Okaloosa County BOCC — June 17, 2014 — Action Item Printout — reading text

BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: June 17, 2014 TO: Honorable Chairman and Members of the Board FROM: Dino J. Villani SUBJECT: Outstanding FirstWatch Annual Support and Maintenance Invoice DEPARTMENT: Public Safety BCC DISTRICT: All STATEMENT OF ISSUE: Request approval to pay FirstWatch, Inc., for annual support and maintenance during the period of April 1, 2014-March 31, 2015, for a total of $2,696.36. BACKGROUND: FirstWatch is the sole vendor of operational data analysis software for Okaloosa County Emergency Medical Services. The FirstWatch system monitors key performance indicators in real time, such as response times, scene times and hospital drop-offs as well as alerts for early signs of a chemical, biologic, radioactive or nuclear attack, or for naturally occurring epidemics or pandemics. Historically, invoices for data analysis services have been paid by after-the-fact purchase order. “After the fact” meaning the department did not submit a requisition to Purchasing for approval prior to placing the order. The invoice for the April 2014 - March 2015 period was submitted “after the fact.” These types of purchases do not comply with the current Purchasing Policy and as of October 1, 2013, Finance no longer approves purchase order payments for services invoiced after-the-fact. Staff is working with Purchasing and Finance to ensure requests/purchases are made according to an approved strategy in accordance with the Purchasing Policy. FirstWatch has been made aware of our new purchasing policy and now understands the process. Board approval to direct pay the outstanding invoice is required. OPTIONS: Approve/Disapprove. RECOMMENDATIONS: Recommend approval of direct payment for the outstanding invoice to FirstWatch. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator