SUGGESTED AGENDA PERRY, PLORIDA TUESDAY, DECEMBER 17,2024 6:00 P.M. 201 E. GREEN STREET OLD POST OFFICE  TAYLOR COUNIY BOARD OF COUNTY COMMISSIONERS  TAYLOR COUNIY ADMINISTRATIVE COMPLEX  CONFERENCE LINE: 1-917-900-1022 ACCESS CODE: 32347#  THIS IS NOT A TOLL-FREE NUMBER, AND YOU MAY BE SUBJECTTO LONG DISTANCE CHARGES, ACCORDING TO YOUR LONG-  DISTANCE PLAN.  When the chairperson opens the meeting for public comment, please follow the below Ify you wish to speak please dial *5. The moderator will unmute your line when it is your turn to speak, and notify you by announcing the last 4 digits of your telephone number. Please announce your name and address. Youwill be allowed to speak for 3 minutes.  instructions:  NOTICE IS HEREBY GIVEN, PURSUANT TO FLORIDA STATUTES 286.0105, THAT ANY PERSONS DECIDING TO APPEAL ANY MATTER CONSIDERED AT THIS MEETING WILL NEED A RECORD OF THE MEETING AND MAY NEED TO ENSURE THAT A VERBATIM RECORD OF THE PROCEEDINGS IS MADE, WHICH RECORD INCLUDES THE TESTIMONY AND EVIDENCE UPON WHICH THE APPEAL IS TO BE ANY PERSON WISHING TO ADDRESS THE BOARD REGARDING AN AGENDAED ITEM WILL BE GIVEN THREE (3) MINOTES FOR COMMENT. A COMMENTER MAY ONLY SPEAK ONE (1) TIME FOR EACH AGENDAED  BASED.  ITEM.    1. Prayer  2. Pledge of Allegiance 3. Approval of Agenda CONSENT ITEMS:  4. EXAMINATION AND APPROVAL OF INVOICES.  5. THE BOARD TO CONSIDER APPROVAL OF REVISED PURCHASING POLICY TO INCLUDE THE U.S. GENERAL ADMINISTRATION SERVICES (GSA) CONTRACT PRICING, AS AGENDAED BY MARSHA DURDEN, ASSISTANT COUNTY ADMINISTRAHOR.  6. THE BOARD TO CONSIDER APPROVAL TO RETAIN S. RENE NARLOCH AND ASSOCIATES FOR RECRUITMENT SERVICES, AS AGENDAED BY TRACI ROWELL, PERSONNEL MANAGER.  7. THE BOARD TO CONSIDER APPROVAL OF NO COST EXTENSION OF SUB-RECIPIENT AGREEMENT 230039103 FOR THE KEATON BEACH AND STEINHATCHEE BOAT RAMPS BY PASS FEASIBILITY STUDY,  AS AGENDAED BY MELODY COX, GRANTS WRITER.  8. THE BOARD TO CONSIDER A RANSFER FROM GENERAL FUNDS RESERVES FOR CONTIGENCY AND APPROVAL OF THE INVOICES TO DAVIS, SCHNITKER, REEVES & BROWNING, P.A. IN REFERENCE TO TAYLOR COUNTY V. PIGOTT ASPHALT, AS AGENDAED BY DANNIELLE WELCH, COUNTY FINANCE DIRECTOR.  BIDS/PUBLIC HEARINGS:  9. THE BOARD TO RECEIVE BIDS FOR USACE FLOODPLAIN  MITIGATION DRAINAGE PROJECT-STEINHATHCEE COMMUNITY, SET FOR THIS DATE AT 6:00 P.M., OR AS SOON THEREAFTER  AS POSSIBLE. GENERAL BUSINESS:  10. THE BOARD TO DISCUSS THE POTENTIAL LEASE OF KELLY  GRADE VOTING HOUSE SITE.    COUNTY ADMINISTRATOR ITEMS:  11. THE BOARD TO CONSIDER APPROVAL OF AGREEMENT FOR BUILDING OFFICIAL SERVICES, AS AGENDAED BY LAWANDA  PEMBERTON, COUNTY ADMINISTRATOR.  12. THE COUNTY ADMINISTRATOR TO DISCUSS INFORMATIONAL 13. COMMENTS AND CONCERNS FROM THE PUBLIC FOR NON-AGENDAED  ITEMS. ITEMS:  14. BOARD INFORMATIONAL ITEMS:  Motion to Adjourn FOR YOUR INFORMATION:  THE AGENDA AND ASSOCIATED DOCUMENTATION, IF APPLICABLE, IS AVAILABLE TO THE PUBLIC ON THE FOLLOWING WEBSITE:  www.t taylorcountygov.cos  IF YOU ARE A PERSON WITH A DISABILITY WHO NEEDS ANY ACCOMODATION IN ORDER TO PARTICIPATE IN THIS PROCEEDING, YOU ARE ENTITLED, AT NO COST TO YOU, TO THE PROVISION OF CERTAIN ASSISTANCE. PLEASE CONTACT MARSHA DURDEN, ASSISTANT COUNTY ADMINISTRATOR, 201 E. GREEN STREET, PERRY, FLORIDA, 850-838-3500, EXT.7, WITHIN TWO (2) BALLOTS USED TO APPOINT CITIZENS TO ADVISORY COMMITTEES AND ADVISORY BOARDS ARE AVAILABLE FOR PUBLIC INSPECTION AFTER THE MEETING AND ARE RETAINED AS PART OF THE PUBLIC RECORD.  WORKING DAYS OF THIS PROCEEDING.    TAYLOR COUNTY BOARD OF COMMISSIONERS  County Commission Agenda Item  SUBJECT/TITLE: The Board to consider approval of revised purchasing policy to  include the U.S. General Administration Services (GSA)  contract pricing.  MEETING DATE REQUESTED: Statement of Issue:  December 17, 2024  Consider approval of revised purchasing policy.  Recommended Action: Approve  Fiscal Impact: Budgeted Expense: Submitted By: Contact:  Increased savings for purchases  No  Marsha Durden, Assistant County Administrator  850-838-3500 Ext7  SUPPLEMENTAL MATERIAL /ISSUE ANALYSIS  History, Facts & Issues: The U.S. General Administration Services (GSA) contract pricing will offer the County an additional resource comparable with Florida State contract pricing. Staff recommends the addition of specifically listing GSA contract pricing as an alternative for economic efficiency of purchasing practices.  Options: Approve/Deny  Attachments: Pages 20 and 21 of the purchasing policy    Page 1 of44  Taylor County Policy Manual  Board of County Commissioners'  Policy #: 3.00  Title:  Amended Policy Approval Date: 12/17/2024  PURCHASING POLICY  PURPOSE  The purpose of this policy is to establish uniform guidelines for the procurement of materials and services. The manual is intended to help the departments understand the system, duties, and responsibilities oft those involved in the purchasing process and to provide a foundation for effective,  consistent and complete consideration of all aspects oft the procurement task.  Its shall be the individual responsibility ofeach county employee involved ini the procurement process to understand and adhere to the adopted purchasing policies, procedures and regulations of Taylor County and the State of Florida. The payment of any unauthorized purchases shall be the sole  responsibility of the person placing the order.  This purpose ofthis policy ist to also establish guidelines for sub-recipient procurement and to provide guidance for meeting the requirements under 2 CFR including 2 CFR part 200.322 for Procurement of Recovered Materials. including compliance with section 6002 of the Solid Waste Disposal Act, and Appendix II to 2 CFR part 200 for Contract Provisions for Non-Federal Entity Contracts under Federal Awards. This policy isi intended to replace policy 3.01.01 The Responsibilities and Functions ofthe Purchasing Department and policy 3.01.05.01 Purchasing Levels of Authority.    Page 2 of44  SECTIONI  THE RESPONSIBILITES AND FUNCTIONS OF THE PURCHASING DEPARTMENT Purchasing is responsible for establishing and administering purchasing policies; initiating reports necessary to permit analysis of purchasing performance; and the analysis and comparison of prices paid for inventory materials. The purchasing Department provides purchasing assistance to all the departments under the Board of County Commissioners and aids assists any constitutional office that requests assistance in purchasing.  The primary objectives are:  To procure supplies at the least expense to the County while insuring quality. Top promote an understanding of sound purchasing policy and procedures throughout  all the departments of the County.  To determine the most efficient and economical means of securing an item or service without sacrificing desirable control and principle of sound purchasing practices. Encourage competition and endeavor to obtain as full and open competition as  possible on purchases.  Work with the departments to promote good will between the County and is suppliers. Toe exchange ideas and information with other public purchasing agencies.  The Purchasing department shall serve as the central purchasing unit of Taylor County and develop and administer operational proceduresg governing the internal functions oft this area. Except as otherwise specifically provided in this policy, the Purchasing Department shall in accordance with regulations promulgated by the Board of County Commissioners: purchase ors supervise the purchase of supplies, materials, or equipment, defined within the scope of this policy. This department is tasked to determine when it is more economically feasible to    Page 3 of44  purchase in bulk rather than on an individual basis. The purchasing department along with the County Administrator is responsible for administering the procurement of goods and  services.  VENDORS  We strive to maintain strong enduring relationships with vendors of proven ability and desire to meet our needs. To accomplish this, our purchasing activities will be conducted sO those vendors will value our business and make every effort to furnish our requirements on the  basis of quality, service and price.  New sources of supply will be given due consideration, as multiple sources of supply are  necessary to ensure availability of materials.  A vendor may be removed from the County's bid list in the event that the vendor does not fulfill their obligation to the County. The Purchasing Department is responsible for monitoring vendor performance. Departments are to submit a Vendor Performance Evaluation Form (Exhibit A) to the Purchasing office when problems are experienced. Purchasing will then investigate the problem. Removal from the County's bid list will be by joint concurrence of the County Administrator and the purchasing department after carefully  reviewing all performance feedback from other departments.  A vendor may be reinstated on the County's bid list by petitioning the County Purchasing department. Re-entry into the system would be after the petitioning vendor has provided    Page 4 of4 44  sufficient evidence to satisfy the County Administrator that the problems previously  encountered have been corrected.  SECTION2  THE RESPONSIBILITIES OF DEPARTMENT HEADS  Use preplanning in order to have the goods available when needed without relying upon emergency purchasing procedures. Emergency purchases should be kept to an absolute  minimum!  Provide the purchasing department with a clear set of specifications on all items, with an  individual cost of $500 or more, needed by their department.  Assist the purchasing department by suggesting the names of vendors that have access  to the particular items being requested, especially technical items.  No department head has the authority to order purchases until they have received a  purchase order.  Maintain with the purchasing department current authorization of any individual designated  to sign requisitions in their absence.  Ensure all personnel are aware and adhere to ALL purchasing procedures.    Page 5 of 44  SECTION 3  THE REQUISITION  The primary role of the County's purchasing department is to meet valid needs for materials, goods, services, or equipment by providing the right products/services in the right quantity, at the right price, at the right time, and at the right place. To accomplish this, iti is necessary for the various departments to inform purchasing of their requirements by the preparation of a requisition. The purchase requisition serves to inform the purchasing department of the needs of a specific user department and to correctly define the material or service requested. The requisition is not an order, merely the authorization for purchasing to begin the process for procuring the item(s) or service(s) in accordance with  the established county policies and procedures.  The procedures that are set forth in the following parts of this manual have been established as a tool used by purchasing for the processing of all requisitions received. The purchasing process begins when a department initiates a requisition. It is necessary to establish certain facts sO that the requisition can be property processed for a purchase  order.  COMPLETING THE REQUISITION FORM (EXHIBIT - B)  The instructions that follow outlines the proper step by step method for completion of the  requisition form:  Requisition number will be determined by purchasing. Vendor: Identifying information about the vendor.    Page 6 of44  Ship to: Department and street address for delivery of goods.  Quantity: Indicate each item and the quantity desired by the unit of measure such as: each, doze, gross, carton, case, gallon, pound, etc. If you are order by carton or  case, please indicate the carton or case count on the requisition.  Item: List the vendor's part number.  Detailed Description: Give a careful and precise description of the specifications of an item desired (i.e. size, dimensions, type, weight, construction of item and/or equipment, and other pertinent information. Ifa applicable, please provide a manufacturer's brand name and model for the purse of establishing a standard of quality. Requisitions with insufficient information will be returned to the department.  Unit: Cost per unit.  Amount: Quantity times unit cost equals amount. Date: The date the requisition is submitted to purchasing.  Authorized Signature: To be signed by the department head or authorized  designee.  Department: The four numbers issued by finance for the particular department,  which the expenditure should be charged against. Account Code: 5-digit line item code.  ITEMS WITH THE INCORRECT DEPARTMENT/ACCOUNT CODE WILL BE  RETURNED TO THE DEPARTMENT.  