEREAS, the Contractor wishes to provide the janitorial services requested by the County;

NOW THEREFORE, the parties mutually agree as follows:

1. The Contractor agrees to provide all cleaning and janitorial services and any other services for Shawnee County that are specified in the following sections of the "Request for Proposals # 062-11" which is attached as exhibit A:

a. 2.6- Shawnee County North Annex ($1095.00/month) b. 2.8- Election Annex ($196.00/month) c. 2.9( I.)( a.)( i.)- Health Agency CHC Main Clinic ($637.00/month) d. 2.9( I.)(a.)(ii.)- Health Agency CHC VanSickle/Thom building ($708.00/month) e. 2.9 (I.)(a.)(iii.)- Health Agency CHC California Clinic ($801.00/month) f. 3.1 -Two Additional Days of Cleaning at The CHC Clinics (included in pricing) g. 3.11 -Parks and Recreation Administration Office ($237.00/month) h. 2.5 - Shawnee County Courthouse ($6496.03/month. Services to Commence July

3, 2013) 1. 2.7- Law Enforcement Center ($1971.84/month. Services to Commence July 3,

2013) J. 2.9(I.)(a.)(iv)- LHD Office at the Central Park Community Center ($220.41.

Services to Commence July 3, 2013)

2. For the services described in (a) through G) above, the County agrees to pay to the Contractor a monthly payment of Twelve Thousand Three Hundred Sixty Two dollars and 28 cents ($12,362.28). For emergency cleaning authorized by the Shawnee County Facilities Management Director, the County agrees to pay the Contractor sixty dollars and no cents ($60.00) per hour. The County shall reduce these payments when there are areas which are inaccessible or do not require janitorial service for any reason, on a square footage basis at a rate of eight cents ($0.08) per square foot.

3. The Contractor agrees to all of the terms and conditions set out in the "Request for Proposals #062-11" and attached as exhibit A.

4. This Agreement shall commence on the date first written above and to continue through December 31,2014. The parties may agree to extend the term ofthis Agreement by written agreement signed by the parties.

5. The Contractor shall carry and provide to the County proof of its performance bond, workers' compensation insurance and other insurance as required in exhibit A.

6. Should the contract be cancelled by any party pursuant to section 1.2 of exhibit A, the Contractor shall be entitled only to payment for the services it performs up to and including its last day of services prior to termination.

7. The terms of the Shawnee County Contractual Provisions Attachment, attached as exhibit B, are hereby incorporated into this contract.

8. This Agreement shall rescind and supersede the Parties' prior Agreements (Shawnee County Contract C527-2011 and C117-2013).

BOB'S JANITORIAL SERVICE

& SUPPLY, INC.

BOARD OF COUNTY COMMISSIONERS,

SHAWNEE COUNTY, KANSAS

Michele A. Buhler, Chair

ATTEST:

Cynthia A. Beck, Shawnee County Clerk

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REQUEST FOR QUOTATION SUBMIT BID TO

PURCHASING DIVISION SHA W'NEE COUNTY COURTHOUSE

RoomB-27 Topeka, Kansas 66603

QUOTATION NO.

DATE MAILED

CLOSING 2:00P.M.

062-11

12-05-11

12-15-11

VENDOR _______________ _

ADDRESS ____________ __

PHONE ______________ __

REQUESTFORPROPOSALS

GENERAL INFORMATION AND SPECIFICATIONS

FOR JANITORIAL SERVICES AT COUNTY BUILDINGS

FOR SHAWNEE COUNTY, KANSAS

Proposal Submission Deadline: Sealed proposals must be received in the Office of the Shawnee County Purchasing Dept, Shawnee County Courthouse, 200 SE 7th St. B-27, Topeka, KS 66603 before 2:00P.M., December 15, 2011. Proposals received after that time will not be considered and will be returned unopened.

Bid Opening Date: December 15,2011 Time: 2:00P.M. (Central Time) Place: Shawnee County Purchasing Dept.

200 SE 7th St. B-27, Topeka, KS 66603

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REQUEST FOR PROPOSALS GENERAL INFORlVIATION AND SPECIFICATIONS

FOR JANITORIAL SERVICES AT COUNTY BUILDINGS FOR SHAWNEE COUNTY, KANSAS

The Board of County Commissioners of Shawnee County, Kansas (the "County") is requesting proposals for janitorial services at the below listed County buildings. The successful bidder (the ''Proposer") must be able to provide ail . of the outlined services, unless designated herein as optional.

1. The Shawnee County Courthouse, located at 200 SE ih Street 2. The Shawnee County North Industrial Park Annex at 1515 NW Saline 3. The Shawnee C01mty Election Office at 911 SW 37'h St. 4. The Law Enforcement Center at 320 S. Kansas Ave., Ste. 200, 300, 400 5. The Shawnee County Health Agency CHC Main Clinic at 1615 SW 8th St. 6. The Shawnee County Health Agency CHC VanSickleffhorn Clinic at 2115 SW lOth 7. The Shawnee County Health Agency CHC California Clinic at 2025 SE California 8. The Shawne~ County Health Agency LHD at Central Park Community Center at

1534 SW Clay 9. The Sha\vnee County Treasurer's Annex at 5938 SW 17th, Ste. 500.

This RFP is divided into four ( 4) sections as follows:

Section 1: Section 2: Section3: Section 4:

General provisions Specifications for janitorial s~!Vices Specifications for optional janitorial services at specific locations. Proposal form

SECTION 1: GENERAL PROVISIONS

1.1 TER!\l

An award will be made to the lowest, most responsive and qualified bidder substantially meeting specifications as determined by the appropriate County Department Heads and/or Elected Officials, for a one (1) year period commencing on or around January 2, 2012. Thereafter the contract may be extended by mutual agreement for a period not to exceed two (2) years within the timeframe discussed below. Such an agreement by Shawnee County may be given only through a Miting signed by the Chairman of the Shawnee County Commission. The Proposer musf submit its request for an extension to the County in writing not less than sixty (60) days prior to the contract expiration date.

1.2 TERMINATIONPROCESS

The Janitorial Service or the County may tenninate the contract resulting from a proposal, in whole or in part, without showing cause, by giving thirty (30) days written notice to the Janitorial Service stating when the termination shall become effective.

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Failure of the Proposer to perform the services satisfactorily, on schedule or to perfonn any of the covenants and conditions of a contract resulting from the proposal is hereby deemed sufficient reason to tenninate the contract. Upon the occurrence of any event of default, the County may take anyone or all of the following actions:

I. Give the Proposer a written notice specifying the event of default and requiring it to be remedied within thirty (30) days from the date of notice; and if the event of default is not remedied, terminate the contract, effective two (2) days after giving the Proposer notice of tehnination;

II. Give the Proposer a written notice specifying the event of default. The portion of the contract price attributable to the period of time from the date of notice until the County determines that the Proposer has cured the event of the default, shall be retained by the County as liquidated damages and shall never be paid to the Proposer;

III. Set off against any obligation the Cowity may owe to the Proposer any damages the County suffers by reason of any event of default or other claim the County may have

· against the Proposer; IV.Treat the contract as breached and pursue any of its remedies at law or in equity, or both.

1.3 CONTACT .PERSON I CONTRACT ADMINISTRATOR

Robe1t Bolan, Shawnee County Deputy Director of Facilities Management, (785) 233-8200, Ext. 4633, or e-mail bob.bolan@snco.us

1.4 MINIMUM QUALIFICATIONS REQUIRED

Proposers must meet or exceed theses qualifications to be considered for award. Specific responses to each must be provided in the proposal. Proposers must:

1. Provide two (2) letters of recommendation fl'om thtf owner of a building or the person responsible for cleaning services in a building presently under contract with the Proposer.

1.5 PROPOSAL SUBMISSION

Each proposer, by the submission of a proposal, assents to all term and conditions set forth and agrees to be bound thereby. The original proposal sheets must be submitted, along with five (5) copies (including any supplemental proposal information). Sealed proposals must be submitted to the office of the Shawnee County Purchasing Dept., Shawnee County Courthouse, 200 SE 7th St. B-27, Topeka, KS 66603 by the date and time indicated on the cover page, be signed by an authorized agent of the Proposer and contain the complete business name and mailing address of the Proposer. Envelopes/container containing proposals must be sealed and marked on the lower left-hand comer with the firm name and address, RFP number, proposal due date, and proposal opening time. Proposals that do not carry proper identification may be rejected. The County will accept no responsibility for the premature opening of a bid not properly identified on the outside of the envelope.

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Proposals by telephone, telegraph or facsimile will not be accepted. All proposals must remain in effect for ninety (90) days after the proposal due date.

The proposal sheets must be completed in their entirety. Pricing should be Jisted for each location and a total price for all locations. The County reserves the right to award the bid based either on a separate price per location, or a total price for all locations, whichever is most advantageous to the County.

1.6 PROPOSAL OPENING

Proposals will be opened at the time and place indicated on the cover page; however, proposals will not become public information until the Board of County Commissioners have made the award for this request.

1. 7 PROPOSAL EVALUATION

Evaluation of the proposals will include, but not limited to, the following criteria:

1. Cost of services 2. Quality of janitorial services to be provided 3. Experience in providing services in similar buildings 4. References 5. Optional Services

Selection of a proposal will be based on an evaluation of the total package of services offered by the Proposer as detennined by the County. Selected Proposers may be asked to provide a presentation to explain their proposals during the evaluation process. The County may elect to waive minor technicalities and further may elect to accept or reject any or all proposals received.

1.8 INSURANCE COVERAGE

If selected, Proposer shall furnish a certificate of insurance naming "The Board of County Conunissioners of the County of Shawnee, Kansas" as "additional insured" in the minimum amounts as specified herein. All insurance must be with an insurance company with a minimum BEST rating of A-VIII and licensed to do business in the State ofKansas, It is the responsibility of the Proposer to ensure that any and all approved subcontractors meet the minimum insurance requirements.

The certificates and endorsements for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf Insurance company and Proposer must also notify the County ten (10) days in advance of any cancellation or change in the insurance contract. The certificates and endorsements are to be received and approved by the County before work commences. Renewal of expiring certificates shall be furnished to the County thirty (30) days prior to expiration.

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The following minimum coverage is required of the Proposer:

Worker's Compensation Employer's Liability

Liability Insurance:

Applicable State Statutory $500,000

The form of insurance shall be by a Comprehensive General Liability and . Comprehensive Automobile Liability

Bodily Injury Each Occurrence Aggregate

Property Damage Each Occurrence Aggregate

Personal Injury Each Person Aggregate General Aggregate

$500,000 $500,000

$100,000 $100,000

$500,000 $500,000

Automobile Liability- Owned, Non-owned and Hired Bodily Injury Each Person $500,000 Bodily Injury Each Occurrence $500,000

1.9 BIDBOND

A Bid bond, certified check or a cashier's check in the amount of five percent (5%) of the contract price shall accompany this bid. The bid bond, certified check or cashier's check shall be made payable without condition to Shawnee County, Kansas, which it is agreed shall be retained as liquidated damages for delay and extra expense caused to Shawnee.County if the bidder fails to execute the contract and furnish the bonds required by the specification. This will be requil'ed of the successful bidder on any annual basis, providing renewal is confirmed at least si.xty (60) days prior to the end of each contract period.

1.10 PERFORMANCE BOND

The successful bidder shall finnish the County a performance bond in an amount equal to One Hundred Percent (100%) of the contract price as security for the faithful perfonnance of the contract. The bond shall be with a surety company authorized to do business in the State of Kansas. The Successful bidder further agrees to furnish said performance bond within ten (1 0) days after award of the contract.

1.11 INDEMNIFICATION

Proposers agree to indemnify and hold harmless the County, its officers, employees, ~md agents, from and against all claims, damages, losses, and expenses arising out of the submission of any proposal and any possible subsequent limitation on the an1ount or type of damages,

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compensation or benefits payable for or by the Proposer or any agent of the Proposer under the Worker's Compensation Act, disability benefit acts or other employee benefits acts.

1.12 MISCELLANEOUS CONDITIONS

By submitting a response to this Request for Proposal, Proposers agree to the following:

1. Alternate proposals will be considered for an award. The County reserves the right to make the final determination of actual equivalency or suitability of such proposals with respect to requirements outlined herein.

2. The County will retain the right to reject any part of or any and/or all proposals received, or to accept any item or items in the proposal, if determined to be non­responsive in any fonn, or if detennined to be in the best interest of the County. It will further be understood that each Proposer's sureties and insurers are subject to the approval of the County.

3. The County may award a contract, based on proposals received, without discussion of such proposals. A Proposer's initial offer should therefore be based on the most favorable terms available from a price and technical standpoint. The County may, however, have discussion with those proposers that it deems in its discretion to fall within a competitive range. It may also request best and final offers from such proposers, and make an award and/or conduct negotiations thereafter.

4. The County reserves the right to negotiate separately with any proposer after the opening of this Request for Proposal when such action is considered in its best interest. Subsequent negotiations may be conducted, but such negotiations will not constitute acceptance, rejection, or a counteroffer on the part of the County.

5. Proposals may not be withdrawn for a period of 90 days following the opening of this Request for Proposal. Prices MUST also be free of duties, fedend, state, and local taxes unless othenvise imposed by a governmental body, and applicable to the material on the proposal.

6. All requested information must be supplied. If you cannot respond to any part of this request, state the reason you cannot respond. You may provide supplemental information, if necessary, to assist Shawnee County in analyzing your proposal.

7. A contractual agreement constitutes the County's offer to the Proposer upon the terms and conditions stated therein.

8. Proposers responding to this RFP must agree to furnish all supplies, materials, labor, equipment, and incidentals necessary to provide the equipment/materials/services described herein and any addendums hereto. Proposer shall submit a list of items they will provide under this contract. Only

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items approved by the Facilities Management Director shall be used in perfonning the contract.

9. In the event that goods or services delivered by the Proposer are unsatisfactory and remain unsatisfactory after a notice and an opportunity to correct the deficiencies, the County reserves the right to purchase substitute goods or services from the other bidders.

10. If a response to this Request for Proposal is accepted, the responder agrees to execute and deliver to the County a contract within thirty (30) days of notice of the award to the Proposer. Contract documents will be subject to any regulations governed by the laws of the State of Kansas and any local resolutions specifically applicable to the purchase. Any dispute arising out of the contract documents or their interpretation will be litigated only within the courts of the State of Kansas.

11. Domestic (Kansas) corporations shall: 1) furnish evidence of good standing in the form of a Certificate signed by the Kansas Secretary of State. Foreign (non­Kansas) corporations shall furnish evidence of authority to transact business in Kansas, in the form of a Certificate signed by the Kansas Secretary of State; and 2) a copy ofthe Corporation Resolution evidencing the authority to sign the Contract Documents, executed by the Corporation's Secretary or Assistant Secretary.

12. The Proposer hereby certifies that he or she has carefully examined all of the documents for the RFP, has carefully and thoroughly reviewed this RFP, understands the nature and scope of the work to be done; and that this proposal is based upon the terms, specifications, requirements, and conditions of the RFP. The Proposer further agrees that the performance time specified is a reasonable time, having carefully considered the nature and scope of the project as aforesaid.

13. Any confidential or proprietary info1mation should be clearly marked. It will be understood that any proposal and any/all referencing information submitted in response to this RFP will become the prope1ty of the County, and will not be returned. The County will use discretion with regards to disclosure of proprietary infonnation contained in any response, but cannot guarantee that infonnation will not be made public. As a governmental entity, the County is subject to making records available for disclosure after Board of Shawnee County Commission approval of the recommendation.

14. The County reserves the right to cancel the work described herein prior to issuance and acceptance of any contractual agreement/purchase order by the recommended vendor even if the County has formally accepted a recommendation.

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15. The County reserves the right to enter into agreements subject to the provisions of the Cash Basis Law (K.S.A. 10-1112 and 10-1113) and the Budget Law (K.S.A. 79-2935). Agreements shall be construed and interpreted so as to ensure that the County shall at all times stay in confoi:mity with such laws, and as a condition of agreements the County reserves the right to unilaterally sever, modify, or tenninate agreements at any time it~ in the opinion of its legal counsel, the Agreement may be deemed to violate the terms of such law.

