Okaloosa County BOCC — June 3, 2014 — Genesis Final C#0088 signed by purchasing — reading text

CONTRACT/LEASE PAYMENT APPROVAL FORM COMPLETE AND FORWARD TO THE NEXT DEPARTMENT COMPLETED BY DEPARTMENT DATE: 05/16/14 VENDOR NAME: Genesis Group, Inc. VENDOR #: 008408 CONTRACT/LEASE #: C91-0088-TDD VENDOR TASK COUNTY/FEMA BUDGET ACCOUNT # | AMOUNT $ INVOICE# ORDER # PROJECT # DEPARTMENT # (If Applicable) (If Applicable) 53627 1179 562752 $216.52 TOTAL $216.52 APPROVED FOR PROGRESS PAYMENT (Please sign as applicable and date) CONTRACTOR'S ENGINEER/ARCHITECT/PROJECT tial van DASE: fiteli4 COUNTY SUPERVISOR/PROJECT MANAGER: pu, 2 Le cca e (4 ! TE: (2 #7 ef ¢ DEPARTMENT DIRECTOR: LE Cee Sa raw DATE: She by CONTRACTS & GRANTS MANAGER: DATE: COUNTY ADMINISTRATOR: DATE: Payments>$25,000.) t ——] FINAL PAYMENT FINAL PAYMENT YES % O_ (If "Yes", forward to Purchasing Services Coordinator for Close-Out) DATE: PURCHASING DIRECTOR (Per Initial Agreement) DATE: $—2f-/ 4f CONTRACTS & GRANTS MANAGER ttl LA. Sth for yy (All Contracts) DATE: S45//F — COUNTY ADMINISTATOR APPROVAL, 9-724 Bel ee (Per Initial Agreement) DATE: BOARD APPROVAL (Per Initial Agreement) COMPLETED BY FINANCE - ACCOUNTS PAYABLE ONLY FISCAL YEAR: DATE RECEIVED: REVIEWED BY: CONTRACT CLOSE-OUT CHECKLIST {To Be Prepared by the Contracts and Lease Coordinator) DATE: 5-20-14 TO: Contracts & Grants Manager, Finance Department Contracts & Grants Office SUBJECT: ContractNo. €91-0088-TDC MANAGING DEPARTMENT: TDD CONTRACTOR'S NAME: GENESIS GROUP PROJECT TITLE: GENERAL CONSULTING SERVICES The attached has met the final payment contract requirement in subject contract. Yes 1. Final Invoice i) 2 Completed Contract/Lease Payment Approval Form & & Close-Out Documents Yes No a. Signed Release of Lien oO O b. Proof of Completion Advertisement Ol O c. Certificate of Insurance O Oh d. Consent of Surety to Final Payment im | e. Proof of Performance/Payment Bond O | Continuation 12 Months Following Final Payment Yes 4. Agenda Request x 5. Remarks No O KIRIKIKIK z ° Oo 5-45 SF DATE GROUP GENESI Londncape Avehiwcture Applied Solences Urban Oeaige EEngineeding Planning os OKALOOSA COUNTY TDC 1540 Miracie Strip Parkway SE Ft. Walton Beach, FL. 32548 ‘922 Topesty Park Cicke | To! 604 730.8960 ute 203 | Fax 9a P90 7105 sexsi, FLS2248 | wn GenosivGroyp om Invoice Date: 1/17/2014 Involce # 53627 Project : 0056400728 Page Number: 1 ‘TOTAL DUE THIS INVOICE: 216.52 ATTN: Edward Schroeder, Executive Director For Professional Services Rendered through: 42/21/2013 Convention Center Planning Svcs. ‘Contract # C81-0088-TDC (Org. Project # 00564-0001, Phase: 470 ~ General Planning Services HOURS RATE PER HOUR AMOUNT. Sr, Land Use Planner 2.00 102.60 208.20 ‘Sub-Total Labor 208.20 REIMBURSABLES AMOUNT ‘Postage & Delvery Tae ‘Sub-Tolat Reimbursables 1.82 INVOICE TOTAL $216.52 Approved by: GENESIS GROUP eanephy C, Pepe, RLA \\We APPRECIATE YOUR BUSINESS ! Okaloosa County Clerk of the Circuit Court **"PLEASE RETURN YELLOW FORM M e mo WITH THE RESUBMITTED CONTRACT" To: TDD Please note. Finance cannot make payments for invoices unless all charges are correct and Date: 5/13/14 contractual. We are experiencing continuing Re: Retum Payment Request Notification problems with corrections to future billings not being made by the vendor or departments. From: Jodi K Gates, Financial Services Manager’ REFERENCE MATERIAL: ‘* The County’s Policy and Procedure Manual and forms are available online at http://www.co.okaloosa.fl.us/Purchasing Documents,htmi, © All contracts/leases can be viewed at http://www2, joosa.fl.us/contracts/defaultpage.aspx. ‘THE FOLLOWING PAYMENT REQUEST IS BEING RETURN DUE TO ONE OR MORE OF THE. FOLLOWING REASONS: 11 Pricing/rates are not contracted values. Confirm. Ti invoiced items not covered under contract. 