Okaloosa County BOCC — June 17, 2014 — reading text

United States or any state, for a violation occurring in the workplace no later than five (5) days after such conviction. 5. Impose a sanction on, or require the satisfactory participation in, drug abuse assistance or rehabilitation program if such is available in employee’s community, by any employee who is convicted. 6. Make a good faith effort to continue to maintain a drug-free workplace through implementation of this section. As the person authorized to sign this statement, I certify that this firm complies fully with the above requirements. DATE: _______________________ SIGNATURE: ____________________ COMPANY: _______________________ NAME: _________________________ (Typed or Printed) ADDRESS: _______________________ TITLE: _________________________ _______________________ E-MAIL: ________________________ _______________________ PHONE NO.: _______________________ Page 20 Packet Pg. 324  NO CONTACT CLAUSE The Board has established a solicitation silence policy (No Contact Clause) that prohibits oral and written communication regarding all formal solicitations for goods and services (formal bids, Request for Proposals, Requests for Qualifications) issued by the Board through the County Purchasing Department. The period commences when the procurement document is received and terminates when the Board approves an award. When the solicitation silence period is in effect, no oral or written communication is allowed regarding the solicitation between prospective bidders/proposers and members of the Board, the County Administrator or members of the Board Approved Review Committee. All questions or requests for information regarding the solicitation must be directed to the designated Purchasing Representative listed in the solicitation. Any information thought to affect the committee or staff recommendation submitted after bids are due, should be directed to the Purchasing Director or his appointed representative. It shall be the Purchasing Director’s decision whether to consider this information in the decision process. Any violation of this policy shall be grounds to disqualify the proposer from consideration during the selection process. All proposers must agree to comply with this policy by signing the following statement and including it with their submittal. I representing _____ Signature Company Name On this ______ day of __________, 2014 hereby agree to abide by the County’s “No Contact Clause” and understand violation of this policy shall result in disqualification of my proposal/submittal. Page 21 Packet Pg. 325  LOCAL PREFERENCE DATA SHEET Okaloosa County grants a preference to in-county bidders only when bids are received from firms located in states, municipalities or other political subdivisions which offer preference to bidders located in such political subdivisions. The amount of preference given to local bidders will be the same as that given by the state, county, municipality or other political subdivisions in which the out-of-county bidder is located. If the political subdivision in which a bidder is located offers a preference to its local firms, that bidder must plainly state the extent of such preference to include the amount and type preference offered. Any bidder failing to indicate such preference will be removed from the County bid list and any and all bids from that firm will be rejected. Does the state, county, municipality or political subdivision in which your firm is located offer a preference to their local bidders? If “YES,” list below the extent of such preference. (If your firm is located in Okaloosa County, you will check “YES”-reciprocal only.) YES ___________________________ NO ________________________ If yes, you must identify how you confirmed this information or who you spoke with within your area of business location below: ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ _____________________________ ____________________________ Bidder’s Company Name Authorized Signature – Manual ____________________________ Printed Name _____________________________ Date Page 22 Packet Pg. 326 Packet Pg. 327 Packet Pg. 328  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: June 17, 2014 TO: Honorable Chairman and Members of the Board FROM: Zan Fedorak SUBJECT: Seeking Approval to Pay Invoices for Services Provided by State Attorney DEPARTMENT: Purchasing BCC DISTRICT: All STATEMENT OF ISSUE: [PUR] Seeking Board approval for Court Admin to pay invoices for services provided by State Attorney. BACKGROUND & ANALYSIS: Court Administration requests Board consideration for payment of quarterly invoices for services provided by the Office of the State Attorney for the total amount of $3,969.00. These charges are incurred