Okaloosa County BOCC — September 2, 2014 — Matrix Contract Payment — reading text

OKALOOSA COUNTY CLERK OF THE CIRCUIT COURT **** PLEASE RETURN YELLOW FORM WITH NVI e iN? @ ) RESUBMITTED CONTRACT**** To: CTY ADMIN From: Jodi K Gates, Financial Services Manager Date: 8/13/2014 Re: Return Payment Request Notification REFERENCE MATERIAL: - The County's Policy and Procedure Manual and forms are available http://www.co.okaloosa.fl.us/Purchasing Documents.html - All contracts/leases can be viewed a http://www2.co.okaloosa.fi.us/contracts/defaultpage.aspx THE FOLLOWING PAYMENT REQUEST IS BEING RETURNED DUE TO ONE OR MORE OF THE FOLLOWING REASONS: Vendor | Matrix Design | Invoice Number {15113 | Invoice Date| 7/14/2014, Amount} $36,146.18 | Reason |Other - Contract Value Exceeded Explanation of Return {Task #2 over billed by $2675.18. Overall Lump sum amount of $144436.00 is over spent by $2675.18. Remaining $2675.18 left under Project expenses is for (Pass Through Expenses as Incurred). ****NOTE: CORRECTIONS RESULTING IN ANY CHANGE MADE TO A CONTRACT PAYMENT FORM OR SUPPORTING DOCUMENTATION WILL NEED TO BE RESUBMITTED THROUGH THE NORMAL APPROVAL PROCESS**** Please review and make necessary corrections and resubmit for payment. If you have any questions, contact Olivia Tanner at x3414 or Jodi Gates at x3413. Thank you. CONTRACT/LEASE PAYMENT APPROVAL FORM COMPLETE AND FORWARD TO THE NEXT DEPARTMENT COMPLETED BY DEPARTMENT DATE: 08/08/2014 VENDOR NAME: Matrix Design Group VENDOR #: 21101363 CONTRACT/LEASE#: ©13-2054-CAO TASK COUNTY/FEMA VENDOR BUDGET INVOICE # ORDER # PROJECT# — | peparTMENT#| ACCOUNT # AMOUNT $ (If Applicable) (If Applicable) 15113 0114 534003 $ 36,146.18 a a é PUL WMARNI TOTAL $ 36,146.18 APPROVED FOR PROGRESS PAYMENT (please sign, as applicable and date) CONTRACTOR'S ENGINEER/ARCHITECT/PROJECT MANAGER: DATE: COUNTY SUPERVISOR/PROJECT MANAGER: J DATE: DEPARTMENT DirEcror: Administrator Also signing as Dept Head / ATE: iS CONTRACTS & GRANT MANAGER: be ey Yl fle Cis 4 Lon hi J pate: & io COUNTY oN RATOR c= Ladin Y opare: L/ fbf (Paymenis>S$25,000.) a a FINAL PAYMENT FINAL PAYMENTS video (If "Yes", forward to Purchasing Services Coordinator for Close-Out) DATE PURCHASING DIRECTOR: (Per Initial Agreement) pata = CONTRACTS & GRANTS MANAGER: : (All Contracts) DATE: COUNTY ADMINISTRATOR APPROVAL: (Per Initial Agreement) DATE: BOARD APPROVAL: (Per Initial Agreement) COMPLETED BY FINANCE - ACCOUNTS PAYABLE ONLY FISCAL YEAR: Kd ar (3 AOSt CAO DATE RECEIVED: i eeviewony: "OE TONE YO|ly 42435 Research Parkway uite 300 Colorado Springs, CO 80920 Matrix t DESIGN GROUP Okaloosa County Attn: Richard Brannon 602C North Pearl St. Crestview, FL 32536 DATE: INVOICE NUMBER: PROJECT NAME: PROJECT MANAGER: PROJECT NUMBER: JOB TYPE: DOLLAR LIMIT: REFERENCE #: July 14, 2014 15113 Okaloosa County - RESTORE Act Sal Nodjomian 13.400.003.000 Lump Sum $147,436.00 DESCRIPTION Contract Amount Total Billed to Date % Complete TOTAL THIS INVOICE 1 Meetings (internal to County) and Public Engagement 40,950.00 40,950.00 100% 9,030.00 2 Meetings (external to County) and Public Engagement 30,600.00 33,275.18 109% 10,390.18 3 Metrics and Data Collection Development 5,250.00 5,250.00 . 100% 275.00 4 Data Analysis 28,188.00 28,188.00 100% 6,653.00 5 Research 8,775.00 8,775.00 100% 575.00 6 Deliverables 30,673.00 30,673.00 100% 9,223.00 EXPENSES 3,000.00 324.82 0.00 TOTALS $147,436.00 $147,436.00 100% $36,146.18 Total this Invoice $36,146.18 OUTSTANDING INVOICES Invoice Number Amount 31-60 Days 61-90 Days 90+ Days Please note, if you have recently sent payment, please disregard this notice. Thank you. Remit to: Matrix Design Group, Inc. 2435 Research Parkway, Ste 300, Colorado Springs, Phone: 719.575.0100 Fax: 719.575.0208 CO 80920 a 4591 Highway 20 East, Suite 202C . e Ry: Niceville, Florida a rl aes Phone: 850.333.3202 SY matrixdesigngroup.com DESIGN GROUP %& To: Mr Ernie Padgett County Administrator 1804 Lewis Turner Boulevard, Suite 