Okaloosa County BOCC — May 4, 2013 — reading text

** 1.95% 10/1/2011 2.75% 10/1/2012 3.75% 10/1/2013 3.75% 10/1/2014 3.75% 10/1/2015 c. The below table is the expected increase based on historical price increases set by the BCC. This is used only for guidance and is an estimate. Actual price will depend on usage. OCWS Rates: Readiness-to-Serve Charge Customer Service Charge 8" line 20" line Usage Charge per month per month per month per 1000 gals FY2013 $3.26 $1,228.00 $5,524.37 $3.57 FY2014 $3.38 $1,274.05 $5,731.53 $3.71 FY2015 $3.51 $1,321.83 $5,946.46 $3.85 FY2016 $3.64 $1,371.40 $6,169.45 $3.99 FY2017 $3.78 $1,422.83 $6,400.80 $4.14 Packet Pg. 519  9.9.c.a FA2823-11-C-0030 (jordanj13586) Page 3 of 3 Attachment: Eglin Wastewater Treatment Contract - Third Modification (1566 : Eglin Wastewater Treatment Contract Modification for Flow FY2018 $3.92 $1,476.19 $6,640.83 $4.30 FY2019 $4.07 $1,531.55 $6,889.86 $4.46 FY2020 $4.22 $1,588.98 $7,148.23 $4.63 FY2021 $4.38 $1,648.57 $7,416.29 $4.80 3. SUPPLEMENTAL AGREEMENT: The parties agree that this supplemental agreement establishes the consideration for modifications effected herein. The parties specifically acknowledge and agree that this supplemental agreement constitutes full satisfaction of the parties’ rights to equitable adjustment, under any clause of this contract, relating to the modifications effected herein. 4. All other terms and conditions remain unchanged (End of Summary of Changes) Packet Pg. 520  9.9.c.b Packet Pg. 521 Attachment: County Contract Review Coordination Sheet (1566 : Eglin Wastewater Treatment Contract Modification for Flow Charges)  9.10.a BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: April 2, 2013 TO: Honorable Chairman and Members of the Board FROM: Richard Brannon SUBJECT: Southern Linc Contract DEPARTMENT: Purchasing BCC DISTRICT: All STATEMENT OF ISSUE: Requesting approval to renew the current contract with Southern Linc for (1) one year and approve the amended governmental rate/equipment schedule (see attached). BACKGROUND: Staff (IS, Public Works & Purchasing) have negotiated with Southern Linc to offer the County a 10% discount off the current Local Government rate plans. In addition, with the (1) one year renewal, Southern Linc will give us a onetime customer credit for the referenced accounts that may be used to purchase new equipment or apply to their invoices. OPTIONS: Approve or Reject. RECOMMENDATIONS: Staff recommends approval of the (1) one year renewal and the amendment of the rate/equipment schedule. RECOMMENDED BY: APPROVED BY: James D. Curry, County Administrator Packet Pg. 522 Packet Pg. 523 9.10.a.a Attachment: Southern Linc Contract (1551 : Southern Linc Contract) Packet Pg. 524 9.10.a.a Attachment: Southern Linc Contract (1551 : Southern Linc Contract) Packet Pg. 525 9.10.a.a Attachment: Southern Linc Contract (1551 : Southern Linc Contract) Packet Pg. 526 9.10.a.a Attachment: Southern Linc Contract (1551 : Southern Linc Contract) Packet Pg. 527 9.10.a.a Attachment: Southern Linc Contract (1551 : Southern Linc Contract) Packet Pg. 528 9.10.a.b Attachment: Southern Linc Contract coordination sheet (1551 : Southern Linc Contract)  9.10.b BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: April 2, 2013 TO: Honorable Chairman and Members of the Board FROM: Richard Brannon SUBJECT: Selection of Firm for Internal Auditing Services DEPARTMENT: Purchasing BCC DISTRICT: All STATEMENT OF ISSUE: Proposals were received on February 22, 2013 from three firms (see attached list). A Board Approved Committee met on March 21, 2013 (see attached Committee List); reviewed the proposals and ranked the firms. The firms were ranked in order: 