Okaloosa County BOCC — November 4, 2014 — EXECUTIVE CLEANING — reading text

CONTRACT CLOSE-OUT CHECKLIST (To Be Prepared by the Contracts and Lease Coordinator) DATE: 10/24/2014 TO: Contracts & Grants Manager, Finance Department Contracts & Grants Office SUBJECT: Contract No. C12-2000-HD MANAGING DEPARTMENT: HEALTH DEPARTMENT CONTRACTOR'S NAME: EXECUTIVE CLEANING, INC. PROJECT TITLE: CLEANING OF OFFICE BUILDING The attached has met the final payment contract requirement in subject contract. Yes No il. Final Invoice Xl O 2. Completed Contract/Lease Payment Approval Form Xx] O 3. Close-Out Documents Yes No N/A a. Signed Release of Lien O im b. Proof of Completion Advertisement Oo Ly xX c. Certificate of Insurance | C] Xx d. Consent of Surety to Final Payment O | Xl e. Proof of Performance/Payment Bond oO oO XI Continuation 12 Months Following Final Payment Yes No 4, Agenda Request Xl im 3s Remarks /0-AG-1I4 Janne Kutatik, Contracts and Lease Coordinator DATE BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: November 4, 2014 TO: Honorable Chairman and Members of the Board FROM: Zan Fedorak SUBJECT: Seeking Approval of Final Payment and to Close-Out Contract C12-2000-HD with Executive Cleaning, Inc. DEPARTMENT: [PUR] Health Department BCC DISTRICT: All STATEMENT OF ISSUE: [PUR] Seeking Board Approval for Final Payment and to Close-Out Contract C12-2000-HD with Executive Cleaning, Inc. BACKGROUND & ANALYSIS: In December 2012, Okaloosa County entered into a contract with Executive Cleaning for custodial services for the Health Department facilities. The initial contract was for $63,752.26 for a 21 month period. Based on a review by staff it was determined the buildings are owned by Okaloosa County and it was agreed that the cleaning of the Health Department facilities will be done by Facility Maintenance. This final payment of $2,897.83 will conclude the contract and all custodial services are now being performed by Facility Maintenance staff. OPTIONS: Approve/Deny final payment of $2,897.83 to Executive Cleaning, Inc. and close-out of contract C12-2000-HD. RECOMMENDATION: Staff recommends approval of final payment of $2,897.83 to Executive Cleaning, Inc. and close-out of contract C12-2000-HD. RECOMMENDED BY: APPROVED BY: John Hofstad, Interim County Administrator OKALOOSA COUNTY CLERK OF THE CIRCUIT COURT NI emo _— :OO,PLEASE RETURN YELLOW FORM WITH RESUBMITTED CONTRACT**** To: HLTH DEPT From: Jodi K Gates, Financial Services Manager Date: 10/14/2014 Re: Return Payment Request Notification REFERENCE MATERIAL: - The County's Policy and Procedure Manual and forms are available http://www.co.okaloosa.fl.us/Purchasing Documents.html - All contracts/leases can be viewed at http://www2.co.okaloosa.fl.us/contracts/defaultpage.aspx - FDOT - http://fdotewp1.dot.state.fl.us/CityToCityMileage/viewer.asp - Section 112.061 Florida Statutes CONTRACT/DIRECT PAY/PO's THE FOLLOWING PAYMENT REQUEST IS BEING RETURNED DUE TO ONE OR MORE OF THE FOLLOWING REASONS Vendor Executive Cleaning Invoice Date 10/1/2014 Invoice Number 9286 Amount $2,897.83 Purchase Order # TRAVEL REIMBURSEMENTS THE TRAVEL SETTLEMENT PAYMENT REQUEST LISTED BELOW IS BEING ADJUSTED AND/OR RETURNED IF FURTHER ACTION IS NEEDED DUE TO ONE OR MORE OF THE FOLLOWING REASONS: Traveler Travel End Date Destination Purpose REASON FOR RETURN: 1st Reason Other - Final Pay (Follow Final Payment Policy) Explanation of Return Appears to be final payment to contract. 