PROCEDURES FOR ROUTING REQUISITIONS    Page 7 of44  The steps that follow present in general terms, the procedures for routing the requisitions, and are presented to create awareness and understanding to all involved in the acquisition process: The user department completes the requisition as outlined in the previous section. Purchasing will prepare new vendor forms when the desired vendor is not already in the system. Departments may be asked to assist with providing vendor information such as w-9. Requisitions, and if applicable, additional information are forwarded toj purchasing. Requisitions are then processed in accordance with guidelines set forth in this manual and  subsequent amendments. EMERGENCYI PURCHASES  The department head or designee may make or authorize others to make emergency purchases without competitive bidding when there exists at threat to public health, welfare, or safety. This shall be considered to also mean those situation where the operation ofa a department would be seriously impaired ifi immediate action was not taken. The following procedures shall govern:  The department head or designee shall prepare requisition and then specify in writing on the requisition the details oft the emergency and additionally complete the Emergency  Certification Form (Exhibit C).  When an emergency occurs during non-business hours and a delay would be detrimental to Taylor County, with the approval of the County Administrator, the department head or designee shall initiate an emergency purchase. Purchasing shall be furnished with proper documentation on the next workday. The purchase order will then be prepared by  purchasing.  Note: Poor planning does not constitute an emergency situation.  CAPITAL OUTLAYPURCHASES    Page 8 of44  Each budget year, the Board approves proposed capital outlay purchases for all departments. All items charged to a capital outlay account will be in excess of an amount established by the Board of  County Commissioners and have al life expectancy of more than one year.  SOLE SOURCE PURCHASES  The purchasing procedure will allow for the exemption of sole source purchases from the competitive bidding when iti is clearly determined to be impractical to procure through the  competitive bidding process.  Some examples of generally accepted Sole Source guidelines are as follows:  Proprietary Item/Service  Parts/Equpment not interchangeable with similar parts from another manufacturer  (compatibility).  Only known item that will meet the specialized needs of the department of perform the  intended functions.  Parts/Equipment are required as part of an ongoing standardization process.  All Sole Source requests must be explained fully on the requisition and a Sole Source Certification Form (Exhibit D) must be completed. The purchasing department is responsible to verify sole  source guidelines are followed.  YEAR END PURCHASES  The purpose oft this section is to establish cut off dates and procedures for submittal and processing both year-end purchase requisitions for the current fiscal year and start-up purchase requisitions for  the upcoming fiscal year.    Page 9 of 44  This procedure is necessary to allow for the purchase, receipt, and payment of goods and services before September 30 of each fiscal year. This will assist Finance and Accounting in the timely  preparation of the annual financial statements.  The procedure applies to all departments reporting to the Board of County Commissioners, and other agencies that have budgets authorized by the Board of County Commissioners.  Schedule for Submitting Requisitions  On an annual basis, the following time schedule will be followed:  September 1S1. Cutoff date for receipt oft requisitions in which normal ordering time is more than 3 weeks. Purchases that cannot be received and billed prior to September 30 may result in charges  being incurred in the new fiscal budget year.  October 1: Processing of all requisitions for new fiscal year begins.  SECTION4 THE PURCHASE ORDER  The department must check the availability of funds, prior to submitting a requisition. If the line item has insufficient funds, the Board of County Commissioners must approve a budget transfer prior to the purchase order being issued. In order for necessary purchase orders to be issued, the Board may choose to allow the Finance Director to temporarily approve normal transfers between Board meetings. The purchase order is the vendorsauthorization to ship supplies, materials, equipment or to perform services specified therein. It constitutes a contract between the County and the vendor, and as such, it is a legal document and may not be changed by anyone other than the purchasing department or a duly authorized representative. The County Administrator, purchasing department or assigned designee is the only persons authorized to sign the purchase order.    Page 10 of4 44  PURCHASE ORDER EXEMPT ITEMS/SERVICES  An approved purchase order must be obtained in advance of obligation of any County funds.  Exceptions to this rule are:  Salaries by position, which were included in the agency'sannual budget. Travel expenses incurred in the course of official duties for a county employee. Routine overhead costs, permits, insurance and registration such as; natural gas, electricity,  water, phone, and recurring garage collection.  Hospital bills.  Social Services indigent care. Medical services. Newspaper advertisements. Lime rock. Asphalt millings. Fuel.  When advance payment is required, the department is to note "prepayment" on the receiver or complete the Request for Vendor Payment Form (Exhibit E) and send to Finance and Accounting.  BLANKET ORDERS  A blanket purchase order is a purchase order with a maximum dollar limit. Each department head will be responsible for monitoring their individual blanket purchase order to ensure that purchases are made within the guidelines and dollar limits set forth. Individual blanket purchase orders will be  issued per department and per line account number.    Page 11 of44  The primary purpose oft the purchase orderi is to state the agreement between the County and vendor. In addition, it authorizes deliver oft the purchased material. Copies of the purchase order serves the purpose of notifying and advising all other affected departments of the details of the transaction. The purchase order is an essential document and control in the County's Financial System. A copy of the purchase order also serves as an accounting document for posting charges against the proper budget classification account. These charges, identified as "encumbrances," are utilized in the County'sa accounting system to ensure against over-expenditures. Also, the encumbrances serve to retain sufficient balances in reserve to pay for all purchase orders that have  been issued, regardless of whether the invoice has been received or not.  THE RECEIVING REPORT  The receiving report. is a copy ofthe original purchase order. The ordering department will hold the copies in an open order file pending receipt of the materials. equipment, goods, services or construction. Upon delivery oft the materials, equipment or goods, the designated employee will pull the appropriate receiving report, make an actual count ofe each item received and circle the count in the quantity column. Suitable inspection of delivered items will be made as aj part oft the count. Apparent discrepancies between the kind of goods ordered and received or evidence of damaged materials should be noted on the receiving report. Packing slips and delivery tickets should be attached to the receiving report and forwarded to Finance and Accounting. The completed receiving report must be signed and dated by the person who made the count. All receiving reports are to be sent to Finance and Accounting immediately. Do not hold receiving reports awaiting invoices. All vendors are instructed to send all invoices directly to Finance and Accounting. Finance and Accounting will NOT forward original invoices to departments where an itemized purchase order exists. Finance and Accounting at its discretion may make specific  exceptions to this rule where specific circumstances make it justifiable.    Page 12 of44  PARTIAL RECEIPT OF GOODS OR SERVICES  Aj photo copy oft the receiving report must be neatly marked for quantities received, signed and dated by the person making the count, countersigned if necessary and immediately forwarded to Finance and Accounting. Do not hold receiving reports awaiting invoices. All vendors are instructed to send all invoices directly to Finance and Accounting. Finance and Accounting will NOT forward original invoice to departments where an itemized purchase order exists. Finance and Accounting at its discretion may make specific exceptions to this rule where specific circumstances  make it justifiable.  FINAL AFTERAF PARTIAL  The original receiving report is marked for the amounts received in the final shipment, signed and dated by person making the count, and immediately forwarded to Finance and Accounting. Do not hold receiving reports awaiting invoices. All vendors are instructed to send all invoices directly to Finance and Accounting. Finance and Accounting will NOT forward original invoice to departments where an itemized purchase order exists. Finance and Accounting at its discretion may make specific exceptions to this rule where specific circumstances make itj justifiable.  PAYMENTS  Payment of properly approved invoices, accompanied by proper evidence that the product has been accepted and received in good order in accordance with specifications, will be paid after approval  by the Board ofCounty Commissioners.  URCHASINGLEVEIS OF AUTHORITY  The purchasing department is the only department authorized to issue purchase orders. For purchases of single items less than $2.500 best purchasing practices should be used with purchase orders authorized by department heads. Purchase orders with a per unit cost of$2,500-    Page 13 of44  $34,999 will be authorized by the department head and County Administrator. Three written quotes are required ifavailable. Ifthree quotes are not available the "No quotes" must still be documented in writing including a copy of the email or fax requesting the quote. All requests for quotation  should contain a written specification.  Note: Regardless of the number of individual items purchased or exemptions in the purchasing manual, any purchase order cumulatively totaling $15.000 or more must be approved by the County  Administrator or designee.  Certain purchases may be exempted from the purchasing and/or bid process as defined in the policy  (such as vehicles bought under state contract etc.).  Note: The requesting department shall pay particular attention to the contract/services agreements  which have the potential to exceed to $50.000 limit over the life of the contract.  The local vendor preference ordinance remains in effect (Chapter 2 Article VI).  PAYMENT REQUESTS WHERE DIFFERENCES OCCUR BETWEEN INVOICESAND  PURCHASE ORDER  The determination of differences between invoices and purchase orders is the responsibility of  Finance and Accounting.  The invoice shall be reviewed for propriety by Finance.  The invoice shall be audited for correctness. proper signatures, and receiving report.  Ift the invoice is appropriate it shall be paid.  CHANGES TO THE PURCHASE ORDER  Corrections amounting to 10% or more of the total purchase order amount are to be made via a formal change order. Ifa department feels there is a need to alter a purchase order or cancel a    Page 14 of 44  purchase order they must submit their request to the purchasing department. Purchasing will notify Finance and Accounting. Finance and Accounting has final authority over account codes.  Note: A change order cannot be completed on a blanket purchase order. Also note. that a change order may be needed if the items received do not match the items on the purchase order.  PETTY CASH PROCEDURES  Petty cash funds are for making small purchases that cannot be made through the normal purchasing procedures. No single item expenditure from any petty cash fund shall exceed $50.00 nor shall any total purchase from such fund exceed $150.00 except when authorized by the Finance Director. Registration shall not be paid out of petty cash without prior approval of Finance and Accounting. Neither shall any amounts be expended from a petty cash fund for the purchase of equipment or payment of salaries. Expenditures from a petty cash fund shall be reimbursed as  needed. Provided such expenditures:  Are supported by itemized signed vouchers (vouchers are to be signed by the department head or a duly authorized designee). Cash and paid receipts must always equal the authorized fund balance amount. The check request form supported by receipts charged against the account shall be processed to obtain a check payable to the petty cash account.  