Okaloosa County BOCC — April 27, 2013 — reading text

service in office. Failure to do so may result in the cost of the device being withheld from the County official’s or employee’s final paycheck until such time as the wireless communication device is returned to Okaloosa County. C. RATE The wireless communication device minute rate shall be established by the County Administrator and may be based upon comparable industry standards for wireless communication device service or on the standard basic service level rates, minutes, and features provided for County issued wireless communication devices from an approved County wireless communication device service provider. NOTE: Personal calls that are Mobile to Mobile (MM) or Link to Link (PTT) do not require reimbursement. 22 Packet Pg. 821  8.6.c.c Q. CONTRACTS, LEASES & NON-GRANT AGREEMENTS POLICIES AND PROCEDURES I. SCOPE This policy governs management procedures of all contracts, leases and (non-grant) agreements (hereinafter referred to as Agreements) entered into by the various issuing departments and Attachment: Compare version 5 with original.pdf (1517 : Revisions to the Purchasing Manual) approved by the Board. II. OBJECTIVE To establish uniform procedures to be used countywide to ensure oversight and improved management of all Board-approved agreements including the establishment of a Board of County Commissioner’s Central Repository in the Purchasing Department. These procedures provide guidelines to ensure the following: 1) Agreements are properly authorized by the appropriate county officials (e.g., Board, County Administrator, Purchasing Director and/or Department Director). 2) The business interests of the County are protected in compliance with the terms of the fully- executed agreement and throughout the term of such agreement. 3) The County has a system to identify and evaluate potential injury, property loss and liability exposure. 4) Original agreements are maintained in the Finance Department Contracts & Grants Office. 5) Copies of all agreements, amendments, change orders, task orders, supplements, renewals and supporting documentation are maintained in an auditable format in the central repository. 6) Prior to expiration, agreements are reviewed in a timely fashion to determine if renewal or re-bid is required. III. AUTHORITY 1) Institute for Senior Professionals Review of Okaloosa County Contracts, report dated December 1996. 2) 1997 Annual Comprehensive Audit 3) Okaloosa County Administrative Service Director memorandum of January 22, 1998. 4) All applicable federal, state and local rules and regulations. 23 Packet Pg. 822  8.6.c.c IV. CONTRACTS, LEASES AND AGREEMENTS FLOW PROCESS 1. Forward a rough draft of Agreement to the Purchasing Services Coordinator. Tasking Number is assigned. Purchasing Services Coordinator shall complete and sign the Contract & Lease Internal Coordination Sheet (see attached). 2. Purchasing Services Coordinator forwards to Risk Manager for insurance and limits determination. a. If insurance not required or requirements satisfactory, Risk Manager signs the Contract & Lease Internal Coordination Sheet (see attached)and returns to Purchasing Services Coordinator. Attachment: Compare version 5 with original.pdf (1517 : Revisions to the Purchasing Manual) b. If insurance required, Purchasing Services Coordinator forwards draft Agreement with Risk Manager’s comments to Department Monitor. 3. Managing Department makes necessary changes to the Agreement as required and returns to the Purchasing Services Coordinator. 4. Purchasing Services Coordinator verifies changes with the Risk Manager. Risk Manager signs the Contract & Lease Internal Coordination Sheet and returns to Purchasing Services Coordinator. 5. County Attorney reviews the Agreement and upon approval signs the Contract & Lease Internal Coordination Sheet (see attached). Returns to Purchasing Services Coordinator. 6. If changes are required by the County Attorney, Purchasing Services Coordinator will return Agreement to Managing Department for corrective action. When corrections made, reapply Step 5. 7. Purchasing Services Coordinator returns draft Agreement to Managing Department with the Contract & Lease Internal Coordination Sheet attached. 8. Managing Department will make the required number of contract copies and obtain the contractor, lessee or lessor’s signature on each copy. 9. Upon execution by the lessee, lessor or contractor, Managing Department forwards to the Purchasing Director for review prior to going through the applicable approval process. 10. Pursuant to approval authority contained in this Manual, Board, County Administrator, or Purchasing Director or their designee approves and signs. The Agreement is then forwarded to the Purchasing Services Coordinator. 