Okaloosa County BOCC — December 4, 2012 — reading text

Authorized Signature – Typed 25 Packet Pg. 412  9.2.a.a Okaloosa County Government Organizational Chart (Appendix H) Attachment: Internal Auditing Services (1292 : Internal Auditing Services) 26 Packet Pg. 413  9.2.a.a Finance Department Organizational Chart (Appendix I) FINANCE DIRECTOR BCC FINANCE Attachment: Internal Auditing Services (1292 : Internal Auditing Services) RECORDS DEPARTMENT CONTRACTS & FINANCIAL MINUTES BUDGET GRANTS SERVICES CLERK TO BCC MANAGER MANAGER MANAGER ACCOUNTANT SENIOR ACCOUNTS ACCOUNTS ACCOUNTS ACCOUNTANT PAYROLL ACCOUNTANT RECEIVABLE PAYABLE PAYABLE ACCOUNTANT 27 Packet Pg. 414  9.2.a.a Pricing Structure (Appendix J) Part A – Review of entity wide internal controls, fraud risk assessment and overall risk assessment for Okaloosa County, Florida Board of County Commissioners including the presentation of an internal audit plan. Estimated Hours Proposed Hourly Rates Proposed Total Partners Attachment: Internal Auditing Services (1292 : Internal Auditing Services) Managers Supervisory Staff Staff Specialists Total Part B – Internal audit services and monitoring of corrective action plan of the TDD. Proposed Hourly Rate Partners Managers Supervisory Staff Staff Specialists Total Note: It is anticipated an hours estimate for each activity to be audited or monitored by the internal audit function will be provided by the firm once the risk assessment and annual work plan is approved by the Board of County Commissioners. Service delivery and allowability of progress billings will be executed on a task order basis. 28 Packet Pg. 415  9.2.a.a INTERNAL AUDITING SERVICES FOR THE OKALOOSA COUNTY BOARD OF COUNTY COMMISSIONERS RANKING SHEET Attachment: Internal Auditing Services (1292 : Internal Auditing Services) (Appendix K) RANKING CRITERIA Response to RFP Submission of required elements (15 pts) Staff Qualifications (15 pts) Experience (20 pts) References (10 pts) Approach to Audit (20 pts) Cost (20 pts) TOTAL POINTS (100 POSSIBLE) COMMITTEE MEMBER: DATE SIGNATURE: 29 Packet Pg. 416  9.2.a.a “SAMPLE” CONTRACT (Appendix L) This agreement, executed in Crestview, Florida this _____ day of ___________________________ 2013 between the County of Okaloosa, Florida, the Owner, hereinafter called the Party of the First Part, and ______________________________ or its successors, executors, administrators and assigns, hereinafter called the Party of the Second Part. WITNESSETH: That for and in consideration of payments, hereinafter mentioned, to be made by the Party of the First Part, the Party of the Second Part agrees to furnish all equipment, machinery, Attachment: Internal Auditing Services (1292 : Internal Auditing Services) tools and labor; to furnish and deliver all materials required to be furnished and delivered in and about the improvement and to do and perform all work related to Internal Auditing Services for the Okaloosa County, Florida Board of County Commissioners per the attached proposal for an approximate total price of $ in strict conformity with the provisions of this Contract, the Notice to Contractors, the Specifications and the Plans approved by the Owner. The said Plans, Specifications, the Notice to Contractors, and the Proposal are hereby made a part of this agreement as fully and to the same effect as if the same had been set forth at length in the body of this agreement. The Contractor shall be prepared to begin work to be performed under the contract as he set forth in his proposal, but will not proceed until he receives official notice to begin. REPRESENTATIVES: The authorized representative of the County shall be: James D. Curry, County Administrator 1804 Lewis Turner Blvd, #400 Ft. Walton Beach FL 32547 850-651-7515 / 850-651-7551 (F) E-Mail: jcurry@co.okaloosa.fl.us The authorized representative for shall be: E-Mail: All notices required by this agreement shall be in writing to the representative listed above with a courtesy copy to the following: Jack Allen Contracts & Leases Okaloosa County Purchasing Department 602-C North Pearl Street Crestview, FL 32536 850-689-5960 / 850-689-5998 (FAX) E-Mail: jallen@co.okaloosa.fl.us 30 Packet Pg. 417  9.2.a.a IN WITNESS WHEREOF, the Chairman of the Board of County Commissioners, by authority vested in him, has hereunto subscribed his name on behalf of the County of Okaloosa, Florida, the Owner, and the said has hereto fixed his signature, the day and year above written. WITNESS: CONTRACTOR Attachment: Internal Auditing Services (1292 : Internal Auditing Services) BY TITLE STATE OF FLORIDA COUNTY OF OKALOOSA This contract is accepted this _____ day of _____________________ 2013 and is effective on the _____ day of _________________________ 2013. ATTEST: COUNTY OF OKALOOSA, FLORIDA BY Gary Stanford Don Amunds, Chairman Deputy Clerk of Court 31 Packet Pg. 418  9.3.a BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: January 22, 2013 TO: Honorable Chairman and Members of the Board FROM: Don Vanderhoek SUBJECT: 2013 Department of Revenue Okaloosa County Photography Project DEPARTMENT: Information Systems BCC DISTRICT: All STATEMENT OF ISSUE: Okaloosa County GIS and Eglin Air Force Base have forged a cost and data sharing partnership to provide aerial photography that exceeds the minimum technical standards and requirements as set forth by the DOR. This partnership leverages the services of Pictometry International Corp. The County’s cost of this project is $88,548.00 as detailed in Section A of the agreement between Pictometry and Okaloosa County and results in a cost savings of $46,329.00 from the original DOR billable cost. BACKGROUND: Pursuant to Section 195.033, Florida Statutes, the Department of Revenue (DOR) is required to provide aerial photography to Property Appraisers at least once every three years. For counties with a population greater than 25,000, the DOR shall provide such photography at the property appraiser’s expense. The DOR initiated project supports the mission of the Property Appraiser, while only marginally supporting the mission of various county departments. Therefore, an enhanced project is necessary and GIS is uniquely equipped to carry this out. The Property Appraiser’s office is funded from the general fund. In an effort to reduce the impact to the general fund, the deliverables for this project will also be cost shared with various county departments that are not funded by the general fund. This expense is coming to the board because GIS can save an estimated $50,000 with a higher standard of deliverables that meet the needs of many departments and will result in further cost-sharing opportunities with other user departments. At the July 3rd 2012 Board meeting, the BCC with staff recommendation decided to “opt out” of the DOR administered photography project and pursue and administer our own project with anticipated savings. Reserves were approved to fund this project. RECOMMENDATIONS: Approve and have the Chairman sign the Pictometry contract. RECOMMENDED BY: Packet Pg. 419  9.3.a APPROVED