16. No prepayment of any kind will be made prior to implementation.

17. Successful Proposer may have access to private or confidential data maintained by the County to the extent necessary to carry out its responsibilities of the contract. Proposer shall be responsible for compliance with the privacy provision of the Health Insurance Portability and Accountability Act (HIPAA) and shall comply with all other HIP AA provisions and regulations applicable.

18. The Proposer agrees all data, records and information, which the Proposer, including its agents and employees, obtains access to for the purposes of this proposal, remains at all times exclusively the property of the County. Proposer agrees it will take all reasonable steps and the same protective precautions to protect the County's proprietary information from disclosure to third parties as with Proposer's own proprietary and confidential information. Proposer agrees that all data, regardless of form that is generated as a result of this Request for Proposal is the property of the County.

19. The Proposer agrees to comply with K.S .A. 44-1030, which reads as follows: "The Proposer hereby agrees thaf':

a. He or she will observe the provision of the Kansas Commission on Human Rights and will not discriminate against any person in the petoformance of work under the present contract because of race, religion, color, sex, national origin, ancestry, or physical disability;

b. In all solicitations or advertisements for employees, he or she will include the phrase, 'Equal Opportunity Employer,' or a similar phrase to be approved by the Kansas Commission on Human Rights;

c. If he or she fails to comply with the manner in which he reports to the Kansas Commission on Human Rights, he will be deemed to have breached the present contract, and it may be canceled, terminated, or suspended, in whole or in part, by Shawnee County, Kansas;

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d. If he or she is found guilty of a violation of the Kansas Act Against . Human Rights under a decision, or order of the Kansas Commission on Human Rights which has become final, he or she will be deemed to have breached the present contract, and it may be canceled, terminated, or suspended, in whole or in part, by Shawnee County, Kansas; and, ·

e. He or she will include the provisions of subsections (a) through (d) inclusively of this paragraph in every subcontract or purchase order so that such provision will be binding upon such subcontractor or vendor.

20. By submission of a response, the Proposer agrees that at the time of submittal, it: 1) has no interest (including financial benefit, commission, finder's fee, or any other remuneration) and will not acquire any interest, either direct or indirect, that would conflict in any manner or degree with the perfonnance ofPi:oposer's services, or 2) benefit from an award resulting in a «Conflict ofinterest." A "Conflict of Interest" will include holding or retaining membership, or employment, on a board, elected office, department, division, or bureau, or committee sanctioned by and/or governed by the Board of Shawnee County Commissioners of the County of Shawnee, Kansas. Proposers will identify any interests, and the individuals involved, on separate papel' with the response and will understand that the County may reject their proposal at its sole discretion.

21. No gifts or gratuities of any kind shall be offered to any County employee at any time.

22: The Proposer certifies that this proposal is submitted without collusion, fraud, or misrepresentation as to other proposers, so that all proposals for the project ·will result from free, open, and competitive proposing.

23. The County is exempt from the payment of Federal and excise taxes and from Kansas sales ta,'(,

24. Prior to the opening of proposals, proposers may correct, modify, or withdraw their proposals. A proposer who wishes to withdraw a proposal must deliver the request in writing to the Purchasing Director. Any correction or modification to a proposal must be submitted in writing and in a sealed envelope clearly identifying the envelope as bdng a correction or modification to the Proposer's proposal.

25. Notice: The successful proposer wlll be notified by letter or telephone as soon as possible after bids have been opened, tabulated and analyzed. Unsuccessful proposers will not be notified. However, any proposer may inquire of the Shawnee County Purchasing Department as to the status of its proposal three . business days after the proposal opening.

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SECTION 2: SPECIFICATIONS FOR JANITORIAL SERVICES

2~1 SCOPE

The County is soliciting proposals from janitorial companies in Shavmee County, Kansas who possess the capability and expertise to provide quality janitorial services for the County, according to the requirements of this Request for Proposals (RFP). The purpose of this process is to obtain the necessary janitorial services for the County ~.t a competitive price from a qualified and responsive janitorial service. To inspect the County buildings described. herein, please contact the Director of Facilities Management.

2.2 GENERAL REQUIREMENTS

I. The specifications contained herein are guide specifications. Any exceptions to these specifications shall be so noted. The County reserves the right to ·waive minor technicalities under these specifications. Proposals on items which are "an approved equal" are encouraged unless otherwise noted. The burden of proof regarding "an approved equal" will be upon the Proposer.

II. All personnel shall be capable employees thoroughly trained and qualified in the work assigiled to them.

III. All personnel must observe all regulations in effect at the County building or agency. TV. While on County property, employees shall be subject to the control of the County, but

under no circumstances shall such persons be deemed employees of the County. V. Each piece of the Proposer's equipment shall be maintained in a high state of cleanliness

and repair and marked as owned by the Proposer. Any equipment that is unserviceable or requires repair shall be immediately removed from the County property and replaced with serviceable equipment. The Proposer shall be solely responsible for any equipment left on County property by the Proposer. Any of the Proposer's employees' personal prope1ty brought onto the County property shall be the sole responsibility of the Proposer.

VI. The Proposer will designate a supervisor to meet with the Facilities Management Director or his designees a minimum of once per month to check on the Proposer's perfonnance under the contract.

VII. The Proposer and the Facilities Management Director shall' coordinate the scheduling of work to be performed. The Facilities Management Director shall have final authority for determining the schedule for services.

2.3 COMPENSATION

The County will pay monthly for the costs of the janitorial services upon receiving an invoice from Proposer which complies with the contract resulting from the proposal. Invoices will be paid within thirty (30) days.

Shawnee County reserves the right to reduce the total monthly charge by an appropriate percentage based on square footage, for areas which are under construction, or for areas which for any reason do not require janitorial services. Proposer must indicate in its proposal

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a proposed reduction of price per square foot for areas that may not require janitorial services for · restrooms, locker rooms and showers. Proposer must also indicate in its proposal a proposed reduction of price per square foot for all other areas that may not require janitorial service.

Proposer must provide emergency cleanup work in the event of plumbing failure or similar unavoidable emergency situations as deemed necessary by the Facilities Management Director. Such emergency cleanup work will be paid on an hourly basis. The proposal must include an hourly rate for such work.

2.4. MINIMUM CLEANING REQUIREMENTS

I. Cleruting - Shall include the cleaning of all areas such as offices, conference rooms, stairs, landings, lunchrooms, washrooms, etc., both horizontal and vertical including all contents such as furniture and equipment, except computer equipment. Following are the minimum services required in accomplishing the tasks and frequency schedules.

II. Carpet Cleaning - Shall be accomplished by using a commercial steam or hot water extractor type machine and a detergent compatible with the carpet being cleaned. All furniture must be removed prior to the start of the work and replaced when the carpet is dry.

A carpet is considered clean when all soil and embedded dirt and grit have been removed, it is free of all stains and has been restored to its original appearance, as wear and tear will allow. Immediately after cleaning, the carpet is only slightly damp to the touch.

III. Carpet Vacuuming- Shall be accomplished with a commercial type vacuum with a rotary brush or brush beater bar and shall not cause damage to furniture, doors, trim or other objects.

A floor is considered properly vacuumed when it is free of all dust, dirt, lint and debris (except embedded dirt and grit), including comers, edges and under furniture.

IV. Sweeping- Shall be accomplished with a brush broom or chemically treated dry mop and a sweeping compound to minimize airborne dust and bacteria.

A floor is considered properly swept when it is free of all dust, dirt, grit, lint and debris, including corners, edges and under furniture. ·

V. Damp Mopping- Shall be accomplished with an appropriate stain removal agent, hot water and detergent. The smallest amount of water possible shall be used to perform this work.

A floor is considered properly damp mopped when all dirt, dust, marks, film, streaks, debris and standing water have been removed.

VI. Spray Buffing - Shall be accomplished with a spray application of a floor finish (the same as exists on the floor being spray buffed), followed by thorough machine buffing with a cylindrical or pad type machine.

A floor is considered properly spray buffed when it has a unifonn clean and maximum glossy appearance.