1 Invoice removed from contract payment form for the following reason: Invoice #: Invoice Date: Invoice Amount HA Other ****NOTE: CORRECTIONS RESULTING IN ANY CHANGE MADE TOA CONTRACT PAYMENT FORM OR SUPPORTING DOCUMENTATION WILL NEED TO BE RESUBMITIED THROUGH THE NORMAL APPROVAL PROCESS**** Please review and make necessary corrections and resubmit for payment. If you have any questions, contact Olivia Tanner at x3414 or Jodi Gates at x3413. Thank you. . Charlotte Dunworth From: Bill Leaman Sent: Tuesday, April 01, 2014 8:02 AM To: Charlotte Dunworth Subject: RE: Genesis payment 1 will send Joe’s email next with the last of the TO#22 mentioned last week. We will have to take this to the board anyway, we should submit it as the last contract payment. Let’s discuss today Thanks Bill William G. Leaman General Manager Emerald Coast Convention Center 1250 Miracle Strip Pkwy SE 850-609-3800 www.emeraldcoastconventioncenter.com From: Charlotte Dunworth Sent: Monday, March 31, 2014 4:40 PM To: Bill Leaman Subject: Genesis payment Hi Bill, As we discussed last week, | received the Genesis payment back from Finance as a possible final payment (the one resubmitted with the FedEx backup). Please advise if this package is final payment against the expired contract or whether there are any other outstanding invoices that will be submitted for payment under the old contract. Thanks! Charlotte Dunworth Finance, Administration, & Compliance Manager Okaloosa County Tourist Development Department 850-609-5385 sete tes SN Urey seal Cc Cu j Please note: Due to Florida's very broad public records iaws, mast written communications to or from County employees regarding County business are public records, available to the pyblic and media upon request. Therefore, this written email communication, including your e-mail address, may be subject to public disclosure. 9 > a: 2 np 1 2014 APR Okaloosa County Clerk of the Circuit Court “PLEASE RETURN YELLOW FORM M e mo WITH THE RESUBMITTED CONTRACT*™** To: TOD eee nee ee Please note. Finance cannot make payments ge Jock K-Ciatea, E atic LS ores (anger for invoices unless all charges are correct and Date: 3/25/14 contractual. We are experiencing continuing Tae Roun Paysiend Requtat NeuUneALOn problems with corrections to future billings not being made by the vendor or departments. REFERENCE MATERIAL: «The County's Policy and Procedure Manual and forms are available online at 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. ‘THE FOLLOWING PAYMENT REQUEST IS BEING RETURN DUE TO ONE OR MORE OF THE FOLLOWING REASONS: D1 Pricing/rates are not contracted values. Confirm. 23 z—3 D1 invoiced items not covered under contract, a S23 32s Ci invoice removed from contract payment form for the following reason: ~~ & Invoice #: Invoice Date: Invoice Amount = Other Possible Final Payment B./( beeman & hhine 7022 fro tus tubract to Beem Ys” fo ep Hens wy Yin 7D me 0s fsad % ft . . ****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 and make necessary comections and resubmit for payment. If you have any questions, contact Olivia Tanner at x3414 or Jodi Gates at x3413. Thank you. Logged 1] Sf CONTRACT/LEASE PAYMENT APPROVAL FORM COMPLETE AND FORWARD TO THE NEXT DEPARTMENT SS__-_==S=_SSS COMPLETED BY DEPARTMENT DATE: __342-14 / VENDOR NAME: GENESIS GROUP VENDOR #: 8408 / CONTRACT/LEASE #: _C91-0088-TDC. TASK COUNTY/FEMA VENDOR ORDER # PROJECT # BUDGET ACCOUNT # AMOUNTS INVOICE # Uf Applicabte) Uf Applicabie DEPARTMENT # / 52596 / iwi S63790 | $1,178.96 $3295, 19 $3790 23.15 Sear Lux? S027 216.52 _/| TOTAL | $1,418.63 / APPROVED FOR PROGRESS PAYMENT (please sign, as applicable and date} CONTRACTOR'S ENGINEFR/ARCHITECT/PROJECT MANAGE] en conmremenvucamoncrumaane Leese erecaaen (Waal SS jae 20 nf DEPARTMENT DIRECTOR Vy 3h, DA’ 3 CONTRACTS & GRANTS MANAGER: me: 2 -/ 3 COUNTY ADMINISTRATOR: DANE: @Payments>$25,000), € FINAL PAYMENT 2 2 FINAL PAYMENT C¥ES__NO__ Af “Yer" foneardt Prchasing Services Coordinator fer Closes) AX