based on the Memorandum of Agreement (MOA) between the Office of the State Attorney, First Judicial Court and Office of Court Administrator, First Judicial Court. These invoices were previously paid by a requisition after receiving the invoice; however, current policy prevents that process. In addition, there will be another quarterly invoice received at the end of July for services rendered during the months of April, May, and June for the amount of $1,323.00. We are also requesting that this invoice be approved to be paid upon its receipt. Court Admin has a plan to do a purchase order for the $1323.00 in the month prior to the quarter and services being rendered to avoid this situation in the future. The MOA states the fee for Teen Court, Domestic Violence Court, and Mental Health Court will be $2,197. However, the billing is for $1,323 because they are no longer providing Teen Court Services, therefore, they do not bill for that service. Purchasing staff will assist Court Admin with an update to the MOA to address the fee amounts so that they correctly reflect amounts listed and services provided in the future. OPTIONS: Approve/Deny payment of existing invoices for services provided by the State Attorney for the total amount of $3969.00 and payment of future invoice for April, May, and June in the amount of $1,323.00 which will be received at the end of July. RECOMMENDATION: Staff recommends payment of existing invoices for services provided by the State Attorney for the total amount of $3969.00 and payment of future invoice for April, May, and June in the amount of $1,323.00 which will be received at the end of July. RECOMMENDED BY: Packet Pg. 329 APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 330 Packet Pg. 331 Packet Pg. 332 Packet Pg. 333 Packet Pg. 334 Packet Pg. 335  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: June 17, 2014 TO: Honorable Chairman and Members of the Board FROM: Zan Fedorak SUBJECT: Requesting Approval for the Chairman to Sign Contract with Pinnacle (W&S RFP 40-14) DEPARTMENT: Purchasing BCC DISTRICT: All STATEMENT OF ISSUE: [PUR] Requesting approval for the Chairman to sign the contract with Pinnacle Data Services LLC for Utility Billing Outsourcing for Water & Sewer. BACKGROUND: Bids were opened on May 7, 2014 and five (5) bids were received. On May 20, 2014, the Board approved the award of the contract to Pinnacle Data Services LLC for Utility Billing Outsourcing. Pinnacle Data Services LLC is the lowest responsive bidder meeting the requirements for a monthly cost of $4,572 before postage. All contract documents have been received and are ready to be signed. (See attached.) The awarded contract will be for a term of three (3) years with three (3) one-year renewals. This contract will be for outsourcing the billing which consists of approximately 29,000 utility bills each month in addition to final and off-cycle bills. Funding will be available in the FY14/15 Water & Sewer budget account number 4101- 534306. We request the Board’s approval for the Chairman to sign the contract with Pinnacle Data Services LLC for Utility Billing Outsourcing. Full contract document can be viewed at: http://www.co.okaloosa.fl.us/doc/dept/purchasing/pinnacle.pdf. OPTIONS: Approve/Disapprove the request for the Chairman to sign contracts with Pinnacle Data Services LLC for Utility Billing Outsourcing for Water & Sewer. RECOMMENDATIONS: Staff recommends the Chairman sign the contracts with Pinnacle Data Services LLC for the Utility Billing Outsourcing for Water & Sewer. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 336 Packet Pg. 337 Packet Pg. 338 Packet Pg. 339 Packet Pg. 340 Packet Pg. 341  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: June 17, 2014 TO: Honorable Chairman and Members of the Board FROM: Zan Fedorak SUBJECT: Seeking Approval to Renew Contract with Warren Averett (C10-1809- FIN) DEPARTMENT: Purchasing BCC DISTRICT: All STATEMENT OF ISSUE: [PUR] Seeking Board approval to renew Contract with Warren Averett. (C10-1809-FIN) BACKGROUND & ANALYSIS: The existing contract with Warren Averett to provide audit services will expire on September 30, 2014. The contract has an option to renew for an additional one year period. This is the last year the renewal option is available. OPTIONS: Approve/Deny renewal of contract with Warren Averett for an additional year per the renewal option to be in effect until September 30, 2015. RECOMMENDATION: Staff recommends renewal of contract with Warren Averett for an additional year per the renewal option to be in effect until September 30, 2015. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 342 Packet Pg. 343  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: June 17, 2014 TO: Honorable Chairman and