Okaloosa County BOCC — April 27, 2013 — Okaloosa County Purchasing Manual-5 — reading text

Department Director. B. COUNTY ISSUED WIRELESS COMMUNICATION DEVICES: 1. Usage: a. All County officials or personnel shall be required to sign a “Usage Agreement” with the County denoting the receipt of the wireless communication device and acknowledgment of the usage guidelines. b. The Purchasing Department shall serve as Contract Administrator for the County Wireless Communication Device Program and administer wireless provider contracts and employee Usage Agreements. c. All County officials or employees shall use the wireless communication device primarily for County related business. However, if such employee makes or receives a personal call on a County issued wireless communication device, then such employee shall pay for all personal calls. Employees shall assist the wireless communication device representative for their Department/Division in differentiating between business and personal calls and shall remit the full amount owed for personal calls within 30 days of first notification. Reimbursements shall be made at the contract rate per minute. For reimbursements of personal calls, a copy of the invoice highlighting personal calls indicating a total for each month and cash or a check payable to Okaloosa County Board of County Commissioners shall be submitted to the respective department (to be forwarded to the Finance Department). d. The County reserves the right to monitor and audit the use of all County- issued wireless communication devices. 35  e. Reasonable precautions shall be made to prevent theft and vandalism. f. Wireless communication devices shall not be used when a less costly alternative is safe, convenient, and readily available. g. All expenses for the use of such wireless communication device for County related use shall be paid from the operating budget of the receiving department or division. 2. Monitoring & Control: a. Immediate supervisors and Department Directors shall review monthly schedules of wireless communication device activity, b. Each user shall review monthly service billings to determine and remit, as appropriate, a payment at the rate listed per minute per call under item 1.c. that is of a non-county related purpose. c. Inappropriate use of wireless communication devices shall be reported to the respective Department Director. 3. County Officials, Employees and/or Department Division Responsibilities: a. County officials and employees who are issued a wireless communication device shall be responsible for the operation, condition and security of that device while it is in their possession. The County official or employee shall take all necessary precautions to ensure that the device is not subjected to conditions that would adversely affect the device or for which it was not designed. b. Each department shall be responsible for maintaining inventory for each wireless communication device purchased by their department. c. Upon termination of employment or upon the termination of tenure in office with Okaloosa County, it shall be the responsibility of the County official or employee to return said device to their supervisor or to their Department Property Custodian prior to their last date of employment or service in office. Failure to do so may result in the cost of the device being withheld from the County official’s or employee’s final paycheck until such time as the wireless communication device is returned to Okaloosa County. C. RATE The wireless communication device minute rate shall be established by the County Administrator and may be based upon comparable industry standards for wireless communication device service or on the standard basic service level rates, minutes, and features provided for County issued wireless communication devices from an approved County wireless communication device service provider. NOTE: Personal calls that are Mobile to Mobile (MM) or Link to Link (PTT) do not require reimbursement. 36 Q. CONTRACTS, LEASES & NON-GRANT AGREEMENTS POLICIES AND PROCEDURES I. SCOPE This policy governs management procedures of all contracts, leases and (non-grant) agreements (hereinafter referred to as Agreements) entered into by the various issuing departments and approved by the Board. II. OBJECTIVE To establish uniform procedures to be used countywide to ensure oversight and improved management of all Board-approved agreements including the establishment of a Board of County Commissioner’s Central Repository in the Purchasing Department. These procedures provide guidelines to ensure the following: 1) Agreements are properly authorized by the appropriate county officials (e.g., Board, County Administrator, Purchasing Director and/or Department Director). 2) The business interests of the County are protected in compliance with the terms of the fully- executed agreement and throughout the term of such agreement. 3) The County has a system to identify and evaluate potential injury, property loss and liability exposure. 4) Original agreements are maintained in the Finance Department Contracts & Grants Office. 