Okaloosa County BOCC — January 5, 2016 — Payment to Bagby Elevator for repairs to the Jail Dumbwaiter — agenda request

BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: January 5, 2016 TO: Honorable Chairman and Members of the Board FROM: James Puckett SUBJECT: Payment to Bagby Elevator for repairs to the Jail Dumbwaiter DEPARTMENT: Facility Maintenance BCC DISTRICT: 1 STATEMENT OF ISSUE: Approve payment to Bagby Elevator for services in the repair of the facility dumbwaiter located in the old main jail housing area. BACKGROUND: On October 13, 2015, Jail staff notified Facility Maintenance personnel stationed at the jail that the dumbwaiter had become inoperable. The dumbwaiter is very important to the performance of tasks for Jail Personnel. The dumbwaiter is 40 plus years old and Bagby Elevator has been, historically, the only company capable of making repairs. Bagby has the contract for the annual inspections for the dumbwaiter, but there is no maintenance contract for this elevator. Facility Maintenance staff performed an evaluation and determined repairs could be performed by in house staff, therefore Bagby Elevators was contacted regarding repairs. The initial diagnosis was for a minor repair, but after more in depth work it was determined that it would be more intense. Based on the need for the elevator to be in service, Bagby was asked to complete the repairs and get it up and working while they were on site. Facility Maintenance staff, under the impression that the dumbwaiter was covered under a maintenance contract, gave Bagby Elevator notice to proceed. After receipt of the invoice from Bagby Elevator the payment process was initiated. It was determined that there was no maintenance contract for the dumbwaiter and no Purchase Order was prepared before repairs were made. With no maintenance contract and no Purchase Order, payment to Bagby Elevator for the repairs must be approved by the Board of County Commissioners. Work performed on the attached documentation was required to make the dumbwaiter operational. In light of these events, a meeting was held with Facility Maintenance/Parks supervisors and administrative staff. County Procurement Policy and Procedures were reviewed and discussed in an effort to eliminate the need to bring these type items to the Board in the future. OPTIONS: Approve/disapprove payment to Bagby Elevator for the repairs to the dumbwaiter at the County Jail. RECOMMENDATIONS: Request approval of payment to Bagby Elevator for the repairs to the dumbwaiter at the County Jail in the amount of $7,415.00. RECOMMENDED BY: APPROVED BY: John Hofstad, County Administrator