Qualify under the law as a legitimate public purpose. Are included within the approved annual budget of the agency.  Af full accounting of all petty cash funds shall be made to Finance and Accounting in the course of  periodic reviews of the accounts and records of the County Commission.  Petty Cash funds with bank accounts should be established in a name other than Taylor County, since these funds are not County deposits according to Chapters 280 and 136 Florida Statutes.    Page 15 of 44  Petty Cash funds are a personal liability of the department head to whom the amount is advanced.  SECTION5 BIDPROCESS  This section defines the appropriate bid process utilized for purchasing materials, goods, services, construction or equipment of both specific dollar ranges or specific purchase types and the general  procedures involved.  AUTHORITYAPROVALS  Qualified bidders shall be determined based on the following criteria:  Ability to deliver the product or perform the contract in a timely manner and consistent with  county requirements.  Experience and past performance.  Acceptable warrantguarantee of future maintenance and service. Possession of current licenses and certifications (when applicable).  GENERAL INFORMATION  PURCHASES OF SINGLE ITEMS LESS THAN $500  No quotation required. The purchasing department may place such orders based upon their experience and knowledge of pricing factors. Periodically. prices will be checked to ensure the best price is being received. The department head or designee will sign requisitions for these purchases.    Page 16 of4 44  PURCHASES OF SINGLE ITEM COSTS $500 TO $1,499.99  For single item purchases $500 or more but less than $1,500; at least three (3) quotations shall be obtained if purchases do not qualify under the below listed categories. Quotes may come via phone  or fax.  Purchases at a price equal to or less than those prices on established County, State, Federal, the Florida Sheriff's s Association, or other contract lists that have met the Florida procurement guidelines stated in Florida Statutes or are otherwise exempt from bidding. All supplies, materials, equipment, construction, or services purchased from another unit of government including U.S. General Services Administration (GSA) contract pricing. For economic efficiency purposes, GSA contract pricing will be compared to Florida State contract pricing to determine the lowest price. Ifno Florida Contract pricing exists forthe  item being purchased, the requisition shall be noted. Emergency purchases as provided in this manual. Sole Source purchases as provided in this manual.  When the product is being procured directly from the manufacturer and/or standardization is  determined necessary. Repairs shall be exempted.  Purchases of used equipment, each such purchase shall be supported by one equipment  appraisal report from the vendor.  Library/Training Media and Materials - the purchase of library books, education and/or personnel tests, textbooks printed instructional materials, reference books, periodicals, databases, indexes, library media materials, e.g. audio and video cassettes, film strips, films,  sound recordings, computer software, etc., and printed library cards.    Page 17 of44  Note: education and/or personnel tests, data bases, and computer software are exempted for  all departments.  Purchases of real property.  PURCHASES OF SINGLE ITEM COSTSSI.S005149999  Requests for a single item purchase within these limits will follow the same requirements as purchases of $500 or more. In addition to those requirements, the requesting department shall include aj justification for these purchases. The purchase requisition will be jointly reviewed and approved by the County Administrator and purchasing department prior to a purchase order being  issued.  PROCUREMENT OF RECOVERED MATERIALS  Inc compliance with section 6002 of the Solid Waste Disposal Act and 2 CFR part 200.322, the County and its Contractors procure only items designated in EPA guidelines at 40 CFR part 247 that contain the highest percentage of recovered materials practicable, consistent with maintaining a satisfactory level of competition, where the purchase price of the item exceeds $10,000 or the value ofthe quantity acquired during the preceding fiscal year exceeded $10,000. The County and its Contractors will procure solid waste management services in a manner that maximizes energy and resource recovery and establish an affirmative procurement program for  procurement of recovered materials identified in the EPA guidelines.  FORMAL BIDS  Normal requests for a commodity or service. which is anticipated to exceed $35,000 or more in cost, shall be subject to the formal competitive bidding. Purchases subject to formal competitive  bidding shall be awarded by the Board of County Commissioners.  The local vendor preference ordinance remains in effect (Chapter 2 Article VI).    Page 18 of44  ADVERTISEMENT FOR COMPETITIVE BIDS OR PROPOSALS All bids and/or proposals are advertised in compliance with F.S. 255.0525.  COMPETITIVE BIDDING PROCESS  The following competitive bidding process shall be accomplished as follows:  Purchases of $35,000 or greater shall require advertising for sealed bids provided they are not on established county, state, federal or other negotiated contract lists that have met the Florida procurement guidelines stated in the Florida Statutes or are otherwise exempt from bidding in compliance with 2 CFR Part 200 Uniform Administrative Requirements, Cost  Principles, and Audit Requirements for Federal Awards.  Departments needing to bid purchases or services must first present a draft bid package to the board for approval to go out for bids. Written specifications shall be clear. definite, and conform to standard specifications and shall be as general as possible in order to ensure a  variety of bidders.  The County Administrator or designee shall have the responsibility of establishing a bid committee composed of department heads, and other county personnel when preparing specifications and evaluation ofbids. The bid committee shall be composed of no less than three (3)members with one member designated as chairperson. A pre-bid conference shall be held ifit's in the best interest of the County. The committee chairman shall be responsible for arranging pre-bid conferences, exhibits or demonstrations by vendors interested in presenting their products. The County has the option to require mandatory attendance of bidders at pre-bid conferences. The County shall have the right to reject any  bid where the bidder fails to attend a mandatory pre-bid conference.    Page 19 of4 44  Bids and quotations shall be opened at a regular scheduled board meeting. The bid invitation will include the designated time and place of the bid opening.  Bids and quotations received late shall be returned to the bidder unopened with a notation  on the bid oft the time received.  No bid may be withdrawn prior to the Board action without written consent ofthe Clerk of  Court.  Recommendations to the Board for action shall be determined on the basis of the lowest and/or best responsible qualified bid which meets specifications with consideration being given to specific quality of the product, its conformity to the specifications, its suitability to county needs, the delivery terms and the service and past performance of the vendor. In the case ofidentical qualified bids, the recommendation shall be made for the local vendor, orif there is none, the vendor who has the longest consistent reliable service to the County or by casting lots. Any rejection or recommendation other than the low bid shall be accompanied by a written statement of the Bid Committee giving reasons and justification for such action. After bids and quotations have been opened and tabulated, they shall be made available to those persons present who wish to study and/or copy them. Original copies of bids and quotations shall not be removed from the custody of the Clerk's office.  Any person or firm wishing to protest a recommendation of the bid committee must submit av written protest to the Clerk of Court within three (3) days after the bid committee's meeting. The protest must clearly state the grounds for such protest and include documentation to support the protest. The Chairperson of the Board convene a bid protest review committee consisting of three (3) persons, one of which shall be a County Commissioner to conduct an informal hearing concerning the protest. The bid protest review committee shall present a written report ofi its findings to the County Commissioners  at the Commission meeting that will consider the bid award.    Page 20 of44  Final action on any bid shall be the decision of the Board in open session. No employee of the Board or Board Official shall use bid prices or receive any other  preferential treatment in the making of personal purchases.  No employee or Board Official shall make purchases for personal use through a department  or the County.  Payment of properly approved invoices, accompanied by proper evidence that the product has been accepted and received in good order and in accordance with specifications, shall be  paid after approval of the Board of County Commissioners.  The Board may authorize the negotiation of the purchase of additional commodities and services with the bid recipient as long as these additional commodities and services are related to the original bid. The Board may authorize additional purchases under a bid quote provided the vendor is in agreement and the bid is under one (1)year old. The Board may authorize negotiating with the bid recipient to reduce the cost to the County by changes in  the base bid specifications.  See Exhibit G for the General Bid Considerations Form and Public Entity Crimes Form, which  shall be part ofall bid packets.  EXEMPTIONS FROM THE BIDDING PROCESS  The following types of purchases shall be exempt from any bidding requirements as set forth in this  Purchasing manual:  All supplies, materials, equipment, or services purchases at a price established by state, federal, county or other contracts that have met the Florida procurement guidelines or at a  price equal to or less than those prices.    Page 21 of44  All supplies materials, equipment, construction, or services purchased from another unit of government including U.S. General Services Administration (GSA) contract pricing. For economic efficiency purposes, GSA contract pricing will be compared to Florida State contract pricing to determine the lowest price. Ifno Florida Contract pricing exists for the  item being purchased, the requisition shall be noted. Emergency purchases as provided in this purchasing manual. Sole Source purchases as provided in this purchasing manual.  When the product is being procured directly from the manufacturer and/or standardization is  determined necessary. All repairs shall be exempted.  All purchases of used equipment must be approved by the County Administrator. The  County Administrator may request an equipment appraisal.  Library/Training Media and Materials. The requirements for bids from two(2) or more sources are waived for the purchase ofl library books, education and/or personnel tests, textbooks, printed instructional materials, reference books, periodicals, databases, indexes, library media materials, e.g. audio and video cassettes, film strips, films sound recordings,  computer software etc. and printed library cards. Social Services (e.g., burials and indigent patient services).  Advertisements  All purchases of real property having a value of fifty thousand dollars ($50,000) or less; however, each purchase shall be supported by two (2) current, independent appraisal reports prepared by different MAI (Member of Appraiser's Institute) appraisers within eight (8)  months of the proposed purchase.    Page 22 of 44  Services ofa professional nature, including engineering, land surveying, architectural, and landscape architectural services controlled by Section 287.055, Florida Statutes; and  medical and legal services.  