VII. Rloor Refinishing- Shall be accomplished by first strippjng all floor finish usjng a product especiaily prepared for removing the specific finish and compatible with the floor material and mechanical agitation as required, followed by rinsing with plain water. The floor shall be allowed to thoroughly dry, then two (2) coats of a floor finish (acceptable to the County), shall be applied,

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with thorough machine buffing after each coat. All furniture must be removed prior to the start of work and replaced when the floor is diy. The floor fmishing shall include all mopboards, including the bathrooms and corridor mopboards. .

Stripping is considered properly done when all dirt, stains, old floor finish and debris has been completely removed down to the original flooring material.

VIII. Spot Cleaning- Shall be accomplished by using cleaning agents suitable for the stain being removed and compatible with the surface of material being cleaned. ·

A surface or material is considered spot cleaned when it is free of all stains, deposits and soil and is free of cleaning marks.

IX. Cleaning: Walls, Doors, Ducts, Door Grills, Ledges, Furniture and Cabinets- Shall be accomplished by damp cleaning of all surfaces of the object using germicidal detergent solution. NOTE: All heating elements located on a wall and all exposed pipes below head level shall be considered part of the wall for cleaning purposes.

A surface is considered properly cleaned when it is free of film, dirt, stains, tarnish, streaks, lint, cleaning marks and has a uniform clean appearance.

X. Cleaning: Windows, Glass Entrances, Glass or Plexiglass Cases, Mirrors, Miscellaneous Glass - Shall be accomplished by using a cleaning agent fonnulated for the object being cleaned and shall include adjacent surfaces. Scouring powder shall not be u~ed.

A window or glass surface is considered clean when the surface is entirely :free of streaks, film, · deposits, stains and has a uniformly bright appearance.

XI. Cleaning: Light Fixtures - Shall be accomplished by using a detergent solution suitable for the removal of insects without causing damage to the light fixture finish. ·

A light fixture is considered clean when all exposed components are free of dust, loose dirt and lint.

XII. Receptacles, Emptying and Cleaning - Shall include the emptying and cleaning of all waste receptacles as follows: The contents of waste receptacles shall be emptied and stored in an area designated for this purpose. The receptacles shall then be damp wiped or washed with a germicidal detergent solution. Replace all receptacle liners as required with liners supplied by the County.

XIII. Metal Cleaning- Shall be accomplished by using a polishing compound especially prepared for the metal being polished. The type of objects in this category shall include, but is not lirriited to, unpainted metal doors, handrails, kick plates, hinges, push/pull hardware and unpainted metal in elevators.

Metal shall be considered clean when it is free of deposits, tarnish and has a uniform bright appearance. Cleaning compound must be removed from all adjacent areas and crevices.

XIV. Toilets and Urinals - Shall be washed using a sanitary toilet bowl cleaner, both inside and out.· Toilet seats shall be washed with a gennicidal detergent solution. All exposed pipes shall be washed with a germicidal detergent solution and polished with a compound especially prepared for the metal being polishe~. Scouring powder may be used only on ceramic fixtures to remove stubborn stains.

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Y:.v. Wash Basins, Wash Fountains and Drinking Fountains- Shall be washed using a gennicidal detergent solution. All exposed pipes shall be washed with a germicidal detergent solution and · polished with a compound especially prepared for the metal being polished. Scouring powder may be used only on ceramic fixtures to remove stubborn stains.

XVI. Plumbing Fixtw-es - Shall be considered clean when they are free of all stains, soil, dirt, spots, tarnish streaks, cleaning marks, lint, have a unifonn clean bright appearance and are free from offensive odors.

XVII. Lavatory Cleaning- Includes ceramic tile and grout, wainscots, partitions, shower walls and dispensers, shall be washed using a germicidal detergent solution. · Dispensers shall then be polished with a compound especially prepared for the metal being polished·.

These sw'faces shall be considered clean when they are free from all stains, soil, dirt, streaks, lint cleaning marks and have a uniform clean appearance.

XVIII. Lavatory Floor Cleaning - Shall be dry swept and then washed usmg a germicidal detergent solution suitable for the floor material being washed.

A lavatory floor is considered clean when it is free of all soil, dirt, stains, streaks, debris, offensive odors and standing water has been removed. NOTE: Lavatory floor refinishing shall be accomplished when all floors in the same area are scheduled for refinishing.

XiX. Dispenser Servicing - Shall be accomplished by using supplies provided by the County and shall include dispensers of all types.

XX. Trash Removal - All non-biohazard trash is to be removed by the Contractor and transported to the building dumpster located outdoors. All non-biohazard trash shall be placed in plastic trash bags and sealed with twist ties or similar products prior to placing into dumpster. The County shall supply all of the trash bags. Shawnee County Health Agency Annexes' biohazard trash is to be removed according to specified County procedures by the Contractor and deposited in the appropriate holding areas as designated by the site manager.

2.5 SPECIFICATIONS FOR JANITORIAL SERVICES AT THE SHAWNEE COUNTY COURTHOUSE

!.Exclusions: Pmtions of the Shawnee County Courthouse which do not need to be included in the proposal include:

a. The Penthouse b. Computer Room #305 c. Computer Room # 200 d. Purchasing Stockroom, except that the Purchasing Stockroom should be

stripped and wa'{ed two (2) times a year during business hours. e. Sub Basement Rooms SB-1 t SB-12 and SB-13.

II.Services to be provided between the hours of 8:00 am to 5:00 pm every Monday, Tuesday, Wednesday, Thursday and Friday:

a. Proposer shall furnish two (2) employees to work a mirumum of seven (7) hours per weekday, between the hours of 8:00 AM and 5:00 PM, for the purpose of cleaning the following:

i. Inaccessible Areas- Vault, secured areas. ii. Women's Restrooms- Spot cleaning, paper restocking.

iii. Trash Removal - Areas with excessive trash.

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iv. Entry Ways - Window cleaning, vacumning, damp mopping, trash removal. . .

v. Service Calls - Dispatched by offices as needed. · III. Services to .be provided outside ofbusiness hours on Tuesdays and Fridays:

a. Clean lavatories; · b. Clean lavatory floors; c. Clean miscellaneous glass; d. Spot clean glass entrances e. Spot clean glass mirrors £ Spot clean windows and all glass g. Empty and clean receptacles; h. Sweep floors; i. Damp mop floors; j. Spot clean floors; . k. Spot clean carpeting; 1. Spot clean other surfaces; m. Spot clean walls and doors; n. Vacuum carpet and mats; o. Clean and disinfect toilets and urinals; p. Clean wash basins; q. Clean and disinfect drinking fountains; r. Fill service dispensers; s. Remove trash; t. Clean and empty exterior smoking receptacles

IV.Services to be provided once weekly: a. Cleaning walls, doors, ducts, door grills, ledges, furniture and cabinets. b. Cleaning windows, glass entrances, glass or plexiglass cases mirrors and misc.

glass. c. Spray buffing. d. Metal cleaning.

V.Services to be provided semiannually: a. Carpet Cleaning - All carpets b. Wall Cleaning- All walls · c. Light Fixture Cleaning - All fixtures d. Floor Refinishing- All floors e. Window Cleaning (Inside and Outside)- All windows

2.6 SPECIFICATIONS FOR JAt~ITORJAL SERVICES AT THE NORTH ANNEX I. Services to be provided between the hours of 8:00 am to 5:00 pm on Tuesdays and

Fridays: a. Proposer shall furnish one (1) employee to work a minimum of seven (7)

hours per weekday between the hours of 8:00 AM and 5:00 PM, for the purpose of cleaning the following:

i. Inaccessible Areas- secured areas, mechanical rooms. n. Restrooms - Spot cleaning, paper restocking.

iii. Trash Removal - Areas with excessive trash.

