Okaloosa County BOCC — September 2, 2014 — Action Item Printout — reading text

BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: September 2, 2014 TO: Honorable Chairman and Members of the Board FROM: Ed Schroeder SUBJECT: iMap Advance Payment DEPARTMENT: Tourist Development Department BCC DISTRICT: STATEMENT OF ISSUE: Request approval for payment in advance to iMap Multimedia for 33% of project total plus the first year’s annual license fee for event space presentation software costs for the Emerald Coast Convention Center. BACKGROUND: Staff desires the ability to provide an interactive floor plan service allowing people to virtually tour the Emerald Coast Convention Center online. Visitors to emeraldcoastconventioncenter.com may simply click on the landing page floor plans and be able to view all the convention center’s diagrams and pictures in an interactive format that gives clients the ability to see rooms and determine how their event will fit within the convention center’s space. Although the software doesn’t in anyway touch the county network, Tourist Development sought and obtained Information Systems concurrence with the purchase. These services have been procured in accordance with County purchasing policies. Two vendors responded to the Purchasing Department’s request for quotes: iMap NewMarket Software Development $9,800 $9,170 Annual License Fee $1,960 $5,110 First-Year Total $11,760 $14,280 iMap’s proposal includes payment of 33% of the $9,800 software development cost along with the first year’s $1,960 license fee upon agreement acceptance. The balance of 67% of the $9,800 software development cost will be invoiced upon completion and acceptance of the project. Pursuant to Section E.700(2) of the Tourist Development Department Operations and Procedures Manual, no advancement of funds will be issued unless specifically approved by the Board. Pursuant to the State Chief Financial Officer’s Reference Guide for State Expenditures, advance payment may be made if the payment results in savings equal to or greater than the amount earned by investing the funds and paying later or if the payment is essential to the operations of the agency and the goods or services are available only if advance payment is made. In this particular case, the services of the lowest-priced vendor are available only if advance payment is made. OPTIONS: Approve or Disapprove RECOMMENDATION: Approve payment to iMap Multimedia in accordance with the proposal terms for event space presentation software costs for the Emerald Coast Convention Center. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator