Okaloosa County BOCC — May 4, 2013 — Purchasing Manual-6 (post 3-19-13 meeting) CLEAN COPY — reading text

1997 Annual Comprehensive Audit 3) Okaloosa County Administrative Service Director memorandum of January 22, 1998. 4) All applicable federal, state and local rules and regulations. IV. CONTRACTS, LEASES AND AGREEMENTS FLOW PROCESS 1. Forward a rough draft of Agreement to the Purchasing Services Coordinator. Tasking Number is assigned. Purchasing Services Coordinator shall complete and sign the Contract & Lease Internal Coordination Sheet (refer to Form Appendices). 37 2. Purchasing Services Coordinator forwards to Risk Manager for insurance and limits determination. a. If insurance not required or requirements satisfactory, Risk Manager signs the Contract & Lease Internal Coordination Sheet (refer to Form Appendices)and returns to Purchasing Services Coordinator. b. If insurance required, Purchasing Services Coordinator forwards draft Agreement with Risk Manager’s comments to Department Monitor. 3. Managing Department makes necessary changes to the Agreement as required and returns to the Purchasing Services Coordinator. 4. Purchasing Services Coordinator verifies changes with the Risk Manager. Risk Manager signs the Contract & Lease Internal Coordination Sheet and returns to Purchasing Services Coordinator. 5. County Attorney reviews the Agreement and upon approval signs the Contract & Lease Internal Coordination Sheet (refer to Form Appendices). Returns to Purchasing Services Coordinator. 6. If changes are required by the County Attorney, Purchasing Services Coordinator will return Agreement to Managing Department for corrective action. When corrections made, reapply Step 5. 7. Purchasing Services Coordinator returns draft Agreement to Managing Department with the Contract & Lease Internal Coordination Sheet. 8. Managing Department will make the required number of contract copies and obtain the contractor, lessee or lessor’s signature on each copy. 9. Upon execution by the lessee, lessor or contractor, Managing Department forwards to the Purchasing Director for review prior to going through the applicable approval process. 10. Pursuant to approval authority contained in this Manual, Board, County Administrator, or Purchasing Director or their designee approves and signs. The Agreement is then forwarded to the Purchasing Services Coordinator. 11. Purchasing Services Coordinator will request from the Department Monitor, the Insurance Certificates when applicable, if not already attached to the Agreement. 12. Purchasing Services Coordinator reviews Insurance Certificates with the Risk Manager for compliance with the Board-approved Agreement. Risk Manager will then resolve discrepancies that may exist with the Department Monitor. Upon resolution, return to Purchasing Services Coordinator. 13. Purchasing Services Coordinator forwards the original signed Agreement with required enclosures/attachments to the Finance Department Contracts & Grants Office. 14. Finance Department Contracts & Grants Office signs the Contract & Lease Internal Coordination Sheet (refer to Form Appendices), retains the original and returns a copy of the Contract & Lease Internal Coordination Sheet to the Purchasing Services Coordinator for distribution. 15. Purchasing Services Coordinator makes final distribution and creates a Repository file. 38 V. PURCHASING DEPARTMENT RESPONSIBILITIES 1) Assign a Purchasing Services Coordinator. 2) Establish a central repository of all county contracts, leases and agreements in the Purchasing Department as a backup in support of the Finance Department Contracts & Grants Office. VI. ISSUING DEPARTMENT RESPONSIBILITIES 1) Ensure agreements, amendments and change orders are properly authorized by the Board, County Administrator or Purchasing Director or their designee using the appropriate authorizing thresholds and forms provided herein. 2) Assign a Department Monitor for each Department-initiated agreement, and serve as point-of-contact throughout the term of the agreement. 3) Administration of the agreement rests with the issuing County Department. 4) Upon project completion, Department staff must review the contract closeout requirements. Submission of the closeout “package” must be forwarded to the Purchasing Services Coordinator prior to approval. The “package will consist of: a) Final Invoice b) Completed Contract Payment Form Marked “Final” c) Required Closeout Documents as specified in the Contract d) Agenda Request (if appropriate) VII. ISSUING DEPARTMENT MONITOR RESPONSIBILITIES 1) Serve as Managing Department Director’s liaison with the contractor or lessee. 2) Point of contact for all agreement questions, concerns and initial correspondence. 3) Assure that standard contract/lease insurance terminology is included in agreement and any other requirements noted by the Risk Manager, if applicable. 4) Ensure appropriate administrative controls and monitoring procedures are in place to oversee agreement compliance. Periodic inspections shall be conducted as an integral part of the monitoring procedures. 5) Attend meetings as applicable with contractor or lessee, such as pre-construction conference, progress meetings, job conferences and other related agreement meetings. 6) Review progress schedule. Conduct on-site observations of the work/service. 