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iv. Entry Ways - Window cleaning, vacuuming, damp mopping, trash policing and removal. ·

v. Service Calls - Dispatched by offices as needed. II.Services to be provided outside of business hours on Tuesdays and Fridays:

a. Lavatory Cleaning b. Lavatory Floor Cleaning c. Miscellaneous Glass Cle'aning d. Spot Clean Glass Entrances e. Spot Clean Glass Mirrors f. Spot Clean Windows and all Glass g. Receptacle Emptying and Cleaning · h. Sweeping i. Damp Mopping j. Spot Clean Floors k. Spot Clean Carpeting 1. Spot Clean Other Surfaces m. Spot Clean Walls and Doors n. Carpet Vacuuming o. Clean Toilets and Urinals p. Clean Wash Basins q. Clean Drinking Fountains r. Service Dispensers s. Trash Removal t. Clean and Empty Exterior Smoking Receptacles

III. Services to be provided once weekly: a. Cleaning walls, doors, ducts, door grills, ledges, furniture and cabinets. b. Cleaning windows, glass entrances, glass or plexiglass cases mirrors and misc.

glass. c. Spray buffing. d. Metal cleaning.

IV.Services to be provided semiannually: a. Carpet Cleaning - All carpets b. Wall Cleaning- All walls c. Light Fixture Cleaning - All fL'dures d. Floor Refmishlng- All floors e. Window Cleaning (Inside and Outside)- All windows

2.7 SPECIFICATIONS FOR JANITORIAL SERVICES AT THE LAW ENFORCEMENT CENTER

I.Genexal requirements specific to the Law Enforcement Center: a. The Law Enforcement Center includes the Shawnee County Sheriff's Office,

the Sha\vnee County Coroner's Office and the Shawnee County Consolidated Emergency Communications Center.

b. All routine cleaning of the areas of the Shawnee County Law Enforcement Center shall be perl'onned between the hours of 8:00 AM and 4:00 PM weekdays, excluding County holidays. Any cleaning. the Proposer wants to accomplish outside of those times may be requested through the building

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liaison. The building liaison will determine whether the request will be allowed.

c. If an office or area is occupied and cannot be cleaned' according to schedule, the Proposer or its designee will note the area, advise the building liaison and make sure the cleaning is completed the following day.

II.Services to be provided between the hours of 8:00 am to 4:00 pm every Monday, Wednesday, and Friday:

a. Proposer shall furnish two (2) employees to work a minimum of seven (7) hours per weekday, between the hours of 8:00 AM and 4:00 PM, for the purpose of cleaning the following:

i. Dust furniture, work surfaces, window ledges, file cabinets, horizontal surfaces, kickboards, etc~

ii. Power vacuum all carpeted areas in all rooms that are carpeted and all rug-like floor mats;

iii. Empty all wastebaskets and remove all trash to place of disposal and replace liners;

iv.. Sweep all tile floors with chemically treated dust mops; v. Clean and disinfect lavatories and fixtures and damp mop floors~

vi. Service towel, soap and tissue dispensers; vii. Damp mop all tile areas; viii. Clean both sides of glass doors, door glass and adjacent glass; ix. Clean all mirrors; x. Clean all drinking fountains;

xi. Wipe down all phone surfaces with disinfectant cleaner; xii. Report any broken or damaged items or materials to facility liaison. xm. Respond to any service calls as requested by the building liaison.

III. Services to be provided one time per week between the hours of 8:00 AM and 4:00 PM: a. High and low dust walls, ledges and HV AC intakes and duct fixtures; b. Remove spots and fingerprints from work surfaces, walls, doors, light

switches, woodwork, kick plates, etc.; c. Remove spots from carpeting using carpet shampoo or solvent; d. Spray buff or buff tile floors; e. Wash and disinfect restroom walls and floors; f. Spot clean all glass; g. Sweep outside steps, porches and sidewalks; h. Clean and empty exterior smoking receptacles; i. Damp mop, with hot water only, large rubber mosaic floor mats.

IV.Services to be provided one time per month: a. Power vacuum upholstered furniture and mini-blinds and vertical blinds.

V.Services to be provided once per quarter, or more frequently as needed: a. Strip, seal, scrub, polish, buff, etc., all resilient tile floors to maintain floors in

a clean, lustrous appearance at all times; b. Deep clean carpets; c. Wash all windows, interior and exterior.

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2.8 SPECIFICATIONS FOR JANITORIAL SERVICES AT THE ELECTION ANNEX

I. General Requirements for the Election Annex a. All cleaning shall be done at a time agreeable to the Shawnee County Election

Commissioner. b. Areas to be cleaned at the Election Annex include:

i. The entr~ceway; u. All hallways and public areas; iii. All office areas; iv. All meeting rooms; v. Six (6) restrooms.

II. Services to be provided on Tuesdays and Fridays: a. Dust furniture, window ledges, file cabinets, horizontal surfaces, kick boards,

etc.; · b. Power vacuum all·carpeted areas in all rooms that are carpeted; c. Empty all wastebaskets and remove all trash to place of disposal, replace

liners as necessary; d. Sweep all tile floors with chemically treated dust mops; e. Clean and disinfect lavatories and fixtures and damp mop floors; f. Service towel, soap and tissue dispensers; g. Turn off all lights; h. Damp mop all tile areas; i. Clean both sides of glass doors; j. Sweep outside steps, porches and sidewalks; k. Clean and empty exterior smolcing receptacles.

III. Services to be provided once a week: a. High and low dust walls, ledges and heating units; b. Remove spots and fingerprints from walls, doors, light switches, woodwork,

kick plates, etc.; c. Remove spots from carpeting using carpet shampoo or solvent; d. Spray buff or buff the tile floors; e. Wash and disinfect restroom walls and floors; f. Spot clean all glass.

N. Services to be provided once per month: a. Strip, seal, scrub, polish, buff, etc., all resilient tile floors to maintain floors in

a clean, lustrous appearance at all times; b. Power vacuum upholstered furniture and mini-blinds and vertical blinds.

V. Services to be provided twice a year: a. Deep clean carpet; b. Wash all windows, interior and exterior.

2.9 SPECIFICATION.FOR JANITORIAL SERVICES AT THE SHAWNEE COUNTY HEALTH AGENCY:

I. General Requirements for Shawnee County Health Agency: a. The Shawnee County Health Agency locations to be cleaned include:

i. The Community Health Center Main Clinic located at 1615 SW 8111;

li. The VanSickle/Thorn building located at 2115 SW 1 01h; iii. The California Clinic located at 2025 SE California.

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iv. The LHD office located at the Central Park Community Center, 1534 SW Clay.

II.

b. All cleaning at the Shawnee County Health Agency locations shall be perfonned after business hours, which on Tuesdays extend to 7:00PM. Services to be provided every Monday, Wednesday and Friday:

a. Vacuum and spot clean carpet; b. Sweep, spot clean and damp mop all tile floors; c. Clean lavatories, including floor, toilets, urinals and washbasins; d. Clean wash fountains; e. · Clean drinking fountains;

g. III.

f. Service dispensers including toilet paper, paper towels, etc.; Remove trash with includes both biohazard and non-biohazard trash. Services to be provided one per week:

IV.

v.

VI.

a. Clean . walls, doors, ducts, door grills, ledges, furniture cabinets and restroom partitions;

b. Clean all glass and plexiglass; c. Spot clean windows; d. Damp clean edges; e. Spot clean all other surfaces.

Services to be provided twice per month: a. Clean trash receptacles; b. High speed buff all tile floors.

a. b.

Services to be provided quarterly: Refinish all tile floors; Clean all windows on the interior and exterior; Services to be provided twice per year:

a. Clean all walls b. Clean all light fixtures.