BID BONDS  Each bid on a public construction project estimated to exceed $100,000 in cost must be accompanied by a bid bond payable to Taylor County for five percent (5%) of the total amount of the bid. The bid bond may be in the form ofa a certified or cashier's check payable to Taylor County ora al bond issued by a surety qualified to do business in the State of Florida. When the bids have been opened and compared, the County will return the bonds ofa all except two (2) lowest responsible bidders. When a contract is executed by the lowest responsible bidder and the public construction bond required by Section 255.05, Florida Statutes. together with certificates evidencing proof ofnecessary insurance requirements shall be properly executed and furnished to Taylor County, then the bid bonds oft the two (2) lowest bidders shall be returned. Ift the lowest responsible bidder does not enter into the contract required by the County within thirty (30) days after written notice of award of contract and furnish to the County the required public construction bond along with proofofinsurance as required in the bid documents; the mount of the bid bond of the lowest responsible bidder shall be forfeited to the County and the County may proceed to enter  into a contract with the second lowest responsible bidder.  PUBLIC CONSTRUCTION BOND  On each public construction project exceeding $100,000 in cost, the successful bidder shall provide to the County within thirty (30) days after written notice of award aj public construction bond in accordance with the provisions of Section 255.05, Florida Statutes, in the amount of one hundred    Page 23 of44  per cent (100%) of the contract price issued by a corporate surety approved by the County and  qualified to do business in the State of Florida.  ATTORNEYS-IN-FACT  Attorneys-in-fact who sign bid bonds or public construction bonds must file with each bond a  certified and effective dated copy of their power of attorney.  INSURANCE REQUIREMENTS  All public construction projects shall require the contractor to secure all insurance requirements in the bid documents and specifically name the county as "additionally insured" on the certificate(s). Insurance requirements shall be set by the Board ofc County Commissioners and may vary depending on the scope of work. However, they shall never be less than the minimum amounts  prescribed by law.  IRREVOCABLELETTER OF CREDIT  Upon approval oft the County Administrator, a contractor may present and irrevocable letter of credit from a national or state chartered bank in lieu of any oft the foregoing bonds for the same face value as required for the bond. The letter of credit shall be for a period of time not less than three  months beyond the scheduled completion date.  PUBLIC ENTITY CRIMES STATEMENT  Where applicable. contractors and vendors shall be required to submit a Public Entity Crime  Statement pursuant to F.S.287.133.  PUBLIC INSPECTION    Page 24 of 44  All bid proposals, written quotations, and any associated documents shall be made available to the general public for inspection at any time following the bid opening date and time or deadline.  E-VERIFY  Beginning January 1,2021, every public employer, contractor, and subcontractor shall register with and use the E-Verify system to verify the work authorization status ofall newly hired employees. A public employer, contractor, or subcontractor may not enter into a contract unless each party to the contract registers with and uses the E-Verify system. Contractors and vendors shall be required to  submit a copy of E-Verify certification, pursuant to F.S.448.095.  CONFLICT OF INTEREST  In compliance with F.S.200.318)(). no employee, officer, or agent must participate in the selection. award, or administration ofa contract supported by a Federal award ifl he or she has a real or apparent conflict ofinterest. Such a conflict ofinterest would arise when the employee, officer, or agent, any member of his or her immediate family, his or her partner. or an organization which employs or is about to employ any of the parties indicated herein, has a financial or other interest in or a tangible personal benefit from a firm considered for a contract. The officers. employees, and agents of the non-Federal entity must neither solicit nor accept gratuities. favors, or anything of monetary value from contractors of parties to subcontracts. However. non-Federal entities may set standards for situations in which the financial interest is not substantial or the gift is an unsolicited item ofn nominal value. Taylor County is resolute in providing a fair and equitable bidding process, and violations of the Conflict of Interest policy herein will result in progressive discipline up to and  including termination.    Page 25 of 44  FRAUDULENT MISCONDUCT AND ANTI-FRAUD. AWARENESS  All purchasing and procurement goes through a minimum of a three step approval process. Alli invoices and accounts payable goes through a minimum ofa four step approval process. All grant funding projects and purchases adhere to steps 1 and 2 as well as the policies and procedures of the funding agency, and the terms of executed grant contracts.  All property with a value of more than $5,000 isi inventory tagged, tracked, and electronically maintained by the Board ofCommissioners. Inventory is taken at a minimum annually. All Department Heads are responsible for all equipment and capital items in their assigned departments, and these responsibilities are clearly outlined in the inventory/tangible personal  property manuals.  Elected officials, employees. appointed advisory boards/committees. and anyone who has a business relationship with Taylor County must abide by County anti-fraud policies and procedures. As a means to ensure all possible measures are taken by the County to eliminate any type of contractor fraud, bid submission documents and contracts may contain and require execution ofthe documents as listed in the purchasing policy. Any elected official. employee. appointed advisory board or committee member, or anyone who does business for or with Taylor County, who suspects dishonest or fraudulent behavior or activity should notify the Taylor County Personnel Manager at 850-838-3500 ext. 113, or the County Administratorsoflice at 850-838-3500 ext. 106 immediately. The complainant may be required to sign a written statement if the complaint is valid and requires action. Employees may also remain anonymous when contacting the Personnel Manager and/or the County Administrator's office. All employees are protected from adverse actions resulting from reporting suspected fraud or associated misconduct as per Florida Statutes 112.3187-12.31895. Taylor County prohibits retaliation for the reporting of suspected fraudulent  or dishonest activity.    Page 26 of 44  The reporting individual should not contact the suspected individual(s) in an effort to determine the facts, discuss the complaint, or demand restitution. The reporting individual should not discuss the case, facts, suspicions, or allegations with anyone other than the Personnel Manager and/or County Administrator unless directed to do sO by the County Administrator and/or the County's legal counsel. It shall also be a violation of this policy for any informant/complainant to make a baseless allegation of fraudulent activity that is made with malice or reckless disregard for truth that is intended to be disruptive or to cause harm to another individual. Any violation of this nature may  result in disciplinary action up to and including termination of employment.  Taylor County will conduct an investigation of reported fraud, improprieties, or irregularities. In accordance with Florida Statutes, until such time as the final report has been made, suspected frauds and the nature of the related audits/nyestigations shall remain confidential. Actions and  sanctions which may be taken for fraudulent activity include:  1. Employees suspected ofp participating in fraudulent activity may be suspended without pay during the course of the investigation as determined by the Personnel Manager and the  County Administrator'sofite.  2. Employees found to have participated in fraudulent activity will be subject to disciplinary action up to and including termination from employment, and possible criminal prosecution  or civil action.  3. Employees found to have knowledge of fraudulent activity and who knowingly fail to report the activity will be subject to disciplinary action up to and including termination. 4. The relationship ofindividuals. firms, and entities doing business for or with Taylor County found to have participated in fraudulent activity as defined by this policy will be subject to review with the possible termination or modification of business for/or with the  County and termination of all existing and pending contracts.    Page 27 of44  5. Appropriate law enforcement agencies, and agencies associated with the fraudulent activity such as, but not limited to, agencies that may have provided funding for projects, equipment or services which involved fraudulent activity may be subject to criminal or civil action iff found to have participated in fraudulent activities while doing work for/or with  Taylor County.  SECTION6 FEDERAL AWARDS  NOTICE OF FEDERAL POLICY REQUIREMENTS  Ifany contract or purchase of services is being funded in whole or in part by assistance from any federal grant, the contract is subject to one or more applicable federal public policy requirements  such as:  Equal Employment Opportunity Affirmative Action Fair Labor Standards Energy Conservation Environmental Protection: and/or Other similar socio-economic programs    Page 28 of 44  The County shall include in the contract all appropriate provisions giving the contractor notice of these requirements. Where applicable, the County shall include in the contract provisions the requirement that the contractor give a similar notice to all its subcontractors.  CONTRACTS PROVISIONS FOR FEDERALLY FUNDED PROJECTS  In compliance with 2 CFR Part $200.318 through 200.327 to include all applicable provisions identified in Appendix II of2 CFR 200 (200.327), The County will ensure that all procured contracts for services or purchase of property or equipment contain all of the appropriate  provisions set forth by these Federal regulations by conducting the following:  A. Review proposed technical specifications oft the bid solicitation, prior to contract execution, to determine whether or not the bid solicitation will exceed the Federal  simplified acquisition threshold of $150,000;  B. In the event the contract exceeds the Federal simplified acquisition threshold, the County will perform a cost/price analysis; make available upon request oft the Federal awarding agency or pass-through entity, technical specifications on proposed procurements where the Federal awarding agency or pass-through entity believes such review is needed to ensure that the item or service specified is the one being proposed for acquisition pursuant to F.S.200.324; and ensure that the contract language addresses administrative, contractual or legal remedies in instances where Contractors violate or breach contract terms, and provide such sanctions and penalties as appropriate; will require al bid guarantee off five (5) percent ofthe bid price, will require aj performance bond for 100% oft the contract price, and will require aj payment bond for 100 percent  pursuant to F.S.200.325.    Page 29 of 44  C.F For contracts in excess of$10,000, the County will ensure that there is language that addresses termination for cause and for convenience by the County including the  manner which it will be affected and the basis for settlement;  D. All Federally funded contracts will include the proper certifications for EEO, Non- Discrimination, and Code of Conduct policies (i.e., conflicts ofinterest); E.A All Federally funded contracts will include a certification clause that addresses the  Davis Bacon Act and reporting requirements (when applicable);  F.A All Federally funded contracts will include a certification clause in compliance with Contract Work Hours and Safety Standards Act (when applicable);  G.A Any Federally funded contracts in excess of $150,000 will include a certification clause that requires compliance with applicable standards, order and regulations issued pursuant to the Clean Air Act and the Federal Water Pollution Contract Act; H. A search will be conducted by the County in SAM.gov to ensure that the bidders are not debarred or suspended from participating in Federally funded projects. and are currently  registered and licensed to perform the necessary work; and  I. All Federally funded contracts will include certification for Byrd Anti-Lobbying  Amendment compliance.  J.A All Federal contracts will include notification that the sub-recipient is responsible for the settlement of all contractual and administrative issues arising out of procurements under  al Federal award pursuant to F.S.200.318 (k).  K.A All Federally funded contracts will include aj preference for domestic procurements  involving goods. products, and materials pursuant to F.S.200.322  L.A All Federally funded contracts will include certification of compliance with provisions related to procurement of recovered and recycled materials pursuant to F.S.200.232; and Section 6002 oft the Solid Waste Disposal Act, as amended by the Resource  Conservation and Recovery Act.    Page 30 of 44  M. Taylor County will maintain oversight to ensure that contractors perform in accordance with the terms, conditions, and specifications of their contracts or  purchase orders.  N. In compliance with F.S.200.403 and F.S. 200.404, Taylor County will ensure that Federal contracts meet the criteria for allowability and reasonableness of  costs.  ECONOMY AND EFFICIENCY  In compliance with F.S.200.318 (e), the Taylor County Board ofCounty Commissioners promotes cost-effective use of shared services across the Federal Government and may enter into state and local intergovernmental agreements or inter-entity agreements where appropriate for procurement or use of common or shared goods and services. Competition requirements will be met with documented procurement actions using strategic sourcing. shared services. and other similar procurement arrangements. Taylor County accepts and reviews any value engineering opportunities  as part ofi its construction contract process.  Taylor County will avoid acquisition of unnecessary or duplicative items. Consideration will be given to consolidating or breaking out procurements to obtain a more economical purchase. Where appropriate, an analysis will be made ofl lease versus purchase alternatives, and any other  appropriate analysis to determine the most economical approach.  Taylor County will conduct procurements in a manner that prohibits the use of statutorily or administratively imposed state, local, or tribal geographical preferences in the evaluation of bids or proposals, except in those cases where applicable Federal statutes expressly mandate or encourage geographic preference. Nothing in this section preempts state licensing laws. When contracting for architectural engineering (A/E)services, geographic location may be selection criterion provided its    Page 31 of 44  application leaves an appropriate number of qualified firms, given the nature and size of the project,  to compete for the contract.  In compliance with 2 CFR 200.320 (b)(2)(iv), Taylor County may use competitive proposal procedures for qualifications-based procurement of archtecuralengneenng (A/E) professional services whereby offeror's qualifications are evaluated and the most qualified offeror is selected, subject to negotiation of fair and reasonable compensation. The method, where price is not used as a selection factor, can only be used in procurement of A/E professional services. It cannot be used to purchase other types of services though  A/E firms that are a potential source to perform the proposed effort.  In compliance with 2 CFR 200.318 (), Taylor County may use a time-and-materals type contract only after a determination that no other contract is suitable and if the contract includes a ceiling price that the contractor exceeds at its own risk. Time-and-materials type contract means a contract whose cost to a non-Federal entity is the sum of: the actual cost of materials; and direct labor hours charged at fixed hourly rates that reflect wages, general and administrative expenses, and profit.  Taylor County complies with F.S. 287.055 in the selection of engineers.  Further, Taylor County will assert a high degree of oversight in order to obtain reasonable assurance that the contractor is using efficient methods and effective cost controls.  ASSIGNMENTS OF CONTRACTS  No agreement made pursuant to any sections of this policy shall be assigned or sublet as a whole or inj part without the written consent of the County. Nor shall the contractor assign any moneys due or to become due to the contractor thereunder without the previous written consent of the County.    Page 32 of44  RIGHTS OF BOARD OF COUNTY COMMISSIONERS  Nothing in this policy shall be deemed to abrogate, annul, or limit the right of the Board, in the best interest oft the County, to reject all bids received in response to a request, to determine in its sole discretion the responsiveness and responsibility of any bidder, to approve and authorize or to enter into any contract it deems necessary and desirable for the public welfare, or to vary the requirements oft the Policy in any instance when desirable for the public good except for DEO/CDBG and other funding agencies that restrict the competitive bidding process.  SECTION7 WAREHOUSES  One primary function of the warehouse(s) is/are to maintain stock levels of materials and supplies common in use to one or more departments. The quantity purchased of such items is to ensure maximum low cost. Materials may be direct shipped to the department location when possible.  STOCK LEVELS  Where stock levels are maintained, purchasing department or designee will perform physical handling ofinventory including the receiving, issuing and stocking of shelves.  STORAGE OF MATERIALS  All materials of similar character shall be properly segregated and assigned permanent space and a definite location. Care will be taken to ensure that materials are segregated by size, kind and grades for convenience in location when needed in taking inventory. When assigning materials to specific location in the storeroom. consideration must be given to the fact that there will be a greater  number of withdrawals of some materials than others.    Page 33 of44  WAREHOUSE CATALOG  A warehouse stock catalog containing the descriptive listings ofi items, code numbers and estimated  price will be published and maintained by the purchasing department.  WAREHOUSE REQUISITIONS  Departments drawing from the warehouse(s) will use standard warehouse requisition forms. This for must be completed with correct department account number, catalog number and description of materials needed. An authorized person receiving materials must sign the warehouse requisition.  MATERIALS RECEIVED AT WAREHOUSE(S)  The purchasing department or designee will be responsible for receiving and issuing all goods at the warehouse. The receiving of ordered items at the warehouse will be processed and verified in the same manner as any other purchase. Partial deliveries will be handled in the same manner as  outlined in the purchasing procedures in this purchasing manual.  RECORD KEEPING  After receiving a shipment or partial shipment, the quantity ofa a given item should be entered into the inventory module, and added to the balance shown thereon. At the time of dispensing supplies, the reverse of the above applies. The quantity issued, along with the date, department and  requisition number is entered and a new balance established.  ACCOUNTABILITY AND PERPETUAL INVENTORY CONTROL  The proper functioning of an inventory accounting system demands that all materials and supplies received, issued, and on hand be accounted for both in quantities and values, that the inventory be controlled by accounts in a general ledger, and that periodically the inventory records and accounts    Page 34 of 44  be verified by actual physical inventory. A systematic classification oft titles ofinventory items is  absolutely essential to the proper accounting for the inventory.  Because of the large number ofcommodities that may be carried in stock, the classification shall  provide for a definite grouping of like articles.  DETERMINATION OF MAXIMUM AND MINIMUM STOCK LEVELS  The maximum stock is the largest quantity permitted to be on hand at any one time. Generally, the amount of stock to be carried should be based on current needs, length oft time necessary to replace stock, amount of storage space, ad quantities at which favorable prices may be secured. At times when market conditions are favorable, increased "maximum" quantities may be justified. The "minimum" stock is the smallest quantity that should be in stores at any one time and should be the quantity needed for normal requirements during the time to replenish the supply. The amount of stock to be ordered at any one time would be the maximum" less the mount on hand at the time of  ordering.  SECTION8  COUNTY PROCUREMENT RECORDS  All determinations and other written records pertaining to the solicitation. award or performance of a contract shall be maintained for the County in a contract file by the department head.  RETENTION OF PROCUREMENT RECORDS  All procurement records shall be retained and disposed of by the county in accordance with record  retention guidelines and schedules established by the State of Florida.    Page 35 of 44  RESPONSIBLE DEPARTMENT  All Departments  Sunset Date: none  EXHIBIT A  VENDOR PERFORMANCE EVALUATION  VENDOR: ADDRESS: CITY P.O.# CONTACT:  DEPARTMENT: AGENCY CONTACT  STATE AMOUNT:  ZIP CODE P.O.DATE:  COMMODITY/SERVICE:  NATURE OF COMPLAINT  Late delivery  Shipment made collect Request to cancel due to bid error Failure to furnish price list/catalog Failure to replace damaged goods Repair parts not available Failure to provide warranty  Unauthorized substitution Poor Quality  Failure to respond to letter/call Poor service Incorrect invoices    Page 36 of 44  Failure to meet specifications Failure to identify shipment  Shipment of used goods Short weight or over shipment  DETAILS OF COMPLAINT: (attach second page ifnecessary)  Has complaint been resolved? yes Complainant's! Signature: Department:  no  Title:  Phone No.  Date:  ACTION TAKEN BY BUYER:  BUYER:  DATE: EXHIBIT B  PURCHASE REQUISITION    Page 37 of44  EAHIBIT C  EMERGENCY CERTIFICATION FORM  DATE:  DEPARTMENT:  ACCOUNT CHARGED:  VENDOR:  ITEM  PURCHASEDIS):  SIGNATURE:  EMERGENCY CIRCUMSTANCES:    Page 38 of 44  EXHIBIT D  SOLE SOURCE CERTIFICATION  VENDOR NAME:  COMMODITY (General Description):  INITIAL ALL ENTRIES BELOW THAT APPLY TOTHE PROPOSED PURCHASE. Attach additional data or support documentation if necessary. (More than one entry will apply to most ole source  products or services).  SOLE SOURCE CERTIFICATION:  1.  Parts/equipment can only be obtained from original manufacturer = not available through  distributors. (Items 3, 4, 5,or 6 must also be completed).  2. completed) 3. 4. 5.  Only authorized area distributor of the original manufacturer. (Items 3, 4,5or 6 must also be  Item/service owned by a private individual or corporation under trademark or patent. Partslequipment not interchangeable with similar parts of another manufacturer. (Explain below) This is the only known item/source that will meet the specialized needs of this department or  perform the intended function. (Explain below)  6. 7.  Partslequipment are required from this vendor to provide standardization. (Explain below) None ofthe above apply. Explanation for sole source request is detailed below.  COXMNIBIRELAVATONU: reverse side ifnecessary)  On the basis of the forspoimg.Iresommend that competitive procurement be waived and that the service or material on the attached requisition be purchased as a sole source commodity.  Signed:  Department:  Department Head Signature  Approved:  Date:  Purchasing Department    Page 39 of 44  EXHIBIT E CHECK REQUEST  TO: Finance and Accounting  FROM:  Department Name  Please prepare a check in payment to the below-named vendor for the purchase of goods or services which DONOT require aj purchase order, contract or travel authorization under the terms  of the Taylor County Purchasing Manual.  VENDOR: Name Address_ Address  This check is to be (Choose One):  Mailed directly to vendor Picked up by my department Picked up by the Vendor  Responsibility Cost Code  Invoice Number  Department  Account Number  Amount  Ihereby certify that this payment complies with paragraph 1 ofthis form that the Goods/Services  have been received, and payment is authorized.  Date:  Department Head or Authorized Signature:    Page 40 of44  EXHIBIT F  REQUEST FOR ASSISTANCE  DEPT.NAME DEPT. HEADS SIG. VENDOR #  PO#  ACCOUNT#  VENDOR NAME  Please accept this as formal authorization to amend the above order as follows: ASSISTANCE REQUESTED: (Mark the appropriate item, and explain/justify below):  Cancellation Request Change Amount  Amount $ $  New PO Total $ $  Increase Decrease  Change Description/Text Change Charge Code  Old Charge Code New Charge Code  Other-E Explain Below  ustificatonvExpanaton  Authorized By:  Date:  Purchasing Department    Page 41 of 44  INVITATION TOE BID  The Taylor County Board ofCounty Commissioners is soliciting bids for  Sealed bids will be received by the Clerk of Courts, ISt Floor Courthouse or PO Box 620, Perry,  Florida 32348, to arrive no later than  local time  Bids will be opened and read  aloud at  local time,  in' Taylor County Board of County Commissioners  Board room, Old Post Office Complex, 201 E. Green Street, Perry, Florida.  