Okaloosa County BOCC — April 27, 2013 — reading text

NAME POSITION/DEPT SIGNATURE DATE Last Revised- 03-07-2013 Page 28 Packet Pg. 672  8.6.b BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: March 19, 2013 TO: Honorable Chairman and Members of the Board FROM: Richard Brannon SUBJECT: Sale of Marquis Yacht DEPARTMENT: Purchasing BCC DISTRICT: All STATEMENT OF ISSUE: On June 5, 2012, the Board authorized approval to obtain quotes through a broker to dispose of the 2011 Marquis Yacht. Boat Brokers Inc. in Ft. Walton Beach was contracted with to sell the Yacht. On July 17, 2012 the Board designated the County Administrator, the County Attorney & the Board Chairman to review offers and determine if they were acceptable and give guidance to the Purchasing Director. On March 5, 2013 the Board Chairman delegated his role to Commissioner Kelly Windes. We currently have an offer to buy the Yacht in the amount of $458,000.00. The offer is from an outside broker to our broker and would result in a 10% broker fee. The net proceeds to the County would be $412,200.00. Should this offer not be acceptable or in the event the customer withdraws their offer, we request that the Board designate one person with the authority to close a sale on the Yacht. OPTIONS: Approve the sale or reject. RECOMMENDATIONS: This item is brought to the Board for discussion and guidance. RECOMMENDED BY: APPROVED BY: Packet Pg. 673  8.6.b James D. Curry, County Administrator Packet Pg. 674  8.6.b.a Packet Pg. 675 Attachment: YachtBlu Purchase & Sale Agreement (1508 : Sale of Marquis Yacht)  8.6.b.a Packet Pg. 676 Attachment: YachtBlu Purchase & Sale Agreement (1508 : Sale of Marquis Yacht)  8.6.b.a Packet Pg. 677 Attachment: YachtBlu Purchase & Sale Agreement (1508 : Sale of Marquis Yacht)  8.6.b.a Packet Pg. 678 Attachment: YachtBlu Purchase & Sale Agreement (1508 : Sale of Marquis Yacht)  8.6.c BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: March 19, 2013 TO: Honorable Chairman and Members of the Board FROM: Richard Brannon SUBJECT: Revisions to the Purchasing Manual DEPARTMENT: Purchasing BCC DISTRICT: All STATEMENT OF ISSUE: In its Operational Audit, Report No. 2013-085, the Auditor General noted several areas involving the County’s purchasing procedures that require strengthening. The attached revisions to the Purchasing Manual sets forth increased control and monitoring of the policies and procedures which shall be adhered to by all county departments involved in the procurement of goods and services. BACKGROUND: Over the years, many incremental changes have been made to the Purchasing Manual. In the course of addressing the areas noted by the Auditor General, we found it prudent to review and revise the Purchasing Manual in its entirety. The attached revisions are the result of input received by various county departments, including Risk Management, Human Resources and the Finance Department. The following is a list of key changes that have been incorporated into the attached Purchasing Manual: • The Contracts, Leases, and Non-Grant Agreement Policies and Procedures have been incorporated into the Purchasing Manual, which clearly identifies each department’s duties and responsibilities. • All forms have been moved to the end of the document under a section titled “Form Appendices.” • The Code of Ethics provisions have been expanded to apply to county officials and employees. • “Direct Payment” expenses have been extended to include: o Risk Management Claim Settlements o Refunds o Employee reimbursements o Banking Finance Fees Packet Pg. 679  8.6.c o Recording Fees o Value Adjustment Board fees • Strengthening of the Travel Policy. • Clarified procedures involving emergency purchases. • Purchasing Card policies and procedures now include: o Improved process to ensure the receipt of goods/services purchases with P-cards. o Documentation of public purpose served by the P-card expenditure. o Enhanced auditing process of P-cards and certifications. o Increased monitoring of P-card expenditures. All Department Director P-card invoices will be independently reviewed by the County Administrator. • Bids, RFPs and RFQs o Implementation of a “No Contact Clause” which goes into effect upon submission of the bid/proposal response to the County. o The process for retaining Legal Services shall be directed by the Board, rather than automatically require an RFP. o Inclusion of bid/proposal protest procedures. o Selection Committee meetings must be properly noticed, open to the public and meeting minutes must be taken. o Selection Committee members are required to sign the ranking sheets. • Contract/Lease Payment Approval Form o Now requires signatures of authorizing officials/employees, rather than just initials. In addition to the key changes listed above, many grammatical and formatting changes have been included in the attached Purchasing Manual. Packet Pg. 680  8.6.c OPTIONS: Provide direction on any additional changes and reschedule for final approval at the Board’s next meeting or Approve/Disapprove. RECOMMENDATIONS: Provide direction on any additional changes and reschedule for final approve at the Board’s next meeting. RECOMMENDED BY: APPROVED BY: James D. Curry, County Administrator Packet Pg. 681  8.6.c.a Attachment: Amendments to Purchasing Manual (1517 : Revisions to the Purchasing AMENDMENT OF PURCHASING MANUAL By Lynn M. Hoshihara Nabors, Giblin & Nickerson Packet Pg. 682  8.6.c.a PURPOSE OF THE AMENDMENTS Attachment: Amendments to Purchasing Manual (1517 : Revisions to the Purchasing • IMPLEMENT RECOMMENDATIONS OF AUDITOR GENERAL • STRENGTHEN EXISTING PURCHASING PROCEDURES • CONSOLIDATE THE PURCHASING MANUAL AND CONTRACT, LEASES & NON-GRANT AGREEMENT POLICIES & PROCEDURES Packet Pg. 683  8.6.c.a Auditor General Recommendations Attachment: Amendments to Purchasing Manual (1517 : Revisions to the Purchasing CONFLICT OF INTERESTS Implement policies and procedures to ensure that future purchases of goods and services are not made from vendors in which a potential conflict of interest exists. Packet Pg. 684  8.6.c.a Auditor General Recommendations Attachment: Amendments to Purchasing Manual (1517 : Revisions to the Purchasing PROCUREMENT PROCESS Ensure that the selection process for the acquisition of professional services is documented. Maintain documentation evidencing the basis for decisions made by selection committees and require members to sign the ranking sheets. Packet Pg. 685  8.6.c.a Auditor General Recommendations Attachment: Amendments to Purchasing Manual (1517 : Revisions to the Purchasing TRAVEL • Ensure the preapproval of travel expenditures for all authorized persons. • Ensure use of properly completed and signed travel vouchers to support all travel expenditures. Packet Pg. 686  8.6.c.a Auditor General Recommendations Attachment: Amendments to Purchasing Manual (1517 : Revisions to the Purchasing PURCHASING CARDS 1. Independent review and approval shall be documented for all P-Card expenditures 2. Employees and reviewers shall certify they reviewed the applicable P-Card expenditure report Packet Pg. 687  8.6.c.a Auditor General Recommendations Attachment: Amendments to Purchasing Manual (1517 : Revisions to the Purchasing PURCHASING CARDS 3. P-Card certification and receipt forms shall be timely signed by employees 4. Employees must acknowledge the receipt of goods & services 5. County records shall evidence the authorized public purpose served by the expenditure Packet Pg. 688  8.6.c.a Other Proposed Changes Attachment: Amendments to Purchasing Manual (1517 : Revisions to the Purchasing Procurement Procedures – No Contact Clause – Bid/Proposal Protest Procedures Contract/Lease Approval Form – Requires signatures of authorizing officials and employees, rather than initials. Packet Pg. 689  8.6.c.b PURCHASING MANUAL Attachment: Okaloosa County Purchasing Manual-5 (1517 : Revisions to the Purchasing Manual) Revised: 11/09/98, 03/21/00, 09/18/01, 03/19/02, 09/07/04, 05/15/07, 09/04/07, 09/03/08, 09/12/11 Packet Pg. 690  8.6.c.b