Okaloosa County BOCC — 2013 meeting #1141 (date undetermined) — WA Final Pay 1 — reading text

CONTRACT/LEASE PAYMENT APPROVAL FORM COMPLETE AND FORWARD TO THE NEXT DEPARTMENT COMPLETED BY DEPARTMENT pate: 06/10/2013 VENDOR NAME: Warren Averett LLC VENDOR #: 21200535 CONTRACT/LEASE#: C10-1809-FIN TASK COUNTY/FEMA VENDOR BUDGET INVOICE # ORDER # PROJECT# — | pepartmEnrs| SCCOUNT# AMOUNT $ (If Applicable) (If Applicable) 4023952 0114 532001 $ 12,883.00 TOTAL $ 12,883.00 APPROVED FOR PROGRESS PAYMENT (please sign, as applicable and date) CONTRACTOR'S ENGINEER/ARCHITECT/PROJECT MANAGER: DATE: COUNTY SUPERVISOR/PROJECT MANAGER: hea (\. Mito DATE: 6 /2 7/1} DEPARTMENT DIRECTOR: sw Lam y DATE: 2272 CONTRACTS & GRANT MANAGER: DATE: COUNTY ADMINISTRATOR: DATE: (Payments>$25,000.) FINAL PAYMENT FINAL PAYMENT vesd<hvol_| (If "Yes", forward to Purchasing Services Coordinator for Close-Out) DATE: PURCHASING DIRECTOR: (Per Initial Agreement) t (WE DATE: CONTRACTS & GRANTS MANAGER: rere Ko Qu (All Contracts) ao DATE: COUNTY ADMINISTRATOR APPROVAL: (Per Initial Agreement) DATE: BOARD APPROVAL: (Per Initial Agreement) COMPLETED BY FINANCE - ACCOUNTS PAYABLE ONLY FISCAL YEAR: DATE RECEIVED: REVIEWD BY: WARREN AVERETT, LLC 23%: 45 Belin Parkway, No Suite 30 Fort Walton Beach, FL 32548 850-244-5121 EIN: 45-4084437 Warren Averett O’Sullivan Creel Division Invoice Number 1023952 Gary Stanford Invoice Date: 06/07/2013 Okaloosa County-County Wide Audits Client Number: 07103001 Finance Office 302 Wilson St N Suite 203 Crestview, FL 32536 Final billing per contract $9,883.00 Assistance with Internal Audit per engagement letter $3.000.00 Total Invoice Amount $12,883.00 Please remit payment for outstanding invoice #1009894 in the amount of $25,000. We accept payments via Credit Card. Please contact Sherry Wright @ (850) 244-5121 if you are interested in discussing this option. Please include the client number shown above on your remittance to ensure proper credit. TERMS: PAYABLE UPON RECEIPT Invoices not paid in full within 60 days of invoice date are subject to a finance charge. The finance charge shown above, if any, is computed at a periodic rate: of 1% per month which is an "annual percentage rate" of 12% and is applied to the previous month's balance after deducting payments and/or credits, www.warrenaverett.com Jodi Gates From: Angela Balent <Angela.Balent@warrenaverett.com> Sent: Thursday, June 27, 2013 10:44 AM To: Jodi Gates; Gary Stanford Subject: final invoice Attachments: final invoice.pdf Jodi, Attached is our final invoice as we discussed. Thanks for your help. Angela Balent, CPA Member Warren Averett, LLC Warren Averett O'Sullivan Creel Division Direct: 850.275.1224 Mobile: 850.865.8434 Email: Angela.Balent@warrenaverett.com 45 Eglin Parkway, N.E., Suite 301 Fort Walton Beach, FL 32548 To ensure compliance with requirements imposed by the IRS, we inform you that any U.S. federal tax advice contained in this communication (including any attachments) is not intended or written to be used, and cannot be used, for the purpose of (i) avoiding penalties under the Internal Revenue Code or (ii) promoting, marketing or recommending to another party any transaction or matter addressed herein. Please view our privacy policy and confidentiality statement by visiting our website ——s WARRE-4 OP ID: JD1 ALOR CERTIFICATE OF LIABILITY INSURANCE es ogioo1. CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES certificate holder in lieu of such endorsement(s). IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer tights to the PRODUCER Cobbs Allen 115 Office Park Drive, Ste 200 Birmingham, AL 35223 Phone: 205-414-8100 Fax: NAMEACT Tracy Cooke FONE ext), 205-874-3620 | FAX no), 205-769-3650 AbbNEss: tcooke@cahins.com Bruce Denson, Jr INSURER(S) AFFORDING COVERAGE NAIC # insurer A :Lexington Insurance Co. 19437 INSURED Warren Averett Companies, LLC . 2500 Acton Road INSURER B : Birmingham, AL 35243 INSURER C : INSURER D: INSURER E: INSURER F: COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. |INSR ADDL SUBR POLICY EFF | POLICY EXP A TYPE OF INSURANCE INSR IWVD POLICY NUMBER |(MM/DDIYYYY) _|(MMIDDIYYYY) LIMITS GENERAL LIABILITY EACH OCCURRENCE $ 10,000,000 — DAMAGE TO RENTED COMMERCIAL GENERAL LIABILITY PREMISES (ea ocourrence’ $ X | CLAIMS-MADE [ | OCCUR MED EXP (Any one person) | $ A_ | X |Professional Liab 3283416912 12/31/2012 | 12/31/2013 | persoNAL & ADVINJURY | $ |_| GENERAL AGGREGATE $ 10,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: PRODUCTS - COMP/OP AGG | $ POLICY FRO: Loc $ COMBINED SINGLE LIMIT AUTOMOBILE LIABILITY (Eaacddent) $ ANY AUTO BODILY INJURY (Per person) | $ ALL OWNED SCHEDULED ; ‘AUTOS RUTOS BODILY INJURY (Per accident)} $ — NON-OWNED PROPERTY DAMAGE 3 HIRED AUTOS AUTOS {Per accident) $ UMBRELLA