Bid considerations/specifications MUST be obtained from the Clerk of Courts, 1St Floor  Courthouse or PO Box 620, Perry, Florida 32348.  The Board reserves the right to accept and/or reject all bids and to award the bid in the best  interest of the County.  Additional information may be obtained from:  BY ORDER OF THE BOARD OF COUNTY COMMISSIONERS. Taylor County, Florida    Page 42 of44  GENERAL BID CONSIDERATIONS  1.E Bids must be submitted' by mail ori in person to the Clerk of Courts, 1St Floor Courthouse, or PO  Box 620, Perry, Florida 32348 to arrive no later than received late shall be returned unopened. 2. Bids must be in a sealed envelope plainly marked 4  local time  Bids  "on the outside.  3. Once opened, no bid may be withdrawn prior to the Board of County Commissioners action  without written consent of the Clerk of Court.  4. Bids must specifically state in their bids that it meets or exceeds the county'sspeceifications. If it does not meet specifications, the bid must clearly list those items that do not meet the specifications. The bidder shall furnish a complete set of specifications on their product or  services, ifr required by the specifications.  5. Bidders must complete and furnish with their bid, the Florida Public Entity Crimes Statement  as required by F.S. 287.133(3)(a).  6. All bids submitted, requiring General Liability and Workers' Compensation Insurance, per the Bid Specifications, must include a certificate of Insurance showing Liability Insurance Coverage on the contractor, listing the County as additionally insured, or a sworn statement from an Insurance Agent, verifying that ift the prospective bidder is awarded the bid, a Certificate of Insurance will be issued to the successful bidder within thirty (30) days oft the acceptance of the bid, in the amount stated in the bid specifications. Also include the Declaration page from the Insurance Policy showing Workers' Compensation Insurance on all employees working on the project. Any bidder. who does not furnish the required insurance documents within thirty (30) days after the bid award, is hereby advised the bid will be given to the next lowest bidder, who  meets all bid specifications.  (General Bid Considerations continued on next page)    Page 43 of44  GENERAL BID CONSIDERATIONS  (Continued)  7. All bids must include E-Verify Certification pursuant to F.S.448.095. The E-Verify  Memorandum ofUnderstanding may be used for certification.  8. Bids shall be opened and read aloud on  at  in the  Taylor County Board Room, Old Post Office Complex, 201 E. Green Street, Perry, Florida. 9. The Taylor County Board of County Commissioners reserves the right to accept or reject any  and/or all bids in the best interest ofTaylor County.  10. Iti is the responsibility of the bidder to fully understand and follow all conditions and  specifications.  11. Bid onsdeaton-pedicaton MUST be obtained from the Clerk oft the Circuit Court, PO  Box 620 Perry, Florida 32348, 850)838-3506. 12. For additional information, contact:    Page 44 of44  BID CHECK-LIST  Check. Items Included With Bid: Total Bid  1. Written Bid Quotation.  2. Certificate ofLiability Insurance or Agent Statement as outlined in the General Bid Considerations (MUST BE INCLUDED WITH BID). 3. Declaration Page from Workers' Compensation Insurance or Exemption Certificate issued by the State. (MUST BE INCLUDED WITH BID). 4. Public Entity Crimes Affidavit, signed and notarized, as required by Chapter S1330)Q)AFFIDAVIT MUST BE INCLUDED WITH  BID SPECIFICATIONS.  5.Ifal Bid Bond is required, it must be submitted with the bid in the  amount of five percent (5%) of the bid amount.  Ifap performance Bond is required, the successful bidder must provide same prior  to the County accepting the contract.  6.E E-Verify certification is required, (MUST BE INCLUDED WITH BID).  The Bid Check-List must be included with the submitted bid.    0  TAYLOR COUNTY BOARD OF COMMISSIONERS  County Commission Agenda Item  SUBJECT/TITLE: THE BOARD TO CONSIDER APPROVAL TO RETAIN S. RENE  NARLOCH AND ASSOCIATES FOR RECRUITMENT  SERVICES.  MEETING DATE REQUESTED:  DECEMBER 02, 2024  Statement of Issue: THE BOARD TO CONSIDER APPROVAL OF COST PROPOSAL S. RENE NARLOCH AND ASSOCIATES FOR RECRUITMENT SERVICES  Recommended Action: APPROVE  Fiscal Impact: Budgeted Expense: Submitted By: Contact:  N/A N/A  TRACI ROWELL, PERSONNEL MANAGER  850-838-3500 EXT. 8  SUPPLEMENTAL MATERIAL/ISSUE ANALYSIS  History, Facts & Issues: QUOTES WERE REQUESTED FROM 3 VENDORS. 1 OF3  RESPONDED WITH ATTACHED QUOTE FOR CONSIDERATION.  Options: APPROVE/NOT APPROVE  Attachments: COST PROPOSAL FROM S. RENE NARLOCH AND ASSOCIATES    Traci Rowell From: Sent: To: Subject: Attachments:  S. Renee Narloch reneenesmsearchcom, Wednesday, November 13, 20244:42PM  Traci Rowel! RE: Agreement  Taylor County, FL PSA Engineer and Director of Engineering.doc  HiTraci: Ihope all is well with you and yours.  Attached is a revised agreement in' Word format. Wel highlighted text that was changed.  We don'tu usually provide guarantees for positions that do not report to an elected board. However, since this is our first Feel free to accept the changes and move it forward in your process, providing us with at final copy once signed. Thank you again, and we! look forward to working with you and the County. Please give me a call if you have any  time working with the County, we are fine with offering the guarantee.  questions, 850-294-7220 Cell.  Renée  S. Renée Narloch President S. Renée Narloch & Associates 0:( (850): 391-0000 2910 Kerry Forest Pkwy D4-242 Tallahassee, FL 32309 535.  Thise electronice emailr message and any attachments are confidential andi mayb bep privileged ord otherwise protected) from disclosure. ffyoud are not thei intended recipiento oft this correspondence, please contact thes sender viat telephone ore electronic mail, ando delete thisn message ando any attachments) fromy yourj files. ffyoud arer not thei intended recipient,  you aren not authorizedt to copyt this correspondence ord attachment ord disclose thec contents too anyone else.  From: Traci Rowell TRowell@taylorcountygov.com> Sent: Wednesday, November 13, 2024 10:29AM To: S. Renee Narloch renenesmsearchcom,  Subject: FW: Agreement Goodi morning, possible. Respectfully,  wanted to checki in and see where we are with the request below. We would like to put on our next agendai if  Traci Rowell    Personnel Manager Taylor County Board of County Commissioners P-850-838-35001 Ext.8 Trowel.otayorgountysw.com From: Traci Rowel! Subject: Agreement  Sent: Monday, November 4, 20249:53AM To: S. Renee Narloch <anen2yarA:an  Good moming,  Our attomey has reviewed the. Agreement and requested the language below to be added. Ifyoul havc  any questions, plcase lct me know. Thank you for your timc.  Ita appears that this Agreement provides for two positions, one for a Director of Engineering and one  for an Engineer with prices for each.  In addition, expenses not to exceed $5,450 for each search. The. Agrcement does not appcar to have a guarantec of any typc. exclusivelyi in State Court in and for' Taylor County, Florida."  Iwould request that this bei in the Agreement, "Any litigation as a result oft this Agrecment shall bc  Traci Rowell Personnel Manager P-850-838-3500ExL8 owas PMA/23URRN  Taylor County Boardof County Commissioners  2    PROFESSIONAL SERVICES AGREEMENT  This agreement is made by and between Taylor County, FL (the Agency) and NP&S Management Inc. A. Engagement: The Agency agrees to engage the Consultant to perform the services described below, the project described as executive recruitments for Engineer and Director of B. Services: The Consultant agrees to perform certain services necessary for the completion of  d/b/a S. Renée Narloch & Associates (the Consultant).  Engineering (the Searches).  the searches. These services shall include the following: a. Develop the Candidate Profile Recruit Candidates d. Screen Candidates e. Conduct Personal Interviews Conduct Public Record Search Provide Recommendations h. Assist with Final Interviews Assist with Negotiations  b. Develop Advertising Campaign and Recruitment Brochure  Conduct Detailed Reference and Background Checks Provide Complete Administrative. Assistance  As described in the proposal dated May 16, 2024, attached hereto and incorporated herein by C. F Relationship: The Consultant is an independent contractor and is not to be considered an D. Compensation: A AA3B7CA 'or the CSAaHA2: P Dressicai services pertormed herasnder. aa gensy 503 3 Day 3 proressional lez bo ina Consultant in the fixed amount of $22,500 (Twenty-Two Thousand, Five Hundred Dollars) for the Director of Engineering search and $21,500 (Twenty-One Thousand, Five Hundred Dollars) for the Engineer search. E. Expense Reimbursement: The Consultant shall 33 be entitied to reimbursement for pre- approved expenses from the Agency for consultant travel, advertising, printing, and binding, clerical, long distance charges, postage and delivery, civil, criminal and newspaper checks, and credit checks. Postage, photocopying, and telephone charges are allocated costs. Expenses arenot-to-exceed $5,450 (Five Thousand, Four Hundred Fifty Dollars) per search, and copies of receipts will not be provided unless specifically requested and made part of this contract. Expenses related to the use of audio/video conferencing equipment for interviews and for  reference.  agent or employee of the Agency.  candidates' travel for interviews are the responsibility of Agency.  : :E :5 S 4 eus  a 3323  w: 1 : d:  S.F RENÉE NARLOCH & ASSOCIATES  COST PROPOSAL  PAGE1 10    G. Compensation for Additional Services: In the event the Agency elects to require additional services of the Consultant in addition to those described in paragraph B, the H. Method of Payment: The Agency shall be billed monthly by the Consultant for the work completed as ofthat date. Expenses shall be billed and due at the same time. at which time Consultant shall begin work on the Searches and shall continue until the Termination: This agreement may be terminated; (a) by either party at any time for failure of the other party to comply with the terms and conditions of this Agreement; (b) by either party upon 10 days prior written notice to the other party; or (c) upon mutual written agreement of both parties. In the event of termination, the Consultant shall stop work immediately and shall be entitled to compensation for professional fees and expense reimbursement to the date of termination and for any K. Indemnity: Except for loss, damages, liability, claims, suits, costs and expenses whatsoever, including reasonable attorney's fees, caused solely by the negligence of the Agency, its Council, boards, commissions, officers and employees, Consultant shall indemnify, defend and hold harmless the Agency, its Council, boards and commissions, officers, and employees from and against any and all loss, damages, liability, claims, suits, costs and expenses whatsoever, including reasonable attorney's fees, regardless of the merits or outcome of any such claim or suit arising from or in any manner connected to Consultant's negligent act or omission regarding performance ofservices or work conducted or performed pursuant to this Agreement.  Consultant shall be compensated at an agreed upon rate.  Term: The term of this agreement shall commence on  searches are completed.  work necessitated by that termination.  Assorted:  a. The entire agreement between the parties with respect to the subject matter b. Neither this agreement nor any rights or obligations hereunder shall be assigned or delegated by the Consultant without the prior written consent of This agreement shall be modified only by written agreement duly executed by Should any of the provisions hereunder be found to be invalid, void or voidable by a court, the remaining provisions shall remain in full force and effect. This agreement shall be governed by and construed in accordance with e. All notices required or permitted under this agreement shall be deemed to have been given if and when deposited in the United States mail, properly stamped and addressed to the party for whom intended at such party's address listed below, or when delivered personally to such party. A partymay  hereunder is contained in this agreement.  the Agency.  the Agency and the Consultant.  the laws of the State of Florida. Aey BigAT :C 28043-5 V tac: Cournsa :  i - 7 e suran.  2    change its address for notice hereunder by giving written notice to the other  party.  3    Wherefore, the parties have entered into this agreement as of the later of the dates stated below.  Approved:  Dated: November 13, 2024  NP&S Management Inc. d/b/a S. Renée Narloch & Associates 29101 Kerry Forest Pkwy D4-242 Tallahassee, FL32309 By: Cfolah Name/Title: S. Renée Narloch, President  Dated:  2024  Taylor County, FL  201E. Green St. Perry, FL32347 By: Name/Title:  4      TAYLOR COUNTY BOARD OF COMMISSIONERS  County Commission Agenda Item  SUBJECT/TITLE: Board to approve No Cost Extension of Sub-Recipient Agreement  230039103.01 for the Keaton Beach and Steinhatchee Boat Ramps By-Pass Feasibility Study. The Period of Performance is extended to December 31, 2026. This grant is funded by Pot3 3  RESTORE Act funds.  MEETING DATE REQUESTED: Statement of Issue:  December 17, 2024  Board to approve Extension to Sub-Recipient Agreement 230039103.01 for the Keaton Beach and Steinhatchee Boat  Ramp By-Pass Feasibility Study project.  Recommended Action: Approve Extension.  Fiscal Impact: Budgeted Expense: Submitted By: Contact:  Not applicable  The project is included in the County's budget.  Melody Cox, Grants Writer Melody Cox  SUPPLEMENTAL MATERIAL / ISSUE ANALYSIS  History, Facts & Issues: The County was awarded a Restore Act Pot 3 grant for the  Keaton Beach and Steinhatchee Boat Ramps By-Pass Feasibility Study in the amount of $383,665.00. The County received $350,000 for the Study and Balmoral retains $33,665. Bids have been received for the project and the County is in the process of negotiating a contract with AVCON, Inc. to complete the study. The original grant contract expires December 21, 2024 and the contract is  being extended to December 31, 2026.  Attachments:  No Cost Extension of Sub-Recipient Agreement 230039103.01 and Notice of Award    GULF CONSORTIUM  December 4, 2024 201 E. Green Street Perry, Florida  Taylor County Board of County Commissioners  Re: No Cost Extension of subrecipient agreement 230039103.01  Addendum to subrecipient agreement to extend period of performance  To Taylor County Board of County Commissioners:  The Gulf Consortium has completed a no cost extension with RESTORE Council to extend the period of performance through 12/31/2026 for the following project - 10-3: Keaton Beach and Steinhatchee Boat Ramps By-Pass. This project falls under a subrecipient agreement between The Gulf Consortium and Taylor County (subrecipient agreement 230039103.01).  IN WITNESS WHEREOF, the Authorized Parties have caused this Agreement Addendum (no-cost extension)  to be duly executed, the day and year last written below.  GULF CONSORTIUM By:  TAYLOR COUNTY, FLORIDA  By:  Print Name and' Title Date: Attest: By:  Print Name and Title Date: Attest: By:  Print Name and Title  Print Name and Title    1.DATEISSUED MMDDMYYY 1a. SUPERSEDES AWARDN NOTICEdated 02/22/2023  exceptt thata anya additions orr restrictions previouslyh imposed remaini ineffect unless specifically rescinded  Coast The Gulf  11/18/2024 2ASSISTANCEUISTING NUMBER 87.052- Spinl Impact Component Project Grants 3.ASSISTANCETYPE Project Grant 4.GRANT NO. GNSSP23FL00480101 Formerly 4a.F FAIN GNSSP23FL0046 6. PROJECT PERIOD MMDDMYYY From 02/22/2023 7.E BUDGET PERIOD MMDDYYY From 02/22/2023 8.TITLEOFF PROJECTORPROGNAH, 10-3: KeatonE Beacha ands Steinhatchee! Boat Ramps By-Pass 9a.G GRANTEE! NAMEA ANDA ADDRESS GULF CONSORTIUM 165LINCOLNAVE WINTER PARK, FL3 32789-3877 10a. GRANTEEA AUTHORIZING OFFICIAL Mr. Christopher Constance 165L LincolnA Avenue Winter Park, FL 32789-3877 Phone: unknown  Ecosystem Restoration Council RESTORE Council Gulf Coast Ecosystem Restoration Council 500 Poydras Street Suite 1117 New Orleans, LA70130 NOTICE OF AWARD AUTHORIZATION lLegsiationReguatons) RESTORE. Act, 33 U.S.C. 1321(t)(3) and 40 CFR Part 1800-S Spill Impact Component  5.TYPEOFA AWARD Other 5a. ACTION1 TYPE PostA Award Amendment Through Through  MMDDYYY 12/31/2026 MMDDNYYY 12/31/2026  9b.G GRANTEE PROJECT DIRECTOR Ms. Valerie Seidel 165L Lincoln Ave Winter Park, FL3 32789-3877 Phone: [NOF PHONE RECORD] 10b.F FEDERALI PROJECT OFFICER Sheri Land 500F Poydras SISTE 1117 New Orleans, LA7 70130-7305 Phone: 504-235-4985 12. AWARDO COMPUTATION a. Amountof FederaiFinancial/ Assistance( (fromit item 11m) b.L Less Unobligated Balance FromF Prior BudgetF Periods C Less Cumulative PriorA Award(s) This Budget Period d. AMOUNT OFF FINANCIAL, ASSISTANCE1 THISA ACTION 0.00 13. TotalF Federal FundsA Awardedto! Datef for ProjectF Period 0.00 14. RECOMMENDED FUTURES SUPPORT 0.00 (Subjectot the availabityoflunds: ands satisfactory progresso ofthe) project):  Ana authorized representative electronically signed thes award an1 11/21/2024 11.A APPROVEDE BUDGET (Excludes Direct/ Assistance) IF FinancialAssistancet from theF FederalA Awarding Agency Only IITotalp project costsir includinggrantfunds: anda allotherfi financialp participation Salaries andV Wages Fringe Benefits Total Personneld Costs Equipment Supplies Travel Construction Other Contractual TOTALDIRECT COSTS INDIRECT COSTS TOTALAPPROVEDE BUDGET Federal Share Non-Federal Share REMARKS (Other Terms ando CondtionsAtached-  ALL AMOUNTS ARE SHOWN IN USD  383,665.00 0.00 383,665.00 0.00 383,665.00  I 0.00  0.00 YEAR a.2 0.00 b.3 0.00 C.4 ALTERNATIVES: 383,665.00 ADOMTONALO COSTS MATCHNG 383,665.00 OTHERF RESEARCHIAGG/D DecuctOption) OTHER/SOOR REMARKS) ORBYR 383,665.00 mogumaymisde 383,665.00 obtinodfromthes grantp payments system. No)  TOTALI DIRECT COSTS  YEAR d.5 e.6 f.7  TOTAL DIRECT COSTS  0.00 15. PROGRAMINCOMES SHALLI BEUSEDINA ACCORDWAITHONEC OFT THEF FOLLOWANG  a  0.00 16. THISAWARDISE CASEDOMAMAPICATONE SUBMITTEDTO, ANDASA APPROVEDEY, THEFEDERAL AWARDING AGENCY ONTHEA ABOVETTE EDPROJECTA ANDISSUBJECTI TOTHET AMDCONOTTOASINCORX  udngtermsa andcondtions, fany. notedbelowunders REMARKS. rements, costprinciples andaudtre requirementsa sppeatietouagert  Inthoeventthoros areconficting ctherwiseir inconsistentp polciesa apakcabiatolegrantt theal abovod ordorofptocedences shall 0.00 prevall Acceptancec ofthog grantt torms ando conditionsise acknowiodgedby! thogrenteow whent funds ared drawnoro otherwise  ves  Thisa amendment actione extendst thep period ofperformance to1 12/31/2026.1 Thea attachments containa awardi information, aF RevisedF Reporting Schedule, andas Submission Requirements tablef for  darification. Allo othert terms ando conditionsa as statedi inthec original award remaini ine effect.  AUTHORIZING OFFICIAL: Frederick Sutter, Deputy Executive Director 500F Poydras StS Ste1117 New Orleans, LA7 70130-7305 Phone: 504-444-3511 FY-ACCOUNTH NO. 21.a.SEP 22.a. 23.a.  Electronically Signed 11/21/2024 19a. UEI LJCAH459JQ13 d. d. d.  17.OBJCLASS 41.0006 18a. VENDORO CODE 461662290 18b. EIN 461662290  19b. DUNS 079937065 20. CONG. DIST. 10  DOCUMENTI NO. b. GNS000046A b. b.  ADMINISTRATIVECODE AMT ACTIONF FINA ASST  APPROPRIATION $0.00 e. e.  c. 6013NONIN C.    AWARD ATTACHMENTS  GULF CONSORTIUM  GNSSP23FLO046-01-01  1.A Award Notes and Revised Reporting Schedule    AWARD NOTES  The following documents are incorporated in this award by reference:  4 GULF COAST EÇOSYSTEM RESTORATION COUNCIL FINANCIAL ASSISTANCE STANDARD TERMS AND CONDITIONS (AUGUST: 2015), available at ABMPIRENINA 2CFR PART2 200, UNIFORM. ADMINISTRATIVE REQUIREMENIS, COST PRINCIPLES, AND AUDIT REQUIREMENTS, AS ADOPTED PURSUANT: TO2CFR $ 5900.101 (2021), AND TECHNICAL CORRECTIONS AT 861 FR 10439 (FEBRUARY 22,2021) This award incorporates by reference and gives effect to the most recent data available in the  GrantSolutions system for the following item: BUDGET NARRATIVE system for the following items: XI PROECTNARKATIVE OBSERVATIONAL DATA PLAN X METRICS GCERC Internal Financial Codes: FY23-Cat! B6 6013 - Cost Pool: GCCSTFL000 CAMI-GCCGALLGOALS CAM2-GCCOTHERWSXX CAM3-GCCALLOBJECT  This award incorporates by reference and gives effect to the most recent data available in the PIPER  SUBMISSION REQUIREMENIS FOR SPECIAL AWARD CONDITIONS  The following requirements are described in detail in the Special Award Conditions section oft the award. Where indicated, the recipient must submit documentation or evidence to the Council to lift any applicable restrictions. Int the event ofa any perceived inconsistency between this list and the Special Award Conditions, the Special  Award Conditions are controlling. SPECIAL, AWARD CONDITION  SUBMISSION REQUIREMENT  The Recipient will not seek any compensation for the approved project from any other funding source, including, without limitation, the Oil Spill Liability Trust Fund. Should such funding be received, the recipient will immediately notify the Grants Officer in writing. If the! Recipient is authorized to make subawards, the Recipient will not use RESTORE Act funds to make subawards to fund any activities for which claims were: filed with the Oil Spill Liability Trust Fund after July6,2012. Thel Recipient must submit project performance reports through the Council's Program Information Platform for Ecological Restoration (PIPER) or any successor system on an annual basis during the period of performance. Financial reports must be submitted through GrantSolutions or any successor system also on an annual basis. Performance and financial reports covering the annual reporting period will be due 60 calendar days after the end oft the annual reporting period specified in the Award. Final performance and financial reports that summarize the activities and findings oft the. Award are due 120 calendar days after the end of the period of performance. This special award condition (SAC)  11 Page    supersedes section C.01.a of the RESTORE Council Financial Assistance Standard' Terms and Conditions dated August 2015, which states that finançial reports are due on a semi-annual basis. Please see the Reporting Schedule located on the following page for the reporting period and due dates of performance and financial reports to be submitted as part ofthis must be reported to the Council on a yearly basis and be publicly visible and accessible in at timely manner, free of charge or at minimal cost to the user that is no more than the actual cost of distribution to the user, except where limited by law, regulation, policy, or national security requirements. Data is to be made available in a form that would permit further analysis or reuse, i.e., data must be encoded in a machine- format standards; and data must be sufficiently documented, using open metadata standards, to enable users to independently read and understand the data (for example, al PDF version of observational data is not a valid data delivery format). The public-facing, anonymously accessible data location (internet URL address) of the data should support a service- oriented architecture to maximize sharing and reuse of structured data and be included in the Performance Report. Data should undergo quality control (QC) and a description of the QC process and results should be referenced in the metadata. Publicly available ISO-compliant metadata record(s) of the project data must be provided and approved prior to the B. Timeliness: Data must be provided to the Council on a yearly basis, and the public must be given access to data no later than two years after the data is first collected and verified, or no later than six months after the end date of the period of performance set out in the Award, whichever first C.A Author statement: Data produced under this Award and made available to the public must be accompanied by the following statement: "The [report, presentation, video, etc.] and all associated data and related items ofinformation were prepared by [recipient name] under Award No. [number] from the Gulf Coast Ecosystem Restoration Council (RESTORE Council). The data, statements, findings, 3.3 of02/22/2023 GNSSP3FL0A601-0031 PAGE DATE ISSUED GRANT NO. NOTICE OF AWARD (Continuation Sheet) 4 conclusions, and recommendations are those oft the author/s] and do not necessarily reflect any determinations, views, or policies of the RESTORE Council." D. Failure to Share Data: Failing or delaying making data accessible in accordance with the submitted data management information and the terms hereof may lead to enforcement actions and be considered by the Council when making future award decisions. Funding recipients are responsible for ensuring that these conditions are also met by subrecipients and E. Data Citation: Publications based on data, and new products derived from source data, must cite the data used according to the conventions of the Publisher and use Digital Object Identifiers (DOIS), ifavailable. All data and derived products that are used to support the conclusions ofa publication must be made available in a form that permits verification and reproducibility of the results.  