2.10 SPECIFICATIONS FOR JANITORIAL SERVICES AT THE TREASURER'S ANNEX:

I. Services to be provided Monday, Tuesday, Wednesday, Thursday and Friday: a. Empty ali trash containers and replace soiled basket liners as required; b. Remove trash to disposal areas; c. Dust tops of desks, furniture, window ledges, telephones, partitions, file

cabinets, dispensers and other horizontal surfaces; d. Straighten magazines and periodicals on reception tables; e. Spot clean glass; f. Spot clean walls; g. Wash both sides of glass doors; h. Remove fingerprints from around doors and light switches; i. Clean doorknobs/push plates with a disinfectant cleaner; j. Power vacuum aU carpeted areas and carpeted mats; k. Spot clean carpets; 1. Dust mop all hard surface floors; damp mop to remove spillage; m. Secure office doors and tum off all lights; n. Report all irregularities to management;

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o. Restock all paper towels, toilet tissue, deodorizers and soap dispensers in restrooms;

p. Clean top, bottom, side surfaces and inside and outside of all toilets, toilet · seats, and urinals using a disinfectant cleaner;

q. Clean mirrors in bathrooms; r. Mop floors in bathrooms using a disinfectant cleaner; s. Clean and polish all bright work in bathrooms; t. Clean, disinfect and polish drinking fountains; u. Clean table tops in break room with disinfectant cleaner; v. Wipe down chair seats and arms in break room; w. Wipe down fronts of vending machines, coffee makers, ice machines,

refrigerators, etc. in breakroom; x. Spot clean front of cabinet doors and inside and outside of microwaves in

breakroom; y. Maintain janitor closets in orderly and clean condition; z. Respond to service calls as requested by office staff.

II. Services to be provided once a week: a. Dust all lower areas of chairs, file cabinets, desks, etc.; b. Dust tops of picture frames and high ledges; c. High dust partitions and other vertical surfaces; d. Wipe down stall partitions and doors in restrooms; e. Clean toilets and urinals with non-acid bowl cleaner; f. Poor water into floor drains in restrooms; · g. Spot wash fingerprints from wall areas.

III. Services to be provided once a month: a. Dust high wall areas and remove cobwebs; b. Power vacuum upholstered furniture; c. Vacuum all ceiling air vents and air diffusers; d. Dust venetian blinds; e. Damp wipe fire extinguishers; f. Damp wipe and clean wall time in restrooms using a disinfectant cleaner.

IV. Services to be provided quarterly: a. Edge vacuum all exposed baseboards with crevice tool as needed; b. Machine scrub ceramic tile restroom floors; c. High dust all wall areas; d. Buff/spray buff and maintain hard surface floors.

V, Services to be provided every six months: a. Clean all baseboards and door jambs; b. D1.1st with treated clothes all wood wall surfaces.

VI. Services to be provided annually: a. Strip and wax floors.

SECTION 3: SPECIFICATIONS FOR OPTIONAL JANITORIAL SERVICES Provide an individual price for each optional service described below and a total price for all of the optional services combined. The County may include or remove these optional services in part or in full from the final contract at its discretion,

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3.1 OPTIONAL SERVICE 1: I. Provide the services listed in section 2.9 (II) for the following three Shawnee

County Health Agency locations an additional two days of the week on Tuesdays and Thursdays.

a. The Community Health Center Main Clinic located at 1615 SW 8th; b. The VanSicklen'hom building located at 2115 SW lOth; c. The California Clinic located at 2025 SE California.

3.2 OPTIONAL SERVICE 2: Provide all services listed in Sections 2.9 (II) thl'Ough (VI) at the frequency listed therein for the Shawnee County Health Agency Local Health Department portion of the building located at 1615 SW gth.

3.3 OPTIONAL SERVICE 3: I. Provide the following services at the Crestview Community Center

located at 4801 SW Shunga Drive: a. Two Times a Week:

1. Clean lavatories; 2.Clean lavatory floors; 3.Clean miscellaneous glass; 4.Spot clean glass entrances 5.Spot clean glass mirrors 6.Spot clean windows and all glass 7.Empty and clean receptacles; 8.Sweep floors; 9.Damp mop floors; 10. Spot clean floors; ll. Spot clean carpeting; 12. Spot c]ean other surfaces; 13. Spot clean walls and doors; 14. Vacuum carpet and mats; 15. Clean and disinfect toilets and urinals; 16. Clean wash basins; 17. Clean and disinfect drinking fountains; 18. Fill service dispensers; 19. Remove trash; 20. Clean and empty exterior smoking receptacles 21. Respond to service calls as requested by County Parks and Recreation

staff. b. Two Times a Year:

l.Carpet Cleaning- All c·arpets 2. Wall Cleaning- All walls 3.Light Fixture Cleaning- All fixtures 4.Floor Refinishing- All floors 5.Window Cleaning (Inside and Outside)- All windows

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. . -··--·---------___J

')

3.4 OPTIONAL SERVICE 4: Provide all the services described in section 3.3 (I) (a) & (b) above two times a week at the Garfield Community Center, located at 1600 NE Quincy.

3.5 OPTIONAL SERVICE 5: Provide all the services described in section 3.3 (1) (a) & (b) above two times a week at the Oakland Community Center located at 801 NE Poplar.

3.6 OPTIONAL SERVICE 6: Provide all the services described in section 3.3 (I) (a) & (b) above two times a week at the Hillcrest Community Center located at 1800 SE 21st.

3.7 0PTIONALSERVICE7: Provide all the services described in section 3.3 (I) (a) & (b) above two times a week at the Central Park Community Center located at 1534 SW Clay, excluding the portion in which the Shawnee County Health Agency operates.

3.8 OPTIONAL SERVICE 8: Provide all the services described in section 3.3 (I) (a) & (b) above two times a week at the Rice Community Center, located at 432 SE Norwood.

3.9 OPTIONAL SERVICE 9: Provide all the services described in section 3.3 (1) (a) & (b) above two times a week at the offices and meeting rooms located in the Bettis Family Spmis Complex located at 3025 SE Croco.

3.10 OPTIONAL SERVICE 10: Provide all the services described in section 3.3 (1) (a) & (b) above two times a week at the Helen Hocker Theater located at 700 SW Zoo Parkway.

3.11 OPTIONAL SERVICE 11: Provide all the services described in section 3.3 0) (a) & (b) above two times a week at the Shawnee County Parks and Recreation Administration Office located at 3137 SE 29th St.

3.12 OPTIONAL SERVICE 12: Provide a price per square foot for carpet cleaning on an as needed basis at any of the Shawnee County locations.

SECTION 4: PROPOSAL RESPONSE FOR.t'\1

This is the Proposal of _____________ , (Proposer) for Shawnee County Request for Proposal No. 062-11.

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_____________ ,_ .... ·- ..

l I 1 I

Proposer agrees to provide services in conformance with the request for proposals for an initial period of one (1) year with the option of two (2) annual renewals. The fees will remain the same during the annual contract period unless otherwise mutually agreed.

SCHEDULE OF PRICES Quotation# 062-11

Bidding Item TOTAL PRICE PER MONTH

1. COURTHOUSE- 200 SE 7TH $ _____ _

2. NORTH ANNEX -1515 NW Saline $. _____ _

3. LAW ENFORCEMENT CENTER- 320 S. Kansas $ _____ _

4. ELECTION ANNEX- 911 SW 37th St. $. _____ _

5. HEALTH AGENCY- MAIN -1615 SW gth $. _____ _

6. HEALTH AGENCY -VanSickle/Thom-2115 SW lOth $ _____ _

7. HEALTH AGENCY- CalifomiaClinic-2025 SECalifomia $ ______ _

8. HEALTH AGENCY- Central Park- 1534 SW Clay $ _____ _

9. TREASURER'S ANNEX- 5938 SW 17th, Ste. 500 $ _____ _

10. TOTAL BID PRICE- ALL LOCATIONS $ _____ _

11. Proposed reduction in price per square foot when cleaning area blocked: $ !SF.

12. Proposed hourly rate for emergency cleanup: $---,-------'/hour.

Optional Services

A Optional Service 1 $ _____ _

B. Optional Service 2 $ _____ _

C. Optional Service 3 $ _____ _

D. Optional Service 4 $. _____ _

E. Optional Service 5 $ ______ _

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F. Optional Service 6 $ _____ _

G. Optional Service 7 $ ______ _

H. Optional Service 8 $ _____ _

I. Optional Service 9 $ _____ _

J. Optional Service 1 0 $" _____ _

K. Optional Service 11 $" _____ _

L. TOTAL BID PRICE-ALL OPTIONAL SERVICES $ _____ _

M. Optional Service 12: Price per square foot of carpet cleaning as needed: $_---'-J_/_1_/_' __

LETTERS OF RECOMMENDATION

Identify at least two (2) clients, similar in composition to that of the County, who have direct knowledge of your fum's perfonnance for similar services and from whom you are submitting letters of recommendation

1. Organization:

Address:

Contact Person: Phone:. ____ _

Date of Services:

Briefly Describe Scope of services:

2. Organization:

Address:

Contact.Person: Phone:

Date of Services:

Briefly Describe Scope of services:

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L .. " _________ _

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ADDITIONAL lNFOR.'\1ATION

The following additional infonnation is requested in order to assist the County in evaluating your ability to provide the services requested. Films must specifically address in their proposal each of the following items, in the order listed below:

1. Discuss how the required services will be provided. 2. Describe any characteristics or capabilities, which m~y make the Proposer uniquely

qualified to provide the services to the County. 3. Provide a description of your firm, its organization, size and nature of general services,

office facilities available, and a description of any special equipment, which will assist in fulfilling the services solicited herein.

