Okaloosa County BOCC — April 4, 2017 — Enterprise Fleet Management Invoices Between Contracts — agenda request

BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: April 4, 2017 TO: Honorable Chairman and Members of the Board FROM: Tracy Stage SUBJECT: Enterprise Fleet Management Invoices Between Contracts DEPARTMENT: Airport BCC DISTRICT: 2&5 STATEMENT OF ISSUE: The Airports Department requests approval by the Board of County Commissioners to pay three past invoices for Enterprise Fleet Management for vehicles that were delivered in the gap between the old agreement and the new agreement. BACKGROUND: On February 7, 2012, Lessor entered into a Master Walkaway Lease Agreement, L12-0389-AP with the County for Leased Vehicles at the Destin - Fort Walton Beach Airport with a current expiration date of December 31, 2018. The Closed-End (Walkaway) Lease Rate Quotes were dated at the time each vehicle was delivered. Delivery of some vehicles were made prior to the signing of the Closed-end (Walkaway) Lease Rate Quotes that were approved by the County in January 2017. The Airport requests to pay invoices for the vehicles that were delivered between the gap of actual vehicle delivery and approval (signage) of the Closed-end (Walkaway) Lease Rate Quotes. The delivery of the vehicles were based off of delivery from the factory and the Airport did not have control of the delivery schedule, thus the past invoices due are based off of when the vehicles were received. As previously briefed to the Board, the Airport will rid the lease vehicle program in a phases starting in FY18. The Airport has three past invoices that could not be paid as part of the Lease:  Invoice #FBN3121803 dated November 3, 2016 in the amount of $1,236.36 for three vehicles. Partial payment was made on the other vehicles listed. This invoice is attached as Exhibit “A” and the vehicle charges are highlighted.  Invoice #FBN31440850 dated December 3, 2016 in the amount of $2,087.83 for five vehicles. Partial payment was made on the other vehicles listed. This invoice is attached as Exhibit “B” and the vehicle charges are highlighted.  Invoice #FNB3155510 dated January 3, 2017 in the amount of $387.38 which was not turned in until January 23, 2017. Partial payment was made on the other vehicles listed. This invoice is attached as Exhibit “C” and the vehicle charges are highlighted. OPTIONS: Approve, Reject or Table. RECOMMENDATIONS: It is Staff's recommendation that the Board approve payment of these three past invoices for Enterprise Fleet Management as described above. RECOMMENDED BY: APPROVED BY: John Hofstad, County Administrator