5) Copies of all agreements, amendments, change orders, task orders, supplements, renewals and supporting documentation are maintained in an auditable format in the central repository. 6) Prior to expiration, agreements are reviewed in a timely fashion to determine if renewal or re-bid is required. III. AUTHORITY 1) Institute for Senior Professionals Review of Okaloosa County Contracts, report dated December 1996. 2) 1997 Annual Comprehensive Audit 3) Okaloosa County Administrative Service Director memorandum of January 22, 1998. 4) All applicable federal, state and local rules and regulations. 37 IV. CONTRACTS, LEASES AND AGREEMENTS FLOW PROCESS 1. Forward a rough draft of Agreement to the Purchasing Services Coordinator. Tasking Number is assigned. Purchasing Services Coordinator shall complete and sign the Contract & Lease Internal Coordination Sheet (see attached). 2. Purchasing Services Coordinator forwards to Risk Manager for insurance and limits determination. a. If insurance not required or requirements satisfactory, Risk Manager signs the Contract & Lease Internal Coordination Sheet (see attached)and returns to Purchasing Services Coordinator. b. If insurance required, Purchasing Services Coordinator forwards draft Agreement with Risk Manager’s comments to Department Monitor. 3. Managing Department makes necessary changes to the Agreement as required and returns to the Purchasing Services Coordinator. 4. Purchasing Services Coordinator verifies changes with the Risk Manager. Risk Manager signs the Contract & Lease Internal Coordination Sheet and returns to Purchasing Services Coordinator. 5. County Attorney reviews the Agreement and upon approval signs the Contract & Lease Internal Coordination Sheet (see attached). Returns to Purchasing Services Coordinator. 6. If changes are required by the County Attorney, Purchasing Services Coordinator will return Agreement to Managing Department for corrective action. When corrections made, reapply Step 5. 7. Purchasing Services Coordinator returns draft Agreement to Managing Department with the Contract & Lease Internal Coordination Sheet attached. 8. Managing Department will make the required number of contract copies and obtain the contractor, lessee or lessor’s signature on each copy. 9. Upon execution by the lessee, lessor or contractor, Managing Department forwards to the Purchasing Director for review prior to going through the applicable approval process. 10. Pursuant to approval authority contained in this Manual, Board, County Administrator, or Purchasing Director or their designee approves and signs. The Agreement is then forwarded to the Purchasing Services Coordinator. 11. Purchasing Services Coordinator will request from the Department Monitor, the Insurance Certificates when applicable, if not already attached to the Agreement. 12. Purchasing Services Coordinator reviews Insurance Certificates with the Risk Manager for compliance with the Board-approved Agreement. Risk Manager will then resolve discrepancies that may exist with the Department Monitor. Upon resolution, return to Purchasing Services Coordinator. 13. Purchasing Services Coordinator forwards the original signed Agreement with required enclosures/attachments to the Finance Department Contracts & Grants Office. 38 14. Finance Department Contracts & Grants Office signs the Contract & Lease Internal Coordination Sheet (see attached), retains the original and returns a copy of the Contract & Lease Internal Coordination Sheet to the Purchasing Services Coordinator for distribution. 15. Purchasing Services Coordinator makes final distribution and creates a Repository file. V. PURCHASING DEPARTMENT RESPONSIBILITIES 1) Assign a Purchasing Services Coordinator. 2) Establish a central repository of all county contracts, leases and agreements in the Purchasing Department as a backup in support of the Finance Department Contracts & Grants Office. VI. ISSUING DEPARTMENT RESPONSIBILITIES 1) Ensure agreements, amendments and change orders are properly authorized by the Board, County Administrator or Purchasing Director or their designee using the appropriate authorizing thresholds and forms provided herein. 2) Assign a Department Monitor for each Department-initiated agreement, and serve as point-of-contact throughout the term of the agreement. 3) Administration of the agreement rests with the issuing County Department. 4) Upon project completion, Department staff must review the contract closeout requirements. Submission of the closeout “package” must be forwarded to the Purchasing Services Coordinator prior to approval. The “package will consist of: a) Final Invoice b) Completed Contract Payment Form Marked “Final” c) Required Closeout Documents as specified in the Contract d) Agenda Request (if appropriate) VII. ISSUING DEPARTMENT MONITOR RESPONSIBILITIES 1) Serve as Managing Department Director’s liaison with the contractor or lessee. 2) Point of contact for all agreement questions, concerns and initial correspondence. 3) Assure that standard contract/lease insurance terminology is included in agreement and any other requirements noted by the Risk