1. Carr, Riggs & Ingram 2. Saltmarsh, Cleveland & Gund 3. Clifton, Larson & Allen The contract will be set up as an annual contract with set hourly rates. Task Orders may be assigned after the initial Risk Assessment Audit. The cost of the Initial Risk Assessment Audit would be $30,000.00. OPTIONS: Award or Reject. RECOMMENDATIONS: Staff recommends awarding to Carr, Riggs & Ingram and authorizes the Chairman to sign the contract. RECOMMENDED BY: APPROVED BY: James D. Curry, County Administrator Packet Pg. 529  9.10.b.a PROPOSER SHEET INTERNAL AUDITING SERVICES – OKALOOSA COUNTY PROPOSAL DUE: FEBRUARY 22, 2013 @ 4:00 P.M. Attachment: Proposers Sheet [Revision 1] (1545 : Selection of Firm for Internal Auditing Services) PROPOSER RECEIVED CLIFTON LARSON ALLEN LLP 02/22/2013 SALTMARSH CPA 02/22/2013 CARR RIGGS & INGRAM 02/22/2013 REVIEW COMMITTEE GARY REAL RISK MANAGEMENT KELLEY WINDES COMMISSIONER KAY GODWIN HUMAN RESOURCES GARY STANFORD FINANCE JACK ALLEN PURCHASING Packet Pg. 530 Packet Pg. 531 9.10.b.b Attachment: Summary Ranking Sheet (1545 : Selection of Firm for Internal Auditing Services)  9.10.c BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: April 2, 2013 TO: Honorable Chairman and Members of the Board FROM: Richard Brannon SUBJECT: Revisions to the Purchasing Manual DEPARTMENT: Purchasing BCC DISTRICT: All STATEMENT OF ISSUE: The attached Purchasing Manual has been revised to incorporate the recommendations from the Auditor General’s Office, as well as input from various county departments and county officials. The revised Purchasing Manual contains updated policies and procedures which will govern all procurement of goods and services within the county. BACKGROUND AND ANALYSIS: The initial draft of the revised Purchasing Manual was presented to the Board at its March 19, 2013 meeting. Provided in the board’s packet includes a clean final draft version as well as a strikeout/underline version of changes from the version presented in the March 19th meeting and a strikeout/underline version those changes from the original manual. The following is a list additional changes that have been made: • Inclusion of a penalty provision for Code of Ethics violations. • Pursuant to recommendations from the Board’s external auditor, the process for P-Card expenditure approvals now specifically state that: o County Administrator’s P-Card expenditures shall be reviewed and approved by the Board o Board member P-Card expenditures shall be reviewed and approved by the Clerk’s Finance Department. • Pursuant to requests submitted by the Federal Transit Administration (“FTA”), several provisions have been included pertaining to purchases involving FTA funding. Packet Pg. 532  9.10.c • Require that purchases presented to the Board for approval be thoroughly reviewed by the Department Director, Purchasing Director and County Administration. • Require the Purchasing Department to coordinate with the Information Systems Department on issuance and monitoring of county-owned wireless communication devices. • There were several sections that needed to be relocated within the manual. In the strike- through version you’ll notice sections I, J, K, L, M, N & O were added (pages 21- 28) and lined through (pages 36 - 48) to identify this relocation. OPTIONS: Approve/Disapprove. RECOMMENDATION: Approve and adopt the revised Purchasing Manual. RECOMMENDED BY: APPROVED BY: James D. Curry, County Administrator Packet Pg. 533  9.10.c.a PURCHASING MANUAL Attachment: Purchasing Manual-6 (post 3-19-13 meeting) CLEAN COPY (1553 : Revisions to the Purchasing Manual) Revised: 11/09/98, 03/21/00, 09/18/01, 03/19/02, 09/07/04, 05/15/07, 09/04/07, 09/03/08, 09/12/11