400 Fort Walton Beach, FL 32547 From: Sal Nodjomian Date: July 14, 2014 Subject: Invoice for RESTORE Act Management Consulting Services (C13-2054-CAO) May 1, 2014 — July 2, 2014 Invoice Summary Please note this is our fifth and final billing on the above captioned consultant contract. Thank you for the previous prompt payments. The contract is a lump sum ($147,436) and is in effect for one year (with two one-year options). Per contract terms, Matrix will bill Okaloosa County at the end of each month for services rendered. The fee will cover all incurred expenses for the month and the remittance shall be considered progress payments towards the overall scope of work. This invoice summarizes accomplishments by task as a percentage of progress. This invoice covers our efforts in May and June and includes all efforts by our sub-consultants, AVCON, INC. and Dr Rod Lewis: Task Description Total Fee Fee This Fee Earned Percent Period To Date Complete 1__| Meetings (internal to County) / Engagement $40,950 $9,030 $40,950 100% 2 | Meetings (external to County) / Engagement $30,600 | $10,390.18 $33,275.18 109% 3 Metrics and Data Collection Development $ 5,250 $ 275 $ 5,250 100% 4 Data Analysis $28,188 $6,653 $28,188 100% 5 Research $ 8,775 $575 $ 8,775 100% 6 Deliverables $30,673 $9,223 $30,673 100% Project Expenses (Pass Through Expenses as Incurred) $ 3,000 $0 $324.82 11% Total Fee $147,436 | $36,146.18 $147,436 100% The invoice for this period of time is $36,146.18. We previously billed $111,289.82, bringing our total billing to $147,426. This closes out year one of the contract. As you can see in the table above, funds not used for project expenses were utilized on external engagement (assisting Okaloosa County Public Works on NRDA project applications). We are pleased with the progress made this year and look forward to our continued outstanding relationship in year two of this contract. Please contact me or Alison McAffrey at (719) 575-0100 if there are any questions concerning this invoice. We appreciate the opportunity to work for you and Okaloosa County. Denver Colorado Springs Phoenix Anniston Atlanta Niceville Omaha Pueblo Sacramento Washington, D.C. PRINTED/ATTACHED BY: BCC FINANCE SUNGARD PENTAMATION, INC. DATE: 08/13/2014 OKALOOSA COUNTY BOCC TIME: 14:24:25 PROJECT AUDIT TRAIL SELECTION CRITERIA: project.projl='C132054' ACCOUNTING PERIODS: 1/14 THRU 11/14 SORTED BY: PROJECT, FUNCTION, TASK TOTALED ON: PROJECT, FUNCTION, TASK PAGE BREAKS ON: PROJECT PROJECT ~ €132054 - MATRIX DESIGN GROUP ACCOUNT DATE T/C ENC/RECV REFERENCE PAYER/VENDOR BUDGET PROJECT - €C132054 - MATRIX DESIGN GROUP 534003 CS-CONSULTING -00 11/20/13 15 -00 11/20/13 21 0 1401180 21101363 MATRIX DESIGN GR 01/09/14 21 0 1402101 21101363 MATRIX DESIGN GR 01/23/14 21 0 1402395 21101363 MATRIX DESIGN GR 03/27/14 21 0 1404300 21101363 MATRIX DESIGN GR 05/29/14 21 0 1405963 21101363 MATRIX DESIGN GR TOTAL CS-CONSULTING 00 TOTAL TASK - MATRIX DESIGN GROUP 00 - TOTAL FUNCTION ~ MATRIX DESIGN GROUP .00 - TOTAL PROJECT - MATRIX DESIGN GROUP 00 - TOTAL EXPENSE 00 TOTAL REVENUE 00 TOTAL EXPENSE -00 TOTAL REPORT 00 - RECEIPTS EXPENSES 29,326. 20,995. 11,940. 24,450. 24,578. 111,289. 111,289. 111,289. 111,289 111,289 111,289. 82 82 -00 111,289. 82 82 RECEIVABLES ENCUMBRANCES 00 00 -00 -00 -00 .00 00 PAGE NUMBER: AUDIT61 DESCRIPTION BALANCE BEGINNING BALANCE GEN CONSULTING OKAL CTY RESTORE ACT OKA CTY RESTORE ACT OKAL RESTORE ACT OKAL RESTORE ACT -111,289. 111,289 111,289 111,289. -111,289. 111,289. 82 82 82 82 82 00 -111,289. 