2nd Reason Explanation of Return To ****NOTE: CORRECTIONS RESULTING IN ANY CHANGE MADE TO A CONTRACT PAYMENT FORM OR SUPPORTING DOCUMENTATION WILL NEED TO BE RESUBMITTED THROUGH THE NORMAL APPROVAL PROCESS**** Please review, make necessary corrections and resubmit for payment. If you have any questions, contact Olivia Tanner at x3414, Deborah Estelle at x3416 or Jodi Gates at x3413. Thank you. 243 CONTRACT/LEASE PAYMENT APPROVAL FORM <= COMPLETE AND FORWARD TO THE NEXT DEPARTMENT \ 4 COMPLETED BY DEPARTMENT pate: 10/03/2014 VENDOR NAME: Executive Cleaning CNR IJ1Z0080 CONTRACT/LEASE#: C©12-2000-HD TASK COUNTY/FEMA VENDOR BUDGET COU INVOICE # ORDER PROJECT# — | yepartmenta#| SCCOUNT# AMOUNTS (If Applicable) (if Applicable) 9286 1550 534600 $ 2,897.83 wt | v TOTAL $2807.83 7 APPROVED FOR PROGRESS PAYMENT (please sign, as applicable and date) CONTRAGIORS ENGINEER/ARCHITECT/PROJ ECT MANAGER: DATE: COUNTY suPERvisowiPROsEcr MANAGER: DATE: Depa Een DIRECTOR: Corrs O . Chee ur© Yo pe vol] iy Ni CONTRACTS EGRANT MANAGER: SKE Ze ra Z fey es DATE: -7 aw 4 C COUNTY: ADMINISTRATO DATE: (Payments $25,000.) FINAL PAYMENT | FINAL PAYMENT ved Chol _I Cf" Yes", forward to Purchasing Services Coordinator for Close-Out) DATE: 10/27/|4 PURCHASING DIRECTOR: 2A AL t T (Per Initial Agreement) O) Bain Feder ar 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: pda OyP: Afeofrd DATE RECEIVED: ] 0) ft REVIEWD BY: () Ta Nnaa Dec. yo/s/y Executive Cleaning Inc. Invoice P.O. Box 1 { , 3 TS Date Invoice # Milledgeville, GA 31059-1375 10/1/2014 9286 Bill To Site Serviced Florida Department of Health Ft. Walton / Crestview Okaloosa County Health Dept. 221 Hospital Dr. NE Fort Walton Beach, FL 32548 P.O. No. Terms Due Date Account # Net 20 10/21/2014 Description Rate Amount Janitorial Services For The Previous Month: 2,897.83 2,897.83 ire = RECEIVEL t act U2 2014 JKALOUSA COUNTY 4EALTH DEPARTMENT Thank you for your business. Total $2,897.83 [f payment is not received by the due date a late fee of 18% APR will be added to your ‘ account. Payments/Credits $0.00 Balance Due $2,897.83 Phone # Fax# 478-452-0747 478-453-2766 Web Site www.executivecleaninginc.com REFERENCE: PURCHASING'S ONLINE CONTRACTS PRINTED/ATTACHED BY: BCC FINANCE FWB Throughout | Quarterly | 3 | 35 | | | | ‘ /0 Jb G yor TASKS* MEASURE UNIT ANNUAL LOCATION AREA SCHEDULE OF UNIT cost COST FWB VCT Floor Throughout Quarterly aig “Yh Oo Zt (Or 2 CCE FWB Carpeted Areas - Throughout Quarterly 7 oe fe IDS. FWB Throughout - Porous Tile Areas Twice/Year 22 gO do ie Oo cv Garbage, Throughout Daily 2 | 8 | 43 2 f ‘bo v/ 000.0 o wv Restrooms (10) Daily qa} 34}a5|a7) 2a wie ha LEOGO cv Water Fountains (4) Daily 