Okaloosa County BOCC — February 21, 2017 — Standing Selection Committee — agenda request

BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: February 21, 2017 TO: Honorable Chairman and Members of the Board FROM: Greg Kisela SUBJECT: Standing Selection Committee DEPARTMENT: Purchasing BCC DISTRICT: All STATEMENT OF ISSUE: Request approval for a standing selection committee for all procurements. BACKGROUND & ANALYSIS: This is a request for approval of a standing selection committee for all procurements. This Committee will meet monthly to review all procurements. They will also have the responsibility to recommend updates to any contract/agreement that utilizes federal monies to reimburse the County. This will ensure that the contracts/agreements are in compliance with the Federal 2CFR requirements as of October 1, 2017 in order for the County to be reimbursed for any federal funds used on these services, programs and/or projects. Staff is in the process of developing a comprehensive list of all of these contracts/agreements. Staff's best estimate at this point is that 25 to 30 contracts/agreements would have to be updated prior to October 1st. This does not include the normal/routine procurements that the Departments will need to be procured in 2017. The following individuals are the recommended primary and alternate members for the committee: Primary - Wendy Prather/Water and Sewer Alternate - Gerard Menze/Water and Sewer Alternate - Mark Wise/Water and Sewer Primary - Roy Petrey/Public Works Alternate - Rob Vandenbroeck/Public Works Primary - Stefan Vaughn/Corrections Alternate - Dan Sambenedetto/Information Technology Primary - David Williams/Airports Alternate - Lindsay Larson/Airports Alternate - Mike Stenson/Airports Primary - Charlotte Dunworth/Tourist Development Department Alternate - Lisa Payton/Growth Management Staff will task the Departments with a requirement to provide Legal/ Risk/Purchasing a draft “scope of services” at least two (2) weeks prior to the agenda being distributed to the Committee. The Committee’s function will be to become familiar with the scope, make/recommend any modifications to make sure the scope is clear and authorize it to be advertised. After the responses are received, they will then review and rank the proposals for final consideration/action by the BCC. The BCC at anytime can establish a separate selection committee to review procurements that require a more diverse review committee. OPTIONS: Approve/Deny attached Resolution 2017- temporarily suspending Section L, Step1.C. of the Purchasing Manual Provision and approving the standing selection committee and their alternates for all procurements until December 31, 2017. RECOMMENDATION: Staff recommends temporarily suspending Section L, Step1.C. of the Purchasing Manual Provision and approving the standing selection committee and their alternates for all procurements until December 31, 2017. RECOMMENDED BY: APPROVED BY: John Hofstad, County Administrator