LIAB OccuR EACH OCCURRENCE $ EXCESS LIAB CLAIMS-MADE AGGREGATE $ DED | | RETENTION $ § WORKERS COMPENSATION WC STATU- OTH- AND EMPLOYERS' LIABILITY YIN TORY LIMITS ER ANY PROPRIETOR/PARTNER/EXECUTIVE E,L, EACH ACCIDENT $ OFFICER/MEMBER EXCLUDED? [| NIA (Mandatory in NH) E.L, DISEASE - EAEMPLOYEE $ {f yes, describe under DESCRIPTION OF OPERATIONS below ELL, DISEASE - POLICY LIMIT | $ DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (Attach ACORD 101, Additional Remarks Schedule, if more space is required) 602 C N Pearl Street CERTIFICATE HOLDER CANCELLATION OKALOO06 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACG: . Okaloosa County BCC ORDANCE WITH THE POLICY PROVISIONS. Crestview, FL 32536 AUTHORIZED REPRESENTATIVE ACORD 25 (2010/05) © 1988-2010 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD £88602 20°'079'9 99°TV6'TS €e CELTS L0°66€'0v L0°06L'62 ©3101 CLO? §=PIeY CTO? 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We accept payments via Creflit Card. Please contact Sherry Wright @ (850) 244-5121 if you are interested in discussing this option. Please include the client number shown above on your remittance to ensure proper credit. TERMS: PAYABLE YPON RECEIPT Invoices not paid in full within 60 days of invoice date are subject to a finance charge. The finance charge shown above, if any, is compfited at a periodic rate: of 1% per month which is an “annual percentage rate" of 12% and is applied to the previous month's balance after deducting payments And/or credits. www.warrenaverett.com Jodi Gates From: Jodi Gates Sent: Thursday, June 20, 2013 4:48 PM To: ‘Angela Balent' Cc: Gary Stanford; Sherry Wright Subject: RE: final invoice Absolutely. | will coordinate with Purchasing to determine what level of approval will be required for the ‘final’ invoice. If the contract is not renewed, BCC approval will be required. | will keep you updated. From: Angela Balent [mailto:Angela.Balent@warrenaverett.com] Sent: Thursday, June 20, 2013 4:32 PM To: Jodi Gates Cc: Gary Stanford; Sherry Wright Subject: RE: final invoice Jodi, i will issue a credit. If you could process the rest of the amount owed it would be appreciated. Thanks. Angela Balent, CPA Direct: 850.275.1224 Mobile: 850.865.8434 From: Jodi Gates [mailto:JGates@clerkofcourts.cc] Sent: Thursday, June 20, 2013 10:50 AM To: Angela Balent Cc: Gary Stanford Subject: RE: final invoice Angela, if the State Statute of the CCC is outside the scope of work presented on page 26 (attached) of the contracted proposal, | will need support of the request and negotiated rate for the additional audit services. Finance cannot render payment if no such document can be produced. However, the additional invoiced services can be presented to the Board of County Commissioners for payment approval as an exception. From: Angela Balent [mailto:Angela.Balent@warrenaverett.com] Sent: Monday, June 17, 2013 5:36 PM To: Jodi Gates Subject: RE: final invoice Jodi, Hello. | don’t have an engagement letter. We have just billed it based on how its been billed in the past as it was never addressed in the proposal. If you need me to issue a credit memo for that | understand. Thanks. Angela Balent, CPA Direct: 850.275.1224 Mobile: 850.865.8434 From: Jodi Gates [mailto:JGates@clerkofcourts.cc] Sent: Thursday, June 13, 2013 7:36 AM To: Angela Balent Subject: RE: final invoice Good morning, As the $54,500.00 to fulfill requirements of the State Statute of the CCC appears to be above the fixed price contract, do you have an engagement letter or terms of engagement for the additional services? From: Angela Balent [mailto:Angela.Balent@warrenaverett.com] Sent: Monday, June 10, 2013 12:20 PM To: Jodi Gates Ce: Gary Stanford Subject: RE: final invoice Jodi, Hello. Those are our standard rates. Our billing rates in the proposal were discounted. So they will not match. The hours are comprehensive for all services. Thanks. Angela Balent, CPA Direct: 850.275.1224 Mobile: 850.865.8434 From: Jodi Gates [mailto:JGates@clerkofcourts.cc] Sent: Monday, June 10, 2013 11:15 AM To: Angela Balent Cc: Gary Stanford Subject: RE: final invoice Angela, lam having difficulty confirming the billed rate to the contracted rates. According to the current contract, the rates were to be increased by 3% each year of the contract. Below is a calculation of the rates in accordance with the contract, and they do not appear to match the billed rates on the invoice support you provided with the final invoice (attached). Can you please explain the discrepancies? Est Hours 2010 Rate 2011 Rate 2012 Rate Partners - Billed 180 156.00 160.68 165.50 Partners - Not billed 100 - - - Managers 320 119.00 122.57 126.25 Supervisory Staff 805 95.00 97.85 100.79 Staff 720 68.00 70.04 72.14 IT Specialist 40 156.00 160.68