5 345 05° VA O88 wv Hallways, Walk Through Daily a7 |18 | 21 fs fle £0.00 wv Waiting Rooms/Receptions/Lobbies Daily -s§ |6lat)aslasia7) 1g | 22 fO i¢ 4 Clinic - Main Room WIC 5 through WIC 11, 13,15), 16, 17,24 | Daily 17 | 21 - 3 D / 6 LGOOS Clinic - Main Room 23 WIC Lab, 35 Exam Room Daily 5 | 6,12) 15 | 17 | 21 -oS flo /E6 09.02 Clinic Rooms 33-35 te 39, 41,42 Exam Rooms Dally § | 6 114)45 51721 t Bo fe fdle-vo Dental Clinic Throughout Daily 5 a.) 45 47/2 ~fO fe A200.90 cv Restrooms {10} Weekly 4 i ge vi b oY b cv Throughout Carpeted Areas Weekly i = 4 oD vi 6 a Sb Cv Throughout - Glass Door and Windows Weekly 16 1 fi b §, 52. a Clinic - Main Roam 2 Weekly 1 ff] a fo a) bo Clinic Room 27 - Kitchen FLOOR ONLY Weekly a7 | 24 OS” /b YA, om Oy VCT floor Throughout Twice a Month | 20 5 / 6 VAG - cv Throughout Low Dusting Twice a Month | 11 fo /e GOW cv “Restrooms (10) — Wall Tiles Monthly 15 f0 je Yo. ve Clinic Main Main Entrance/Lobbies Monthly 12 | 47 | 22 ot fi 6 £0.00 cv Throughout Quarterly 3/719 119 20 fe JAS. Cv Throughout - Porous Tile Areas Twice/Year 22 / (4] fi & Aue we TOTAL BID PROPOSAL $ Apron) ~ 3 Y 979.» mirkly ~ 2997.63 _ Last Revised — 09/28/2012 Page 21 PRINTED/ATTACHED BY: BCC FINANCE SUNGARD PENTAMATION, INC. PAGE NUMBER: DATE: 10/14/2014 OKALOOSA COUNTY BOCC AUDIT61 TIME: 12:49:35 PROJECT AUDIT TRAIL SELECTION CRITERIA: project .proji=’Ci22000' ACCOUNTING PERIODS: 1/14 THRU 13/15 SORTED BY: PROJECT, FUNCTION, TASK TOTALED ON: PROJECT, FUNCTION, TASK PAGE BREAKS ON: PROJECT PROJECT - C122000 - EXECUTIVE CLEANING RECEIPTS RECEIVABLES ACCOUNT DATE T/C ENC/RECV REFERENCE PAYER/VENDOR BUDGET EXPENSES ENCUMBRANCES DESCRIPTION BALANCE PROJECT - C122000 - EXECUTIVE CLEANING 534600 CS-JANITORIAL 00 00 .00 BEGINNING BALANCE 11/13/13 15 00 11/14/13 21 0 1401018 21300430 EXECUTIVE CLEANI 2,897.83 ~00 OCT2013 12/12/13 21 0 1401564 21300430 EXECUTIVE CLEANI 2,897.83 ~00 NOV2013 01/09/14 21 0 1402053 21300430 EXECUTIVE CLEANT 2,897.83 +00 DEC2013 02/19/14 21 0 1403230 21300430 EXECUTIVE CLEANI 2,897.83 ~900 JAN2014 03/27/14 21 0 1404269 21300430 EXECUTIVE CLEANI 2,897.83 -00 FEB2014 04/17/14 21 0 1404760 21300430 EXECUTIVE CLEANT 2,897.83 -00 MARCH2014 05/22/14 21 0 1405782 21300430 EXECUTIVE CLEANT 2,897.83 -00 APRIL2014 06/18/14 21 0 1406402 21300430 EXECUTIVE CLEANI 2,897.83 -00 MAY2014 07/17/14 21 0 1407110 21300430 EXECUTIVE CLEANI 2,897.83 -00 JUNE2014 08/21/14 21 0 1408347 21300430 EXECUTIVE CLEANT 2,897.83 .00 JULY2014 10/09/14 21 0 9190 21300430 EXECUTIVE CLEANI 2,897.83 .00 SEPT2014 10/09/14 21 0 9190 21300430 EXECUTIVE CLEANI -2,897.83 .00 SEPT2014 10/09/14 21 0 1500316 21300430 EXECUTIVE CLEANT 2,897.83 -00 AUG2014 TOTAL CS-JANITORIAL -00 31,876.13 00 —31,876.13 TOTAL TASK - EXECUTIVE CLEANING -00 -31,876.13 -00 31,876.13 TOTAL FUNCTION - EXECUTIVE CLEANING ~o0 -31,876.13 -00 31,876.13 TOTAL PROJECT — EXECUTIVE CLEANING 00 -31,876.13 +00 31,876.13 TOTAL EXPENSE 00 31,876.13 00 -31,876.13 TOTAL REVENUE 00 -00 -00 -00 TOTAL EXPENSE 00 31,876.13 -00 -31,876.13 TOTAL REPORT -60 -31,876.13 00 31,876.13