7) Maintain a log as applicable, recording contractor hours on the job site, weather conditions, data relative to questions of work directive changes and change orders. 8) Monitor contractor completion of work in accordance with the agreement for the price found in the bid prior to certifying invoices for payment. 9) Review contractor change orders, if allowable, forward to Department Director for approval and submission to the Board, County Administrator or Purchasing Director or their designee for approval pursuant to the approval authority contained in this Manual. 39 10) Notify Purchasing Services Coordinator of agreement completion. 11) Liaison with Purchasing Services Coordinator and contractor providing service/work regarding contract or lease performance, operational requirements and monitoring as applicable. 12) Ensure project is conducted in accordance with the approved agreement. 13) Provide, as required, supporting agreement documentation to Purchasing Services Coordinator for inclusion into the repository file and originals to Finance Department Contracts & Grants Office. VIII. COUNTY ATTORNEY RESPONSIBILITIES Review all contracts, leases and agreements to assure that the County is in compliance with Federal, State and local rules and regulations. IX. RISK MANAGEMENT RESPONSIBILITIES Review all agreements to ensure: 1) Agreements incorporate the necessary insurance and bonding requirements. 2) Purchased insurance and bonding policies provide the nature and scope of coverage intended. 3) Appropriate indemnification and hold harmless provisions are inserted into agreements. 4) If specific coverage is unavailable, the Risk Manager may approve alternate policy or assurances. 5) If discrepancies exist, Risk Manager will resolve discrepancies with Department Monitor. X. PURCHASING SERVICES COORDINATOR RESPONSIBILITIES 1) Assign a unique contract/lease control number, refer to Contract Control Number form in Form Appendices, for each agreement approved by the Board, County Administrator or Purchasing Director. 2) Create and maintain a file of approved agreements in contract/lease control number sequence. This information will be available to the public and departments upon request. 3) Prepare and file Contract, Lease, Agreement Control Form, refer to Form Appendices. Conduct periodic reviews to maintain accuracy. 4) Establish and update agreements in the Contracts/Lease database. 5) File all related correspondence in the repository file with copies forwarded to the Finance Department Contracts & Grants Office and Department Monitor. 6) Assist county issuing departments in the administration and maintenance of agreements. 40 7) Coordinate contract/lease agreement through the departmental review process and actively pursue timely corrections as required. 8) Review all Board agendas and minutes to determine repository action (if appropriate). 9) Generate, as necessary, correspondence and inquiries required to maintain the integrity of the Agreements Repository. Issuing department monitors will be initial points of contact. 10) Review repository lease and agreement insurance certificates to ensure valid policy effective dates. If expired, request in writing, a department monitor to contact contractor/lease to obtain a current compliant Certificate of Insurance from the contractors or lessee. 11) Close out agreement in database upon notification of approved final payment. 12) Participate, as required, in audits and the resolution of issues raised in those audits. 13) Maintain an automated computer insurance certificate database in Contract Number Order. 14) Maintain close liaison with the Finance Department Contracts & Grants Office to ensure the integrity of the original files and the repository. 15) Responsible for recording contract, Performance/Payments Bonds and Notice of Commencement with the Clerk of Court and making distribution upon completion. 16) Responsible for coordination and reviewing the final contract payment and closeout document “package” prior to Board approval. Closeout “package” will be forwarded to the Contracts and Grants Manager for financial review and submission to the County Administrator for inclusion in the Board Agenda (if approval threshold requires). 17) Attend Pre-bid and Pre-construction conferences. 18) Responsible for coordination and reviewing all task orders assigned by departments to existing contracts. XI. AGREEMENT PROCESSING PROCEDURES EXCEPTION: “All leases must be approved and executed by the Board.” (per Florida Statute 125.031). 1) Contracts Resulting from Bids. a) The issuing County Department shall coordinate with the Purchasing Director to determine the necessity for obtaining bids. b) Requesting or issuing department shall appoint a Department Monitor to serve as the point of contact during execution. c) Purchasing Services Coordinator coordinates contract/lease agreement through the departmental review process and actively pursues timely corrections as required. d) Issuing department shall provide the Purchasing Department copies of approved technical specifications for distribution to prospective bidders. 41  e) Purchasing Department shall publish in a local newspaper of general circulation a public notice inviting sealed competitive bids. f) Sealed bids shall be maintained in the Finance Department until date and time specified for bid opening in the public announcement. g) Bids shall be opened promptly according to the time designated by the