4. Discuss the EDI capabilities, which your institution can provide which will benefit the County and ensure rapid facilitation of tax transaction processing and funds availability.

5 .. Discuss any additional information necessary to assist the County in evaluating your proposal.

CERTIFICATION

The undersigned, on behalf of the Proposer, certifies that:

1. this offer is made without previous understanding, agreement or connection with any person, finn, or corporation making a proposal on the same proje-ct;

2. is in all respects fair and without collusion or fraud;

3. the person whose signature appears below is legally empowered to bind the finn in whose name the proposal is entered;

4. they have read the complete Request for Proposal and understand all provisions;

5. if accepted by the County, this proposal is guaranteed as written and amended and will be implemented as stated; and

6. any mistakes in the submitted proposal will be the Proposer's responsibility.

FinnNmne ________________________________________________________ __

Contact _____________________________________________________________ _

Address ----------------------- City/State--------- Zip ______ _

Phone --------------------- Fax --------------- Hours _______ __

Website. _____________________ Email ______________________ _

Tax Payer I.D. Number _______________________ _

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.... ,,.,' 1-

Number Of Locations ----~·Number Of Persons Employed ____ _

WebSiteAddress ---------E-Mail------'------

Type Of Organization: Public Corporation Private Corporation __ _ Sole Proprietorship_ Piuinership_ Minority Business_ Woman-Owned Business __ _ Small Business Manufacturer Distributor_ Retail Dealer

We Acknowledge Receipt Of Addendums: All addendum(s) are posted to our RFQIRFP web page and it is the firm's responsibility to check and confirm all addendum(s) related to this document by going to www.snco.us/purchasing

Addendum# __ DATED ___ ; Addendum# __ DATED __ _

In submitting a response to this document, firm acknowledges acceptance of all requirements stated herein and ~as clearly delineated and detailed any exceptions.,£ •

Signatur~{.L.c:vtn¥- Title ~~:;JL-_

25

Rev. I 0/2003 ATTACHMENT TO

SHAWNEE COUNTY CONTRACT C ___ _

CONTRACTUAL PROVISIONS ATTACHMENT The undersigned parties agree that the following provisions are hereby incorporated into the contract to which it is attached and made a part thereof, said contract being dated the ___ day of ---------· 20_.

I. TERMS HEREIN CONTROLLING PROVISIONS. It is expressly agreed that the terms of each and every provision in this attachment shall prevail and control over the terms of any other conflicting provision in any other document relating to and a part of the contract in which this attachment is incorporated.

2. AGREEMENT WITH KANSAS LAW. It is agreed by and between the undersigned that all disputes and matters whatsoever arising under, in connection with or incident to this contract shall be litigated, if at all, in and before a Court located in the State of Kansas, U.S.A, to the exclusion of the Courts of any other states or country. All contractual agreements shall be subject to, governed by, and constmed according to the laws of the State of Kansas.

3. TERMINATION DUE TO LACK OF FUNDING APPROPRIATION. Shawnee County is subject to the Kansas Cash Basis Law, K.S.A. 10-1101 et seq. If, in the judgment of the Financial Administrator, Audit-Finance Office, sufficient funds are not appropriated to continue the function performed in this agreement and for the payment of the charges hereunder, County may terminate this agreement at the end of its current fiscal year. County agrees to give written notice of termination to contractor at least thirty (30) days prior to the end of its current fiscal year. Contractor shall have the right, at the end of such fiscal year, to take possession of any of contractor's equipment, leased or otherwise, provided to County under the contract. County will pay to the contractor all regular contractual payments incurred through the end of such fiscal year, plus contractual charges incidental to the return of any such equipment. Upon termination of the agreement by County, title to and possession of any equipment purchased by the County under the contract, but not fi.tlly paid for, shall revert to contractor at the end of County's current fiscal year. The termination of the contract pursuant to this paragraph shall not cause any penalty to be charged to the County or the contractor.

4. DISCLAIMER OF LIABILITY. Neither the County of Shawnee nor any department thereof shall hold harmless or indemnify any contractor for any liability whatsoever.

5. ANTI-DISCRIMINATION CLAUSE. The contractor agrees: (a) to comply with the Kansas Act Against Discrimination (K.S.A. 44-1001 et seq.) and the Kansas Age Discrimination in Employment Act, (K.S.A. 44-1111 et seq.) and the applicable provisions of the Americans With Disabilities Act (42 U.S.C. 12101 et seq.) [ADA] and to not discriminate against any person because of race, religion, color, sex, disability, national origin or ancestry, or age in the admission of access to or treatment or employment in, its programs or activities; (b) to include in all solicitations or advertisements for employees, the phrase "equal opportunity employer"; (c) to comply with the reporting requirements set out in K.S.A. 44-1031 and K.S.A. 44-1116; (d) to include those provisions in every subcontract or purchase order so that they are binding upon such subcontractor or vendor; (e) that a failure to comply with the reporting requirements of (c) above or if the contractor is found guilty of any violation of such acts by the Kansas Human Rights Commission, such violation shall constitute a breach of contract; (t) if the contracting agency determines that the contractor has violated applicable provisions of ADA, that violation shall constitute a breach of contract; (g) if (e) or (t) occurs, the contract may be cancelled, terminated or suspended in whole or in part by the County. Parties to this contract understand that subsections (b) through (e) of this paragraph number 5 are not applicable to a contractor who employs fewer than four employees or whose contract with the County totals $5;000 or less during this fiscal year.

6. ACCEPTANCE OF CONTRACT. T11is contract shall not be considered accepted, approved or otherwise effective until the required approvals. and certifications have been given· and this is signed by the Board of County Commissioners of the County of Shawnee, Kansas.

7. ARBITRATION. DAMAGES, WARRANTIES. Notwithstanding any language to the contrary, no interpretation shall be allowed to find the County has agreed to binding arbitration, or the payment of damages or penalties upon the occurrence of a contingency. Further, the County shall not agree to pay attorney fees and late payment charges; and no provisions will be given effect which attempts to exclude, modify, disclaim or otherwise attempt to limit implied warranties of merchantability and fitness for a particular purpose.

8. REPRESENTATIVE'S AUTHORITY TO CONTRACT. By signing this document, the representative of the contractor thereby represents that such person is duly authorized by the contractor to execute this document on behalf of the contractor and that the contractor agrees to be bound by the provisions thereof.

9. RESPONSIBILITY FoRT AXES. The County shall not be responsible for, nor indemnify a contractor for, any federal, state or local taxes which may be imposed or levied upon the subject matter of this contract.

10. INSURANCE. The County shall not be required to purchase, any insurance against loss or damage to any personal property to which this contract relates, nor shall this contract require the County to establish a "self-insurance" fund to protect against any such loss or damage. Subject to the provisions of the Kansas Tort Claims Act (K.S.A. 75-6101 et seq.), the vendor or lessor shall bear the risk of any loss or damage to any personal property to which vendor or lessor holds title.

