Okaloosa County BOCC — April 21, 2015 — Request Approval to Reject Submittals for Agent of Record (RM 31-15). — agenda request

BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: April 21, 2015 TO: Honorable Chairman and Members of the Board FROM: Zan Fedorak SUBJECT: Request Approval to Reject Submittals for Agent of Record (RM 31-15). DEPARTMENT: Purchasing BCC DISTRICT: All STATEMENT OF ISSUE: Request approval to reject submittals for Agent of Record. BACKGROUND & ANALYSIS: On February 17, 2015 the Board approved a request for qualifications (RFQ) to procure a medical insurance agent of record. The RFQ was published and submittals were received. During the RFQ process questions were submitted by a proposed respondent. Purchasing staff has built deadlines into the RFQ document to ensure timely responses to any inquiry. The questions were received timely from the proposed respondent however the answers presented a challenge to clarify before the closing date of the RFQ. It was determined by staff and legal that the best way to address the questions was to reject the current submissions and re-advertise the RFQ which will allow the opportunity for the greatest number of respondents to participate. The contract with the current agent of record expires September 30, 2015. The submittals received by the previous due date will remain sealed and not available for public review in accordance with Florida Statute 119.071(1) (b) (3) which states “if an agency rejects all bids, proposals, or replies submitted in response to a competitive solicitation and the agency concurrently provides notice of its intent to reissue the competitive solicitation, the rejected bids, proposals, or replies remain exempt from s. 119.07(1) and s. 24(a), Art. I of the State Constitution until such time as the agency provides notice of an intended decision concerning the reissued competitive solicitation or until the agency withdraws’ the reissued competitive solicitation.” The review committee will remain as previously approved by the Board. Staff requests Board approval to reject all submittals for the Agent of Record RFQ and authorization to re-advertise the solicitation. OPTIONS: Approve/Deny request to reject the submittals for the Agent of Record RFQ and authorize staff to re-advertise the RFQ. RECOMMENDATION: Staff recommends the Board approve to reject the submittals for the Agent of Record RFQ and authorize staff to re-advertise the RFQ. RECOMMENDED BY: APPROVED BY: John Hofstad, County Administrator