Okaloosa County BOCC — October 20, 2015 — Request Approval of Amendment #6 of API Contract — agenda request
Request Approval of Amendment #6 of API Contract — agenda request in the October 20, 2015 Okaloosa County BOCC meeting materials. Preserved county-portal original with machine-extracted reading text.
Preserved among the October 20, 2015 Okaloosa County Board of County Commissioners meeting materials (IQM2 meeting 1299). The date shown is the verified meeting context, not an independently established creation date for every attachment. The download catalog used September 1, 2015; the meeting date was corrected using the agenda/minutes heading and matching source filename.
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Action Item Printout
Date
October 20, 2015
Publisher
Okaloosa County Board of County Commissioners
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2
Reference collection
Okaloosa County Board of County Commissioners (IQM2 public portal)
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Request Approval of Amendment #6 of API Contract — agenda request — extracted reading text
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Request Approval of Amendment #6 of API Contract — agenda request — extracted reading text
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BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
DATE: October 20, 2015
TO: Honorable Chairman and Members of the Board
FROM: Zan Fedorak
SUBJECT: Request Approval of Amendment #6 of API Contract
DEPARTMENT: Purchasing
BCC DISTRICT: All
STATEMENT OF ISSUE: Request ratification of Amendment #1 and renumber to
Amendment #6 for the Advanced Processing & Imaging contract.
BACKGROUND & ANALYSIS: Advanced Processing & Imaging (API) implemented a
solution within the Water & Sewer Department (OCWS) which was comprised of two products:
OptiSpool and OptiView. The two products modernize the document storage operations of
OCWS by providing comprehensive document imaging solutions that are reliable, easy to use,
and fully capable of centralizing the content traveling both in and out of different offices.
OptiView converts paper documents to electronic images that are stored in a secure centralized
electronic filing cabinet. OptiSpool integrates the SunGard Public Sector billing software with
the API solution to capture spool files from the OCWS IBM Power5 system. The documents are
then labeled and organized for easy future retrieval. This software is protected by a copyright
and API is the sole source for the software maintenance.
Amendment #1 of the Advanced Processing & Imaging (API) contract was signed by the
Purchasing Manager on October 5, 2015. This amendment should have been numbered
Amendment #6. Staff has been researching contracts that have been in place for some time and
verifying procurement and the documentation. Part of this contract had been closed and moved
to archives. This file has been retrieved and the numbering of the amendments must be corrected
to appropriately document and complete the file. This additional documentation also revealed
that the original contract/procurement was approved by the Board in 2006. Therefore, all
subsequent amendments should be approved by the Board and signed by the Chairman. Staff
requests that Amendment #1, which will be renumbered to Amendment #6 and was signed by the
Purchasing Manager, be ratified by the Board. Any future documents that amend this contract
will be presented to the Board for approval.
OPTIONS: Approve/Deny ratification of Amendment #1 and renumber this document to
Amendment #6 to appropriately document the file.
RECOMMENDATION: Staff recommends ratification of Amendment #1 and renumber this
document to Amendment #6 to appropriately document the file.
RECOMMENDED BY:
APPROVED BY:
John Hofstad, County Administrator
Okaloosa County Board of County Commissioners. “Okaloosa County BOCC — October 20, 2015 — Request Approval of Amendment #6 of API Contract — agenda request.” October 20, 2015. Action Item Printout. Crypt of Echoes evidence ID LED-2026-ad8d92ec914c4151b3d8044940074d52. http://127.0.0.1:58097/evidence/LED-2026-ad8d92ec914c4151b3d8044940074d52. Accessed [date].
Catalogue citation: Okaloosa County Board of County Commissioners, Request Approval of Amendment #6 of API Contract — agenda request, meeting materials for October 20, 2015. https://okaloosacountyfl.iqm2.com/Citizens/FileOpen.aspx?Type=30&ID=16633&MeetingID=1299
Preserved county public-record source. Third-party attachments may retain their original rights.