Award.  Obsersadonal Dara Mamagement A. Data Sharing: All data compiled, collected, or created under this Award  andDalbery  readable format, using existing open  close out of the Award.  occurs.  subcontractors.  21Page    F. Final Project Geographic Information System (GIS) files: As appropriate to project deliverables, final updated project boundaries, footprints, and features must be provided to the Grants Office no later than the submission oft the final Performance Outcome Report. Where more (for example, during the engineering and design phase if additional features are identified within the project boundary), or project boundaries change during project planning or implementation, these updated boundaries and the appropriate feature attributes must be provided. These files must be geospatial in nature (acceptable formats are SHP, GDB, or The Recipient will update the Observational Data Plan to include any plan details listed as "Not available (N/A)" or "To be determined (TBD)", or that are in other ways left unspecified in the current version oft the Observational Data Plan. The updated plan details will include specific start and end dates that accurately reflect the period of observational data collection and will address Council Staff reviewer comments provided within the most recent version of the Observational Data Plan (available for download in PIPER), ifany. For all plan details provided via updated Observational Data Plans, the recipient will make any corresponding updates to metrics details in PIPER. The recipient must deliver updated plans to the Council at least annually until all comments are addressed and all "N/A," "TBD" and unspecified items are provided, and must correct any inaccuracies until all information is final. The first updated plan will include timeframes for providing any missing information. Updated plans provided to the Council will conform to the structure of the template provided on the Council website. A completed Observational Data Closeout Report will be submitted and approved prior to close out oft the This Award contains pre-award costs in accordance with 2 CFR 200.458, in the amount of$10,250, as described in the Budget Narrative, for expenditures related to the preparation oft the grant application during the period August 26, 2021, through the date ofi issuance of the Award.  detailed project features are developed  DGN) and contain projection  information and complete ISO-compliant metadata.  Vpdares : hobsarsisnal Dac Pia.  award.  REVISED REPORTING SCHEDULE  Report Due  Reporting Period 2/22/2023 - 12/31/2023 1/1/2024 : 12/31/2024 1/1/2025 - 12/31/2025  Report Due Date 2/29/2024 (Received) 3/1/2025 3/1/2026 4/30/2027  Financial and Performance Reports Financial and Performance Reports Financial and Performance Reports  Final Financial and Performance Reports 1/1/2026 - 12/31/2026  31 age    TAYLOR COUNTY BOARD OF COMMISSIONERS  County Commission Agenda Item  SUBJECT/TITLE: Transfer from General Fund Reserve for Contingency and  approval of Invoice Paymentto Davis, Schnitker, Reeves & Browning P.A in reference to Taylor County V. Pigott Asphalt  MEETING DATE REQUESTED: Statement of Issue:  12/17/2024  FY24/25  The Board to consider a transfer from General Fund Reserves for Contingency and approval of the invoice to Davis, Schnitker, Reeves & Browning, P.A. in reference to  Taylor County V. Pigott Asphalt  Recommended Action: approval of transfer and approval on invoice  Fiscal Impact: Budgeted Expense: Submitted By: Contact:  $11,120.82 No  Dannielle Welch, County Finance Director  850-838-3506, ext122 welch@taylorclerk.com  SUPPLEMENTAL MATERIAL/ISSUE ANALYSIS  History, Facts & Issues: nla  Options: Attachments:  approve transfer and invoice  copy of invoice from Davis, Schnitker, Reeves & Browning  P.A.    Davis, Schnitker, Reeves & Browning P.A.  Post Office Drawer 652 Madison, FL 32341 850-973-4186 Fax No. 850-973-8564 FID#59-2207374  Invoice submitted to: Taylor County clo Conrad C. Bishop, Jr. Post Office Box 167 Pery, FL 32348 September 17, 2024  RECEIVED DEC -6 2024 CLERK GARYH KNOWLES TAYLOR CIRCUIT COURT COUNTY, FLORIDA  In Reference To:Taylor Countyv. Pigott Asphalt  Our File No. 17004 Professional Services  Hrs/Rate Amount 2.75 300.00/hr 0.25 300.00/hr 0.30 300.00/hr 0.50 300.00/hr 0,50 300.00/hr 2.75 300.00/hr 0.75 300.00/hr 2.50 300.00/hr 1.25 300.00/hr 2.25 300.00/hr 5.25 1,575.00 300.00/hr  6/18/2024 GTR Telephone conference with Conrad Bishop. Review of order on  825.00 75.00 90.00 150.00 150.00 825.00 225.00 750.00 375.00 675.00  motions for summaryjudgment Research and prepare email with  recommendations.  6/19/2024 GTR Prepare and file notice of appearance.  GTR Telephone conference with Steve Sellers.  GTR Telephone conference with Conrad Bishop and Kenneth Dudley.  GTR Appear at pretrial conference. GTR Research and review file and documents.  6/27/2024 GTR Review files to prepare for 6/28 meeting at Conrad Bishop's office. 6/28/2024 GTR Prepare for and attend meeting with Conrad Bishop and Kenneth  Dudley at Conrad Bishop's office. GTR Research and prepare motion for reconsideration.  6/29/2024 GTR Research and prepare motion for reconsideration. 6/30/2024 GTR Research and prepare motion for reconsideration.  Please Make Checks Payable to: Davis, Schnitker, Reeves & Browning, P.A.  Invoice Due and Payable Upon Receipt.    RECEIVED DEC-6-2024 GARYK KNOWLES CLERK CIRCUIT COURT  Taylor County  Page 2  Hrs/Rate Amount 4.75 1,425.00 300.00/hr 3.75 300.00/hr 7.25 2,175.00 300.00/hr 8.50 2,550.00 300.00/hr 10.25 3,075.00 300.00/hr 9.25 2,775.00 300.00/hr 0.75 300.00/hr 2.25 300.00/hr 0.50 300.00/hr 0.50 300.00/hr 1.25 300.00/hr 2.25 300.00/hr 0.50 300.00/hr 0.75 300.00/hr 0.75 300.00/hr 1.25 300.00/hr 0.75 300.00/hr  7/2/2024 GTR Research and prepare motion to amend angA4ORC COUNTY, FLORIDA 7/3/2024 GTR Research and prepare motion to amend answer and motion for 7/4/2024 GTR Research and prepare motion for reconsideration and motion to 7/5/2024 GTR Research, review files and prepare motion to amend answer and 7/6/2024 GTR Research and prepare motion to amend answer and motion for 7/7/2024 GTR Research, prepare and file motion to amend answer and affirmative 7/9/2024 GTR Read and respond to email from Steve Sellers. Telephone conference 7/10/2024 GTR Telephone conference with Conrad Bishop. Prepare for case  1,125.00  reconsideration amend. affirmative defenses. reconsideration. trial.  defenses, motion for reconsideration, and motion for continuance of with Conrad Bishop. Prepare for 7/10 Case Management Conference. management conference and attend case management conference. GTR Prepare and forward proposed order to Conrad Bishop. Then forward  225.00 675.00 150.00 150.00 375.00 675.00 150.00 225.00 225.00 375.00 225.00  to opposing counsel for review.  7/11/2024 GTR Prepare email to court about proposed order. Prepare email to court 7/20/2024 GTR Research and prepare for 8/5 memos and 8/15 hearings. 8/3/2024 GTR Research and prepare memoranda for filing on 8/5  clearing new trial dates. Telephone conference with Conrad Bishop.  8/4/2024 GTR Prepare and file motion for extension of time to file memoranda and 8/7/2024 GTR Review order granting extension of time tot file memos and Pigott's. 8/10/2024 GTR Research and prepare draft proposal for settlement and email to  email to judge supplemental memo. Conrad Bishop.  GTR Prepare supplemental memo of law.  8/12/2024 GTR Prepare and file memorandum of law in support of motion to amend.    Taylor County  Page 3  Hrs/Rate Amount 2.25 300.00/hr 3.75 1,125.00 300.00/hr 0.25 300.00/hr 0.30 300.00/hr 2.25 300.00/hr  8/14/2024 GTR Review supplemental response from other side and prepare for 8/15 8/15/2024 GTR Prepare for and attend hearing on motion to amend and motion for  675.00  hearing. reconsideration.  8/21/2024 GTR Review settlement letter from other side. 8/28/2024 GTR Prepare and serve proposal for settlement. 8/31/2024 GTR Research and prepare proposed order on motions.  75.00 90.00 675.00 $24,930.00  For professional services rendered  RECEIVED"  Additional Charges:  6/28/2024 Mileage from office to Conrad Bishop's office. 6/30/2024 WESTLAW (Computerized Research Service) 7/2/2024 WESTLAW (Computerized Research Service) 8/15/2024 Mileage from office to Taylor County Courthouse.  DEC -6 2024 GARYH KNOWLES CLERK CIRCUIT COURT TAYLORCOUNTAPIORDA  40.60 806.00 281.00 44.22 $1,171.82 $26,101.82 ($14,981.00) ($14,981.00) $11,120.82 HIL  Total costs  Total amount of this bill  9/11/2024 Payment - Thank You. Check No. 72125  Total payments and adjustments  Balance due    Salina Grubbs From: Sent: To:  Kenneth Dudley couny/engnerotyotayorcounvgowcom, Monday, November 18, 202411:51AM comments@cbidscom, boxeomanctopumatcon  ogtie.mogoupcom: content@constructconnect.com; upporteonstructon.om: antoinetteledet@reebusiness.com: oficeebapancomcom:inlo@cdemewscom: support@constructioncomyoficaebpaampomcom.capeids@-denews.com:  Plopcts@cmagroup.com Project Advertisement  Subject:  INVITATION TO BID  The Taylor County Board of County Commissioners is soliciting sealed proposals for construction of the USACE Qualified firms or individuals desiring to provide the required products or services must submit five (5) packages in a sealed envelope or similar package marked "Sealed Proposal for USACE Floodplain Mitigation Drainage Prolect-stelnhatchee Community" to the Clerk of Court, 1st Floor Courthouse, 108 North Jefferson Street, Suite 102, Perry, Florida 32347, to arrive no later than. 4:00P.M., local time, on December 13, 2024. All Proposals MUST have the respondent's name and mailing address clearly shown on the outside of the envelope or package when submitted. Proposals will be opened and respondents announced at 6:00 P.M. local time, oras soon thereafter as practical, on December 17, 2024, in the Taylor County Administrative Complex, 201 East  Floodplain Mitigation Drainage Project-steinhatchee Community.  Green Street, Perry, Florida 32347.  RFP information MUST be obtained on-line from the following County Web Site address: tps/www.tavorconvyAowcomRovernment/county bids/index.php information concerning requests for additional information or clarification.  Note that a Pre-Bid. Conference will not be held for this project. See Instructions to Bidders, Article 5 for The County reserves the right, in its sole and absolute discretion, to reject any or all Proposals, to cancel or withdraw this solicitation at any time and waive any irregularities in the RFP process. The County reserves the right to award any contract to the respondent which it deems to offer the best overall service; therefore, the County is not bound to award any contract(s) based on the lowest quoted price. The County, in its sole and absolute discretion, also reserves the right to waive any minor defects in the process and to accept the proposal  deemed to be in the County's best interest. No faxed Proposals will be accepted.  Additional Information may be obtained from: Taylor County Engineering Department 201 East Green Street Perry, FL 32347 850-838-3500  BY ORDER OF THE BOARD OF COUNTY COMMISSIONERS, Taylor County, Florida  Kenneth Dudley, P.E. County Engineer    Taylor County Board ofCounty Commissioners  201 East Green St. Perry, FL. 32347 Phone: 850.838.3500x4 Fax: 850.838.3501  county.engineerQtaylorcountygov.com Please note: Floridal has a very broadp publicr records law. Most written communications too orf fromp public officialsr regarding public business are availablet to ther media and public upon request. Youre e-mail communications may! be subject to public disclosure.  2    A-107 TaCo1 Times November 20, 2024  FINANCIAL FOCUS il alnl How can you plan for incapacity?  ard possbly create tnancal of attomey, ycu designale dhoose Onthe cther overyone's circumstances bengsatsal.torv So. in tirnking about of duties lor ycu case semey hat "springs into choice batwenaduacea senmeydly rcapacty planning.) your may you become incapecitalad. atecto onlyaneny become springing poser a attomey. wshichave. Bhemers wantbconsider hebiowing ssssioaineig incapactared hence. the you may want to consut act olnsingaving wil saling property asvyng bis pringrg'oesgision. 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