Okaloosa County BOCC — April 27, 2013 — reading text

days of receipt of the formal written challenge, cause the challenge to be reviewed and provide a written recommendation as to the challenge. In the event the challenge is not resolved, the Board shall, within a reasonable time, be presented with the written challenge and the County Administrator’s analysis and recommendation to the challenge prior to award of the contract. The procurement, which is the subject of the protest, shall not proceed until a final decision has been made, unless the Board makes a determination that the contract must proceed without delay to protect substantial interest of the County. 4. The Board shall consider the challenge and the County Administrator’s analysis and recommendation and issue a written determination as to the challenge. 5. Nothing herein relinquishes the County’s right to waive irregularities and formalities in accordance with its procurement package and instructions. Further, nothing herein shall create any rights in the unsuccessful challenger. All decisions of the Board shall be final. 34 Packet Pg. 724  8.6.c.b P. WIRELESS COMMUNICATION POLICY A. AUTHORIZATION & ISSUANCE: 1. County-owned wireless communication devices shall only be issued to the following County personnel: a. County officials or employees whose responsibilities require the use of such technology for the efficient provision of County services or for the safety of Attachment: Okaloosa County Purchasing Manual-5 (1517 : Revisions to the Purchasing Manual) employees in the provision of County services; b. County officials or employees whose responsibilities include emergency response or on-call duties; c. Other personnel as approved by the Department Director. 2. Purchases of wireless communication devices shall be approved, in advance, by the receiving Department Director. B. COUNTY ISSUED WIRELESS COMMUNICATION DEVICES: 1. Usage: a. All County officials or personnel shall be required to sign a “Usage Agreement” with the County denoting the receipt of the wireless communication device and acknowledgment of the usage guidelines. b. The Purchasing Department shall serve as Contract Administrator for the County Wireless Communication Device Program and administer wireless provider contracts and employee Usage Agreements. c. All County officials or employees shall use the wireless communication device primarily for County related business. However, if such employee makes or receives a personal call on a County issued wireless communication device, then such employee shall pay for all personal calls. Employees shall assist the wireless communication device representative for their Department/Division in differentiating between business and personal calls and shall remit the full amount owed for personal calls within 30 days of first notification. Reimbursements shall be made at the contract rate per minute. For reimbursements of personal calls, a copy of the invoice highlighting personal calls indicating a total for each month and cash or a check payable to Okaloosa County Board of County Commissioners shall be submitted to the respective department (to be forwarded to the Finance Department). d. The County reserves the right to monitor and audit the use of all County- issued wireless communication devices. 35 Packet Pg. 725  8.6.c.b e. Reasonable precautions shall be made to prevent theft and vandalism. f. Wireless communication devices shall not be used when a less costly alternative is safe, convenient, and readily available. g. All expenses for the use of such wireless communication device for County related use shall be paid from the operating budget of the receiving department or division. 2. Monitoring & Control: Attachment: Okaloosa County Purchasing Manual-5 (1517 : Revisions to the Purchasing Manual) a. Immediate supervisors and Department Directors shall review monthly schedules of wireless communication device activity, b. Each user shall review monthly service billings to determine and remit, as appropriate, a payment at the rate listed per minute per call under item 1.c. that is of a non-county related purpose. c. Inappropriate use of wireless communication devices shall be reported to the respective Department Director. 3. County Officials, Employees and/or Department Division Responsibilities: a. County officials and employees who are issued a wireless communication device shall be responsible for the operation, condition and security of that device while it is in their possession. The County official or employee shall take all necessary precautions to ensure that the device is not subjected to conditions that would adversely affect the device or for which it was not designed. b. Each department shall be responsible for maintaining inventory for each wireless communication device purchased by their department. c. Upon termination of employment or upon the termination of tenure in office with Okaloosa County, it shall be the responsibility of the County official or employee to return said device to their supervisor or to their Department Property Custodian prior to their last date of employment or 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. 36 Packet Pg. 726  8.6.c.b Q. CONTRACTS, LEASES & NON-GRANT AGREEMENTS POLICIES AND PROCEDURES I. SCOPE This policy governs management procedures of all contracts, leases and (non-grant) agreements Attachment: Okaloosa County Purchasing Manual-5 (1517 : Revisions to the Purchasing Manual) (hereinafter referred to as Agreements) entered into by the various issuing departments and 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. 37 Packet Pg. 727  8.6.c.b 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 Attachment: Okaloosa County Purchasing Manual-5 (1517 : Revisions to the Purchasing Manual) Coordinator. 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