DATE PURCHASING DIRECTOR: 5 rt Le DATE: 26 CONTRACTS & GRANTS MANAGER: en co) DATE: COUNTY ADMINISTRATOR APPROVAL: __ elt Aen DATE: BOARD APPROVAL: Per hiet Agommea) MPLETED BY FINANCE ~ ACCOUNTS PAYABLE ONLY C4} O88 Tbe. 19/83 DATE RECEIVED: REVIEWED BY: FROM v sl Ta Eatlirft Landscape Architecture 9822 Tapestry Par Gree fel rae ed a . uit ax a . Applied Sciences Jacksonville, FL 32246 | www.GenesisGroup.com Urban Design aa Invoice Date: 1/17/2014 nnn as 9 Invoice # : 53627 Project : 0056400128 Page Number: 1 OKALOOSA COUNTY TDC 1540 Miracle Strip Parkway SE yy yy V as \a 2 Ft. Walton Beach, FL. 32548 “AI Nv ould INVOICE: $ 216.52 ~ For Professional Services Rendered through: 12/31/2013 ATTN: Edward Schroeder, Executive Director Convention Center Planning Svcs. Contract # C91-0088-TDC Org. Project # 00564-0001 Phase: J70 — General Planning Services HOURS RATE PER HOUR AMOUNT Sr, Land Use Planner 2.00 102.60 205.20— Sub-Total Labor 205.20 REIMBURSABLES AMOUNT ‘Postage & Delivery 11.82 — Sub-Totat Reimbursables 11.32 INVOICE TOTAL $216.52~ Approved by: GENESIS GROUP Q Josgph C. Petrich/RLA APPRECIATE YOUR BUSINESS TALLAHASSEE JACKSONVILLE Genesis Project Detail Charges Grouped by: Report as of Date: 1/17/2014 Period End Dates: Thru 1/5/2014 Transaction Dates: 12/1/2013 Thru 12/31/2013 Class / Actvi Bi Document Detall Transaction PeriodEnd Reg Hours/ Expense Cost Effort VC Code / Name GL Acct Task /Co/ Org Unit In Number Type Date Date oT Quantity Rate Amount Rate Amount a Project: 005640012B - Convention Center Planning Svcs. Cint ; 00564 - OKALOOSA COUNTY TDC Resp Org : 210400 Start Date : 12/1/2011 Phase: J70 - General Planning Services Task: “*- Default Labor 000760 Joseph G. Petrich, RLA 328 “ @Gi210000, “+ B 000780 R 1246/2013 12/8/2013 -R 2.00 102.6000 205.20 INITIATE REVIEW OF PROJECT MANUAL WITH CONTRACT DOCUMENTS AND SPECIFICATIONS. Labor Total 2.00 205.20 fe oh Task “** Total 2.00 (Hrs 205.20 tr yw aa Phase J70 Total 2.00 (Hre 205.20~ Phase: J89 - Reimbursable Expenses: p* rl 0 Task: *"- Default | Bt Expense 5060 Postage & Deilvery 02670 FEDERAL EXPRESS 5060 = GG1210000 8 49860 E 42/18/2013 12/22/2013 0.0000 11.32 1.0000 1.32— Postage Account 5060 Total 11.32 11,92 Expense Total 11.32 1.32 Task “* Total 0.00 (Hire 11.32 11,32 Phase J89 Total 0.00 {Hrs 41.32 11.92 Project 0056400128 Total 2.00 (Hrs 11.32 216.52 Report Total 2.00 (Hrs 14.32 n10s2/ Generated : 1/17/2014 4:02:43PM Page: 1 invoice Number Invoice Date Account Number Page 2477-52130 Nov 26, 2013 1277-1073-5 LCE: FedEx Express Shipment Detail By Reference (Original) Oroppad oft: Nov 19, 2013 Cust. Rol 0564-0528 Ret et: Payer: Shipper fel 3: 4+ Fuat urenage~=2cEs nes nga eurenarge ot 00% 1 UMAR * Gisee 8556 Pricing Zone ¢ ‘Automation INET Sander Tracking (0 797I@5104138 fri “fl Stokes Jt Service Typo Fadex20y GENESIS GROUP Stokes-Lamber Architacural FedEx Box 3822 Tapostry Pack Ci Ste 201 ‘MIRACLE STAIP PKWY SW oo JACHSONUILE F, 37285 US FORT WALTON BEACH s2saa US ’ ated Weg 20s, 09g Tranyportalon Charge Nov 2}, 2013 2:20 Discount M ‘Aataeation Banus Giscount Signed by Jstowes Fue! Surcharge - Fed Use ‘oo0o000o0Eg28)_ Total Charge us0 0564-0128 Reference Subtotal usD Total FedEx Express USD Invoice Number Invoice Date \ [Account Number Pago 2477-52130 Nov 26, 2013 1277-7073-5 eae FedEx Express Shipment Summary By Reference FedEx Express Shipments (Original) Rated Special Weight Transportation Mandiing Ret Chg/Tax Reloreoce: Shipmants: ies Charges Charges Credits/Other Discounts Total Charges: 0564-0128 1 20 1410 1.03 3a 11.32 ‘Total Fed&x Express 1 am 410 Bony ast 132 Total This Invoice usp size invoice Number Invoice Date Accownt Number Page 2-477-52130 Nov 26, 2013 1277-7073-5 204 Adjustment Request Fax to (800) 548-3020 [Use this form to fax requests for adjustments due to the reasons indicated below. Requests far adjustments due to other reasons, including