Title: '

G- 15- c;/e/3 Date:

BOARD OF COUNTY COMMISSIONERS SHAWNEE COUNTY, KANSAS

Michele A. Buhler, Chair

Date:

ATTEST:

Cynthia A. Beck, Shawnee County Clerk

Date:

To:

From:

Shawnee County H ( Department of Public Works

1515 N.W. SALINE STREET • SUITE 200 • TOPEKA, KANSAS 66618-2867 785-233-7702 FAX 785-291-4920

THOMAS C. VLACH, P.E. DIRECTOR OF PUBLIC WORKS

COUNTY ENGINEER

MEMORANDUM

June 25, 2013

Board of County Commissioners

Thomas C. Vlach, P .E. ~ Director of Public Works

Re: Resolution Authorizing the Placement and Maintenance of Certain Traffic Control Devices- Temporary "No Parking" Signs

Attached, for your consideration, is a resolution authorizing the installation and maintenance of temporary "No Parking" signs for the Sherwood Lake Club's Fourth of July activities.

Also, the letter of request submitted by Sherwood Lake Club is attached for your information.

The County Counselor's office has reviewed the resolution as to form and legality.

I will be happy to answer any questions you may have regarding this matter.

Attachments

Janet Morissey

SHERWOOD LAKE CLUB, INC. 6910 Fountaindale Road

Topeka, KS 66614

Shawnee County Department of Public Works 1515 NW Saline Topeka, KS 66618

RE: REQUEST FOR RESOLUTION AUTHORIZING THE PLACEMENT AND MAINTENANCE OF CERTAIN TRAFFIC CONTROL DEVICES. COUNTY RESOLUTION REQUESTED.

Dear Janet:

The Board of Directors of Sherwood Lake Club Inc. has approved a plan to help alleviate traffic congestion and assure access by emergency vehicles in certain areas which will be affected by abnormal traffic during the .2013 Fourth of July activities at Lake Sherwood~ ·

The Board asks your permission and assist~ Parking" signs at the following locations:

1 . No parking on the south side {lake side) Fountaindale Road.

2. No parking on the north side of Fountair Road, west to the Sherwood Clubhouse Friar Road.

3. No parking on either side of Urish Road Nottingham from Urish Road to 1 00 fee

The Board has requested the "No Parking" intervals if possible, since people have trie Installation of the signs should be made nc with removal on Friday, July 5th.

at

'eet

Also requested are three barricades for the parade that begins at 11 :30 a.m. July 4th. It is our understanding that the fee for the barricades is included in the $95.00 county fee. Three barricades are needed at these locations:

1. Fountaindale and Friar Road {beginning of parade) 2. Fountaindale at Sherwood Court on Fountaindale (parade turns on Sherwood Court

enroute to the beach)

3. Sherwood Court and Nottingham Road (blocking car entry to beach. Beach is the termination point of the parade)

Enclosed is a check in the amount of $95.00 representing the fee for service pertaining to this resolution request. The Board and the Lake Sherwood community appreciate the assistance you and the Department of Public Works have given us in the past. Thank you in advance for your help this year.

Sherwood Lake Club

RESOLUTION NO. 2013-__

A RESOLUTION AUTHORIZING THE PLACEMENT AND MAINTENANCE OF CERTAIN TRAFFIC CONTROL DEVICES

SPONSORED BY COMMISSIONER BUHLER

WHEREAS, The Board of County Commissioners of the County of Shawnee,

Kansas has authority under K.S.A. 8-2001 et seq. to regulate, warn, and guide traffic

upon all streets, roads, and highways. under its jurisdiction; and

WHEREAS, the Sherwood Lake Club Board of Directors has requested

permission to post temporary "No Parking" signs on certain streets around the beach area

every 100 feet. Installation of the signs should be made no later than 4:00 p.m. on

Wednesday, July 3, 2013, with removal on Friday, July 5, 2013, for the purpose of

hosting the annual Fourth of July activities;

NOW, THEREFORE, the Board of County Commissioners of the County of

Shawnee, Kansas, meeting in regular session this ___ day of ______ ,, 2013,

does hereby resolve as follows:

1. Traffic Control Devices shall be placed and maintained at the location(s)

indicated below:

DEVICES: No Parldng Signs PLACED BY: Shawnee County Public Works Department MAINTAINED BY: Shawnee County Public Works Department

· LOCATION: Sherwood Court- no parking on the south side (lake side) of Sherwood Court, from Nottingham to Fountaindale Road. Fountaindale Road - no parking on the north side of Fountaindale Road from the intersection of Urish Road,

RECOMMENDED BY:

west to Sherwood Clubhouse at 6910 Fountaindale Road and ending at Friar Road. Urish Road- no parking on either side ofUrish Road from SW 33ra Street to Nottingham Road. Nottingham Road - no parking on either side of Nottingham Road from Urish Road to 100 feet east of Sherwood Court.

BOARD OF COUNTY COMMISSIONERS SHAWNEE COUNTY, KANSAS

~C..~ Thomas C. Vlach, P .E. Director ofPublic Works

ATTEST:

Cynthia A. Beck, Shawnee County Clerk

APPROVED AS TO FORM AND LEGALITY

Michele A. Buhler, Chair

Robert E. Archer, Vice-Chair

Kevin J. Cook, Member

BY THE SHAWNEE COUNTY CO NSELOR'S OFFICE

DATE J:'.-(, { J BY (. r---- ---------

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June 19, 2013

To: Board of Commissioners Shawnee County

:\

From: John E. Knight, Director , }..-. ...._., Parks & Recreat10n

Re: Work Session- Holliday Park

SH.-\ \YI"iEc: couJ1/or Jc f.e.J 5 i I? I')

P-1.RKS & RECREr\ TIO:'-i

JOH01 E. KNIGHT

DIRECTOR

3137 SE 29TH ST. TOPEKA, Ks 66605-1885

(785) 251-2600 john.knight@snco.us

Board of Commissioners consideration and direction is requested regarding renovations and improvements to Holliday Park and for the transfer of user fees to the Shawnee County Parks & Recreation Building Maintenance Fund. The department placed a request before the Board of Commissioners on the May 20, 2013 Agenda. The Commission specifically requested additional information and no formal action was taken.

The estimated cost for the complete renovation is $112,295. Department staff will present options available to the County including separating the project construction into phases. Holliday Park is located at 1200 SW Western and includes approximately a quarter acre of park space and a separate landscaped island. The island protruded into Huntoon Street and has been destroyed on several occasions by vehicles. Parks & Recreation removed the island and has proposed replicating the island into a consolidated Holliday Park.

The use of the Parks and Recreation Building Maintenance Fund to fund the project is recommended. The Parks and Recreation Building Maintenance Fund was established to finance repairs, remodel, upgrade, and/or replace Parks and Recreation buildings and facilities. Recently this fund was amended to address the vehicle and equipment needs as well. The Parks and Recreation Building Maintenance Fund is funded through transfers of a portion of user fees, produced by Parks & Recreation programs, facilities and events.

JEK/gcl Attachment

Members of the County Commission Members of the Topeka City Council City Manager Jim Colson:

On April 25, 2013, Historic Holliday Park neighbors met at the monthly Historic Holliday Park Neighborhood Improvement Association (HHPNIA) meeting to discuss the historic circle at the southern point of Holliday Park. County Commissioner Kevin Cook, City Councilwoman Karen Hiller, John Knight, County Parks and Recreation director, and County Commissioner Cook's executive assistant, along with 12 neighbors attended the meeting. Neighbors strongly feel that this historic circle is an integral part of the neighborhood that should be preserved.

Following discussion and a review of a blue print Bill Riphahn had prepared for our review, the neighborhood agreed to the following:

1. The Circle will be moved approx. 10 feet north (the circle is 30 feet diameter) and incorporated into the Park, as presented in the blue print prepared by Bill Riphahn. A limestone curb will be installed around the edge of the circle and on the new connecting curbs of the Park. The County will fill in the space with dirt and plant grass.

2. The limestone curb will be installed, approx. 13" above grade. (The City has recycled limestone curb, no money will need to be spent on purchasing limestone)

3. Points 1 and 2 will occur w/in 60 days of April 25th, weather permitting. 4. The water line, underground electricity, brick sidewalk and fence will be extended to the circle. 5. The circle will become part of the Park, and the County will be responsible for flowers and

upkeep. 6. The entire project will be complete by November 15

t, weather permitting.

Thank you for working with HHPNIA on this project to have a positive resolve that makes Holiday Park and the City of Topeka a more beautiful place to call home.

Please contact Nikki Daniels if there are any questions.