11. Purchasing Services Coordinator will request from the Department Monitor, the Insurance Certificates when applicable, if not already attached to the Agreement. 12. Purchasing Services Coordinator reviews Insurance Certificates with the Risk Manager for compliance with the Board-approved Agreement. Risk Manager will then resolve discrepancies that may exist with the Department Monitor. Upon resolution, return to Purchasing Services Coordinator. 13. Purchasing Services Coordinator forwards the original signed Agreement with required enclosures/attachments to the Finance Department Contracts & Grants Office. 24 Packet Pg. 823  8.6.c.c 14. Finance Department Contracts & Grants Office signs the Contract & Lease Internal Coordination Sheet (see attached), retains the original and returns a copy of the Contract & Lease Internal Coordination Sheet to the Purchasing Services Coordinator for distribution. 15. Purchasing Services Coordinator makes final distribution and creates a Repository file. V. PURCHASING DEPARTMENT RESPONSIBILITIES 1) Assign a Purchasing Services Coordinator. 2) Establish a central repository of all county contracts, leases and agreements in the Attachment: Compare version 5 with original.pdf (1517 : Revisions to the Purchasing Manual) Purchasing Department as a backup in support of the Finance Department Contracts & Grants Office. VI. ISSUING DEPARTMENT RESPONSIBILITIES 1) Ensure agreements, amendments and change orders are properly authorized by the Board, County Administrator or Purchasing Director or their designee using the appropriate authorizing thresholds and forms provided herein. 2) Assign a Department Monitor for each Department-initiated agreement, and serve as point-of-contact throughout the term of the agreement. 3) Administration of the agreement rests with the issuing County Department. 4) Upon project completion, Department staff must review the contract closeout requirements. Submission of the closeout “package” must be forwarded to the Purchasing Services Coordinator prior to approval. The “package will consist of: a) Final Invoice b) Completed Contract Payment Form Marked “Final” c) Required Closeout Documents as specified in the Contract d) Agenda Request (if appropriate) VII. ISSUING DEPARTMENT MONITOR RESPONSIBILITIES 1) Serve as Managing Department Director’s liaison with the contractor or lessee. 2) Point of contact for all agreement questions, concerns and initial correspondence. 3) Assure that standard contract/lease insurance terminology is included in agreement and any other requirements noted by the Risk Manager, if applicable. 4) Ensure appropriate administrative controls and monitoring procedures are in place to oversee agreement compliance. Periodic inspections shall be conducted as an integral part of the monitoring procedures. 5) Attend meetings as applicable with contractor or lessee, such as pre-construction conference, progress meetings, job conferences and other related agreement meetings. 6) Review progress schedule. Conduct on-site observations of the work/service. 7) Maintain a log as applicable, recording contractor hours on the job site, weather conditions, data relative to questions of work directive changes and change orders. 25 Packet Pg. 824  8.6.c.c 8) Monitor contractor completion of work in accordance with the agreement for the price found in the bid prior to certifying invoices for payment. 9) Review contractor change orders, if allowable, forward to Department Director for approval and submission to the Board, County Administrator or Purchasing Director or their designee for approval pursuant to the approval authority contained in this Manual. 10) Notify Purchasing Services Coordinator of agreement completion. 11) Liaison with Purchasing Services Coordinator and contractor providing service/work regarding contract or lease performance, operational requirements and monitoring as Attachment: Compare version 5 with original.pdf (1517 : Revisions to the Purchasing Manual) applicable. 12) Ensure project is conducted in accordance with the approved agreement. 13) Provide, as required, supporting agreement documentation to Purchasing Services Coordinator for inclusion into the repository file and originals to Finance Department Contracts & Grants Office. VIII. COUNTY ATTORNEY RESPONSIBILITIES Review all contracts, leases and agreements to assure that the County is in compliance with Federal, State and local rules and regulations. IX. RISK MANAGEMENT RESPONSIBILITIES Review all agreements to ensure: 1) Agreements incorporate the necessary insurance and bonding requirements. 2) Purchased insurance and bonding policies provide the nature and scope of coverage intended. 3) Appropriate indemnification and hold harmless provisions are inserted into agreements. 4) If specific coverage is unavailable, the Risk Manager may approve alternate policy or assurances. 5) If discrepancies exist, Risk Manager will