Okaloosa County BOCC — April 27, 2013 — reading text

8.6.c.b FINAL PAYMENT For those initial contracts and agreements signed by the Purchasing Director; the Purchasing Director has the authority to approve the final payment. For those initial contracts and agreements signed by the County Administrator; the County Administrator has the authority to approve final payment. Those initial contracts and agreements that were approved by the Board, final payment must also be approved by the Board. Attachment: Okaloosa County Purchasing Manual-5 (1517 : Revisions to the Purchasing Manual) 46 Packet Pg. 736  47 FORM APPENDICES 8.6.c.b Packet Pg. 737 Attachment: Okaloosa County Purchasing Manual-5 (1517 : Revisions to the Purchasing Manual)  8.6.c.b CONTRACT CONTROL NUMBER C83-0013-RM C 83 0013 RM Attachment: Okaloosa County Purchasing Manual-5 (1517 : Revisions to the Purchasing Manual) Contract FY Consecutively Department Assigned Control # LEASE CONTROL NUMBER L90-0114-AP L 90 0114 AP Lease FY Consecutively Department Assigned Control # 48 Packet Pg. 738  8.6.c.b CONTRACT, LEASE, AGREEMENT CONTROL FORM Date: Contract/Lease Control #: Bid #: Contract/Lease Type: _________________________________________ Attachment: Okaloosa County Purchasing Manual-5 (1517 : Revisions to the Purchasing Manual) Award To/Lessee: __________________________________________ Lessor: ______________________________ ____________ Effective Date: Term: Description of Contract/Lease: __________________________________________ Department: ____ Department Monitor: ____ _________________________________ Monitor's Telephone #: Monitor's FAX # or E-mail: Date Closed: cc: Finance Department Contracts & Grants Office 49 Packet Pg. 739  8.6.c.b CONTRACT & LEASE INTERNAL COORDINATION SHEET Contract/Lease Number: Tracking Number: Contractor/Lessee Name: Grant Funded: YES___ NO___ Purpose: Date/Term: 1. GREATER THAN $50,000 Attachment: Okaloosa County Purchasing Manual-5 (1517 : Revisions to the Purchasing Manual) Amount: 2. GREATER THAN $25,000 Department: 3. $25,000 OR LESS Dept. Monitor Name: Document has been reviewed and includes any attachments or exhibits. Purchasing Review Procurement requirements are met: ______________________________ Date: Purchasing Services Coordinator Risk Management Review Approved as written: Date: Risk Management Director County Attorney Review Approved as written: ______________________________ Date: _______________ County Attorney Following Okaloosa County approval: Contract & Grant Document has been received: ______________________________ Date: _______________ Contracts & Grants Manager 50 Packet Pg. 740  8.6.c.b EMERGENCY Contract / Lease Form Contractor/Lessee Name: Purpose: ____________________________________________________________ Date/Term: ________________________ Attachment: Okaloosa County Purchasing Manual-5 (1517 : Revisions to the Purchasing Manual) Amount: ___________________________ Department: ________________________ Justification must be given as to why the above referenced contract/lease is considered an emergency and therefore NOT in accordance with the approved Okaloosa County’s contract/lease policy and procedures. Approved: ___________________________ ______________ Department Director Date ___________________________ ______________ County Administrator Date ___________________________ ______________ Purchasing Director Date 51 Packet Pg. 741  8.6.c.b CONTRACT CLOSE-OUT CHECKLIST (To Be Prepared by the Purchasing Services Coordinator) DATE: TO: Contracts & Grants Manager, Finance Department Contracts & Grants Office SUBJECT: Contract No. Attachment: Okaloosa County Purchasing Manual-5 (1517 : Revisions to the Purchasing Manual) MANAGING DEPARTMENT: CONTRACTOR'S NAME: PROJECT TITLE: The attached has met the final payment contract requirement in subject contract. Yes No 1. Final Invoice 2. Completed Contract/Lease Payment Approval Form 3. Close-Out Documents Yes No N/A a. Signed Release of Lien b. Proof of Completion Advertisement c. Certificate of Insurance d. Consent of Surety to Final Payment e. Proof of Performance/Payment Bond Continuation 12 Months Following Final Payment Yes No 4. Agenda Request 5. Remarks ______________________________ __________________________ Purchasing Services Coordinator DATE 52 Packet Pg. 742  8.6.c.b CONTRACT/LEASE PAYMENT APPROVAL FORM COMPLETE AND FORWARD TO THE NEXT DEPARTMENT COMPLETED BY DEPARTMENT DATE: ___________ VENDOR NAME: _____________________________________ VENDOR #: _________________ CONTRACT/LEASE #: _________________________________ VENDOR TASK COUNTY/FEMA BUDGET ACCOUNT # AMOUNT $ INVOICE# ORDER # PROJECT # DEPARTMENT # Attachment: Okaloosa County Purchasing Manual-5 (1517 : Revisions to the Purchasing Manual) (If Applicable) (If Applicable) TOTAL APPROVED FOR PROGRESS PAYMENT (please sign, as applicable and date) CONTRACTOR’S ENGINEER/ARCHITECT/PROJECT MANAGER: _____________________________ DATE: _____________ COUNTY SUPERVISOR/PROJECT MANAGER: ____________________________________________ DATE: ______________ DEPARTMENT DIRECTOR: _____________________________________________________________ DATE: ______________ CONTRACTS & GRANTS MANAGER: ___________________________________________________ DATE: _____________ COUNTY ADMINISTRATOR: ___________________________________________________________ DATE: ______________ (Payments>$25,000.) FINAL PAYMENT FINAL PAYMENT YES_____ NO_____ (If “Yes”, forward to Purchasing Services Coordinator for Close-Out) DATE: ________ PURCHASING DIRECTOR ________________________________________________ (Per Initial Agreement) DATE: ________ CONTRACTS & GRANTS MANAGER _______________________________________________ (All Contracts) DATE: ________ COUNTY ADMINISTRATOR APPROVAL _______________________________________________ (Per Initial Agreement) DATE: ________ BOARD APPROVAL _______________________________________________ (Per Initial Agreement) COMPLETED BY FINANCE – ACCOUNTS PAYABLE ONLY FISCAL YEAR: ____________ DATE RECEIVED: ___________________________ REVIEWED BY: ____________________________________ 53 Packet Pg. 743  8.6.c.b CONTRACT/LEASE PAYMENT APPROVAL FORM INSTRUCTIONS Contract/Lease (Agreement) Payment Approval Form must be used for any lease or contract payment Department Responsibilities: 1. Initiates the Payment Approval Form completion process by completing Department section Attachment: Okaloosa County Purchasing Manual-5 (1517 : Revisions to the Purchasing Manual) and then forwarding to the Contracts &