Okaloosa County BOCC — October 6, 2015 — Selectron Technologies - Contract Amendmenet for Time Extension — agenda request

BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: October 6, 2015 TO: Honorable Chairman and Members of the Board FROM: Jeff Littrell SUBJECT: Selectron Technologies - Contract Amendmenet for Time Extension DEPARTMENT: Water and Sewer BCC DISTRICT: All STATEMENT OF ISSUE: OCWS staff request Board of County Commissioners (BCC) approval of Amendment 1 on contract #C15-2285-WS with Selectron Technologies, Inc. which will extend the contract’s support and maintenance end date from March 2, 2016 to September 30, 2016, so that the contract term is in line with the annual invoice. BACKGROUND: Selectron is an interactive phone system that allows customers to make payments or inquire about billing information such as: consumption history, payment history, and charge history. Selectron also sends out automated outbound calls to delinquency and collection customers, as well as, sending information to customers about Okaloosa County Water & Sewer (OCWS) emergencies. OCWS normally handles 60,000+ incoming and outbound calls per year with the use of the Selectron software and hardware. Last year, Okaloosa County began a new process that required vendors who provide maintenance and support to have contracts. The process of ironing out the details to get the contracts approved caused some contracts to not be aligned with the invoice periods. The contract with Selectron Technologies, Inc. is one of the contracts executed with dates that did not align with the invoice's billing period. OCWS is requesting that Amendment #1 be approved so that the contract end date will be in line with the invoice end date. By aligning the two dates, OCWS will be able to keep the contracted cost for the billing period of 10/1/2015 to 9/30/2016; otherwise, Okaloosa County Water & Sewer will be asked to pay a higher rate for the time period of 3/3/2016 to 9/30/2016. Contract Amendment #1 is attached for your review, along with the County Contract Review Coordination Sheet. The cost for the annual support and maintenance is $19,700 for FY2016. Funds for the contract and Amendment #1 are included in the OCWS FY2016 approved budget. OPTIONS: Approve or deny. RECOMMENDATIONS: Staff recommends BCC approval to authorize the Chairman to execute Amendment 1 on contract #C15-2285-WS with Selectron Technologies, Inc., which will extend the contract's support and maintenance end date from March 2 to September 30 ensuring the contract term is in line with the invoice. RECOMMENDED BY: APPROVED BY: John Hofstad, County Administrator