Okaloosa County BOCC — July 15, 2014 — Action Item Printout — reading text

BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: July 15, 2014 TO: Honorable Chairman and Members of the Board FROM: Ed Schroeder SUBJECT: IMap Software - 50% advance payment DEPARTMENT: Tourist Development Department BCC DISTRICT: STATEMENT OF ISSUE: Request approval for payment in advance for 50% of first-year interactive floor plan software costs for the Emerald Coast Convention Center. BACKGROUND: iMap Multimedia provides an interactive floor plan service allowing people to virtually tour the Emerald Coast Convention Center online. Visitors to emeraldcoastconventioncenter.com will simply click on the landing page floor plans and be able to link out to the iMap site which hosts all the convention center’s diagrams and pictures in an interactive format that gives clients the ability to see rooms and determine how their event will fit within the convention center’s space. Although the software doesn’t in anyway touch the county network, Tourist Development sought and obtained Information Systems concurrence with the purchase. The total package price is $11,760 for the first year, including the first year’s license fee. The annual license fee of $1,960 is recurring every year thereafter. There is a considerable amount of resource requirements to customize the software to meet the specific needs of the Emerald Coast Convention Center, and advanced payment is industry standard practice. iMap’s official policy is to receive 50% of payment upon agreement acceptance to secure and schedule in the project and help fund the development cost for the project, with the other 50% upon projection completion. There is no exception to this policy and iMap can only engage in delivering projects under this payment arrangement presented in the proposal. Pursuant to Section E.700(2) of the Tourist Development Department Operations and Procedures Manual, no advancement of funds will be issued unless specifically approved by the Board. Pursuant to the State Chief Financial Officer’s Reference Guide for State Expenditures, advance payment may be made if the payment results in savings equal to or greater than the amount earned by investing the funds and paying later or if the payment is essential to the operations of the agency and the goods or services are available only if advance payment is made. In this particular case, the services are available only if advance payment of 50% of first-year cost of $11,760 is made. OPTIONS: Approve or Disapprove RECOMMENDATION: Approve payment in advance for 50% of first-year interactive floor plan software costs for the Emerald Coast Convention Center. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator