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

__________________________________________ Lessor: ______________________________ ____________ Effective Date: Term: Description of Contract/Lease: __________________________________________ Department: ____ Department Monitor: ____ _________________________________ Monitor's Telephone #: Monitor's FAX # or E-mail: Date Closed: cc: Finance Department Contracts & Grants Office 48  CONTRACT & LEASE INTERNAL COORDINATION SHEET Contract/Lease Number: Tracking Number: Contractor/Lessee Name: Grant Funded: YES___ NO___ Purpose: Date/Term: 1. GREATER THAN $50,000 Amount: 2. GREATER THAN $25,000 Department: 3. $25,000 OR LESS Dept. Monitor Name: Document has been reviewed and includes any attachments or exhibits. Purchasing Review Procurement requirements are met: ______________________________ Date: Purchasing Director or designee Risk Management Review Approved as written: Date: Risk Manager or designee County Attorney Review Approved as written: ______________________________ Date: _______________ County Attorney Following Okaloosa County approval: Contract & Grant Document has been received: ______________________________ Date: _______________ Contracts & Grants Manager 49  EMERGENCY Contract / Lease Form Contractor/Lessee Name: Purpose: ____________________________________________________________ Date/Term: ________________________ Amount: ___________________________ Department: ________________________ Justification must be given as to why the above referenced contract/lease is considered an emergency and therefore NOT in accordance with the approved Okaloosa County’s contract/lease policy and procedures. Approved: ___________________________ ______________ Department Director Date ___________________________ ______________ County Administrator Date ___________________________ ______________ Purchasing Director Date 50  CONTRACT CLOSE-OUT CHECKLIST (To Be Prepared by the Purchasing Services Coordinator) DATE: TO: Contracts & Grants Manager, Finance Department Contracts & Grants Office SUBJECT: Contract No. MANAGING DEPARTMENT: CONTRACTOR'S NAME: PROJECT TITLE: The attached has met the final payment contract requirement in subject contract. Yes No 1. Final Invoice 2. Completed Contract/Lease Payment Approval Form 3. Close-Out Documents Yes No N/A a. Signed Release of Lien b. Proof of Completion Advertisement c. Certificate of Insurance d. Consent of Surety to Final Payment e. Proof of Performance/Payment Bond Continuation 12 Months Following Final Payment Yes No 4. Agenda Request 5. Remarks ______________________________ __________________________ Purchasing Services Coordinator DATE 51  CONTRACT/LEASE PAYMENT APPROVAL FORM COMPLETE AND FORWARD TO THE NEXT DEPARTMENT COMPLETED BY DEPARTMENT DATE: ___________ VENDOR NAME: _____________________________________ VENDOR #: _________________ CONTRACT/LEASE #: _________________________________ VENDOR TASK COUNTY/FEMA BUDGET ACCOUNT # AMOUNT $ INVOICE# ORDER # PROJECT # DEPARTMENT # (If Applicable) (If Applicable) TOTAL APPROVED FOR PROGRESS PAYMENT (please sign, as applicable and date) CONTRACTOR’S ENGINEER/ARCHITECT/PROJECT MANAGER: _____________________________ DATE: _____________ COUNTY SUPERVISOR/PROJECT MANAGER: ____________________________________________ DATE: ______________ DEPARTMENT DIRECTOR: _____________________________________________________________ DATE: ______________ CONTRACTS & GRANTS MANAGER: ___________________________________________________ DATE: _____________ COUNTY ADMINISTRATOR: ___________________________________________________________ DATE: ______________ (Payments>$25,000.) FINAL PAYMENT FINAL PAYMENT YES_____ NO_____ (If “Yes”, forward to Purchasing Services Coordinator for Close-Out) DATE: ________ PURCHASING DIRECTOR ________________________________________________ (Per Initial Agreement) DATE: ________ 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: ____________ DATE RECEIVED: ___________________________ REVIEWED BY: ____________________________________ 52  CONTRACT/LEASE PAYMENT APPROVAL FORM INSTRUCTIONS Contract/Lease (Agreement) Payment Approval Form must be used for any lease or contract payment Department Responsibilities: 1. Initiates the Payment Approval Form completion process by completing Department section and then forwarding to the Contracts & Grants Manager for Progress Payments only. For final payments, see section 7 below. 2. Identifies the Vendor/Contractor Name and Vendor Number. 3. Lists the contract/lease number. 4. Attach the Vendor/Contractor invoice along with all supporting documentation for a pre and post audit. This must be an invoice and not a statement. If pursuant to a task order contract, invoice should reference task order number, authorized amount, prior paid amount, current amount due and task order balance remaining. 5. Identify appropriate budget, account and amount information for payment. 6. Obtain approval of all signatories approving this payment, as identified below. a. Contractor’s Engineer/Architect/Project Manager: Signs the form verifying that the work on the invoice has been completed in accordance with the terms and conditions of the agreement. b. County Supervisor/Project Manager: A County-designated employee or consultant signs the form verifying that the work on the invoice has been completed in accordance with the terms and conditions of the agreement and that the payment request on the invoice is proper and due. c. Department Director: Signs the form verifying that the work on the invoice has been completed in accordance with the terms and conditions of the agreement, including verification of contract rates, and that the funds are appropriately budgeted and available. Signs and approves all payments including final payment. 8. Final payments shall be forwarded to the Purchasing Services Coordinator for final payment authorization and close-out in accordance with the policies and procedures herein. Finance Department Contracts & Grants Office Responsibilities: 1. Finance Department Contracts & Grants Office signs the form verifying that an original agreement is on file in the Clerk’s Office and that the accounting codes are appropriate. 2. Finance Department Contracts & Grants Office shall forward all fully executed forms for progress payments up to and including $25,000 to the Accounts Payable Department who verifies the form(s) have all the required approvals and signatures prior to authorizing payment. 3. Finance Department Contracts & Grants Office forwards to the County Administrator to sign and approve all progress payments in excess of $25,000. County Administrator also signs final 53  payments for contracts initially authorized by him/her. Fully executed forms are forwarded to Finance Accounts Payable Department, which shall verify that the form includes all the required approvals and signatures before authorizing payment. 4. Finance Department Contracts & Grants Office shall forward the fully executed Final Payment forms from the Purchasing Director who signs and approves only the final payments on initial contracts authorized by him/her to Finance Accounts Payable Department for review and payment. 5. Finance Department Contracts & Grants Office forwards all other final payments for contracts initially authorized by the Board BCC Records in support of the agenda for Board approval. Fully executed forms are forwarded to Finance Accounts Payable Department for review and payment. 54  NOTICE OF COMMENCEMENT STATE OF FLORIDA COUNTY OF OKALOOSA The undersigned hereby informs all concerned that improvements will be made to certain real property and, in accordance with Section 713.13 of the Florida Statutes; the following information is stated in this NOTICE OF COMMENCEMENT: LEGAL DESCRIPTION OF PROPERTY TO BE IMPROVED (If lengthy, attach copy) ___________________________________________________________________________________________ _____ Street Address (if any) ___ ____ __ General Description of Improvements___ _________________________________________________________ Owner Okaloosa County Board of County Commissioners Owner's Interest__100%___ Address__302 N. Wilson St., Crestview, Florida 32536 ______________ Fee Simple Title Holder (If other than Owner)__NA Address__NA GENERAL CONTRACTOR Name__ Address__ Surety Bond__NA