Okaloosa County BOCC — October 21, 2014 — Action Item Printout

BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: October 21, 2014 TO: Honorable Chairman and Members of the Board FROM: Zan Fedorak SUBJECT: Seeking Direction for Software Licensing & Maintenance Renewal Contracts DEPARTMENT: Purchasing BCC DISTRICT: All STATEMENT OF ISSUE: Seeking Board direction for Software Licensing & Maintenance Renewal Contracts to be retroactive to October 1, 2014. BACKGROUND & ANALYSIS: Purchasing staff is working on software licensing and maintenance renewals for various departments. The software renewals are associated with existing software which is proprietary to the requesting department and were due to become effective on October 1, 2014. These requests were entered timely as requisitions by the respective departments. Purchasing, in cooperation with the Finance Department, is making an effort to convert all such renewals to contracts for more efficient payment and tracking capability. The communication process to request the contract information from the vendors will take time to accomplish. We have had positive responses regarding the conversion to a contract from all affected software licensing and maintenance vendors and progress is being made on getting the appropriate signatures. All renewal documents are being routed through legal and Risk Management review. All contracts in progress fall under the signature threshold of the Purchasing Manager or the County Administrator. The Purchasing Department requests Board approval to make each software licensing and maintenance renewal contract in progress retroactive to October 1, 2014 upon signature by the vendor and, Purchasing Manager or County Administrator. This action by the Board, if approved, will allow the Purchasing Department to complete the contracts expeditiously and avoid delays with seeking further Board approval at subsequent meetings. A list of the contracts in progress, which will be retroactive to October 1, 2014, has been provided as an attachment to this request. OPTIONS: Approve/Deny making the completed software and maintenance renewals, referenced by the attached list, retroactive to October 1, 2014. RECOMMENDATION: Staff recommends approval of making the completed software and maintenance renewals, referenced by the attached list, retroactive to October 1, 2014. RECOMMENDED BY: APPROVED BY: John Hofstad, Interim County Administrator