82 82 1 13-2054 PRINTED/ADDED BY BCC FINANCE Matrix Design Group Inc RESTORE Act Management Consulting Services CONTRACT: C13-2054-CAO APPROVED DATE: 7/7/13 APPROVED BY: DON AMUNDS, BCC CHAIRMAN LUMP SUM FEE Pass Thru Expenses Meetings/Public Metrics and Data Engagement Meetings/Engagement Collection TASK ORDER (Internal) (External) Development Data Analysis Research Deliverables Project Expenses TOTAL ORGINAL CONTRACT AMOUNT 40,950.00 30,600.00 5,250.00 28,188.00 8,775.00 30,673.00 3,000.00 147,436.00 DATE CHECK # INVOICE . oon , ERLE a OE Sule oe . ee oe ee ree 10/31/2013 1401180 13879 10,285.00 9,150.00 2,000.00 2,635.00 2,100.00 3,000.00 156,26 29,326.26 1/9/2014 1402101 14084 6,250.00 3,455.00 1,840.00 4,200.00 1,250.00 4,000.00 - 20,995.00 1/24/2014 1402395 14235 3,050.00 1,255.00 685.00 2,200.00 1,250.00 3,500.00 - 11,940.00 3/27/2014 1404300 14508 5,525.01 4,475.00 450.00 5,000.00 2,500.00 6,500.00 - 24,450.01 5/29/2014 1405963 14777 6,809.99 4,550.00 - 7,500.00 1,100.00 4,450.00 168.56 24,578.55 8/14/2014 TBD - 15113 9,030.00 10,390.18 275.00 6,653.00 575.00 9,223.00 - 36,146.18 TOTAL BILLED TO DATE 40,950.00 33,275.18 5,250.00 28,188.00 8,775.00 30,673.00 324.82 147,436.00 TASK ORDER BALANCE - (2,675.18) - - - - 2,675.18 | - | REFERENCE: PURCHASING'S ONLINE CONTRACTS PRINTED/ATTACHED BY: BCC FINANCE _ of the various financial sources. The information gathered during the research task will be shared with the various constituents identified in Task 1. Task 6 Deliverables Tasks 1 and 2 require a significant amount of support materials, which in general, includes: briefing slides; survey tools; and, handouts, Matrix will also assist in website currency (theme and content verses actual web-design or management), grant writing, and project submittals. Ultimately, the efforts outlined in many of the above tasks will result in a Multi- Year Implementation Plan, which Matrix will help produce in coordination with the individuals and offices identified in Task 1 (BCC, County Administrator, ORAC, etc) Additional Services Not in Contract (NIC) Any services outside of this scope of work or substantial changes to the effort based on direction from Okaloosa County will require a revision in scope and fee. Matrix has provided a Standard Fee Schedule along with this letter. Matrix will not proceed with any additional work without prior approval of the Client. All project expenses including fees incurred (outside county travel, per diem, tolls, etc) will be billed at cost without markup. Matrix proposes we use county rates for cost calculations. Proposed Project Schedule Milestones Contract Execution July 5, 2013 Meetings (internal to Okaloosa County) and Public Engagement On-going (NTP+7 days) Meeting / Engagement (external to Okaloosa County) On-going (NTP+14 days) Metrics and Data Collection Development Sep 2, 2013 Data Analysis On-going (after approval of data collection tool) Multi-Year Plan Dec 15, 2013 Research On-going (NTP+7 days) Other Deliverables Jun 30, 2014 Fee Schedule (Lump Sum) Task 1 - Meetings (internal to Okaloosa County) and Public Engagement $40,950 Task 2 - Meeting / Engagement (external to Okaloosa County) $30,600 Task 3 - Metrics and Data Collection Development S 5,250 Task 4 ~ Data Analysis $28,188 Task 5 — Research 5 8,775 Task 6 - Deliverables (to include Multi-Year Plan) $30,673 ___Subtotal Fee (Lump Sum) $144,436 Project Expenses (Pass Through Expenses as Incurred) S$ 3,000 Total Fee $147,436 Billing Method Matrix will bill Okaloosa County at the end of each month for services rendered. The fee will cover all incurred expenses for the month and the remittance shall be considered progress payments towards the overall scope of work. A letter summarizing accomplishments by task, hours consumed, and percentage of progress will accompany the REFERENCE: PURCHASING'S ONLINE CONTRACTS PRINTED/ATTACHED BY: BCC FINANCE CONTRACT Qa’ |" 2 eb This agreement. executed in Crestview, Florida this 48th day of ~Apri uly 2013 between the Counly of Okaloosa, Florida, the Owner, hereinafler called thé Party of the First Part, and Matrix Design Group, Inc. or its successors, executors, administrators and assigns, hereinafter called the Party of the Second Part. WITNESSETH: That for and in consicieralion of payments, hereinafter mentioned, to be made by the Party of the First Part, the Party of the Second Part agrees to