Board of County Commissioners Agenda Request Date ofl Meeting: January 9, 2025 Date Submitted: To: From: Subject: January 3, 2025 Honorable Chairman and Members oft the Board Clerk Hightower Pre-Approved Vendor List and Resolution Statement of Issue: This agenda item provides the Board with a request for approval ofPre-Approved Vendor] List and authorize the Clerk ofCourt to process through direct payment method. Background: made. Analysis: Currently invoices are processed twice per month and bills must wait until the Board of County Commissioners approves the vendor payments at the regular meeting before any payments can be The current process results in delayed payments and late fees for many regular accounts. By having aP Pre-Approved Vendor List for reoccurring invoices, this would ensure continued operations without delay.. Any non-reoccurring invoice would remain on the current process. Options: 1. Approve as Recommended 2. Deny 3. Board Direction Recommendation: Option # - Attachments: 1. Pre-Approved Vendor List 2. Resolution RESOLUTIONNO. 2025-01 A RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS OF JEFFERSON COUNTY FLORIDA RELATING TO AN APPROVAL OF A PRE-APPROVED VENDOR LIST FOR PAYMENT PROCESSING; AUTHORIZING AND DIRECTING THE CLERK OF COURT OR DESIGNEE TO MAKE ALL NECESSARY PAYMENTS; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, The Board of County Commissioners of Jefferson County, Florida has the responsibility and authority for managing county expenditures and vendor payments; and WHEREAS, the County currently waits until the Board of County Commissioners approves the vendor payments at the regular meeting before any payments can bei made; and WHEREAS, in order to streamline the payment process and ensure timely payments to vendors, the Clerk of Court and County want to establish a list ofp pre-approved vendors to which payments may be made before the meeting; and WHEREAS, such pre-approved vendor payments will ensure continued operations without delay, while still maintaining oversight by the Board ofCounty Commissioners; and WHEREAS, the Clerk of Court or their designee is authorized to make payments to vendors on this pre-approved list under the guidelines and parameters set forth by the Board. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF JEFFERSON COUNTY,FLORIDA, ASFOLLOWS: SECTION, 1. RECITALS. The above recitals are true and correct and are hereby incorporated herein by reference. SECTION. 2. APPROVAL OF PRE-APPROVED VENDOR LIST. (A) The" Pre-approved Venidor List" attached hereto as Exhibit "A" is hereby approved. Upon the County's receipt of an invoice from a vendor on the Pre-approved Vendor List, the invoice shall be reviewed for accuracy and sufficiency by the appropriate County staff person(s) and if determined to be suitable for payment, processed utilizing the County's adopted payment requisition policies and procedures. Once approved for payment, the invoice and evidence oft the requisite County staff person approvals shall be transmitted to the Clerk ofCourt, and the Clerk of Court or designee is hereby authorized and directed to process payment to the vendor. (B) Prior approval oft the Board of County Commissioners is not required for the Clerk of Court to process payments to vendors on the Pre-Approved Vendor List that are approved in accordance with the process described in this Section 2. At each County Commission meeting, the Clerk of Court shall provide the Board of County Commissioners with a report detailing any payments made to vendors on the Pre-Approved Vendor List that were made int the time since the most recently submitted report was delivered to thel Board. Suchi reports shall include the name of the vendor, amount oft the invoice, and the date payment was processed. (C) The Pre-Approved Vendor List shall be reviewed annually by the Board of County SECTION3. EFFECTIVE DATE. This Resolution shall take effect immediately upon Commissioners, and any necessary adjustments or updates to thel list shall be made. its passage and adoption. PASSED AND ADOPTED, on this the 94h day of JANWARN 2025. COUNTY BOARD OF COMMISSIONERS OF JEFFERSON COUNTY, FLORIDA GWSE Austin ATTEST: Ry Cecil/Trey" Clerk to the Board Officio Aka 2 EXHIBIT, A PRE-APPROVED VENDOR LIST Purpose accounting software use (quarterly) printer/copier usage (monthly) mental health (monthly) PACE! hosting (monthly) phone/internet use (monthly) water/sewetr/garbage (monthly) fire station internet (monthly) utilities (monthly) elevator telephone maintenance (quarterly) fuel (every check run) Extension officej janitor (monthly) county offices printer/copier leasing (monthly) gast tax revenue bond (2018) budget (monthly) water (monthly) budget (quarterly) budget (quarterly) depts fuel reimbursements (monthly) budget (monthly) legal aid services (quarterly) internet (monthly) shared VSO (monthly) elevator maintenance (monthly) building/planning postage machine lease (quarterly) building/planning postage used (monthly) courthouse postage machine lease (quarterly) county offices security/fire system monitoring gast tax revenue bond (2012 & 2022) storage for county & court records county offices janitorial services storage for county & court records large equipment leases for various depts shredding services (monthly) cctv use & maintenance budget (monthly) solar panel loan county offces printer/copier leases (monthly) trash site compactors (monthly) county offices utilities solid waste & courthouse supplies (each check run) county offices cell phone & mifi use Vendor AccuFund Advanced Business Systems Apalachee Center Avenu Insights & Analytics CenturyLink Cintas City of Monticello Comcast Duke Elevator Telephone Services Eli Roberts & Sons Eric DC Grayer Great America Financial Hancock Whitney Bank Jefferson Clerk of Court Jefferson Community Water Jefferson Emergency Mgmt Jefferson Property Appraiser Jefferson Road Dept Jefferson Sheriff's Office Legal Services of North Florida Lumen Madison County BOCC Mowrey Elevator Co of Florida Pitney Bowes Financial Services LLC Pitney Bowes Inc Purchase Power Quadient Leasing USAI Inc Redwire REGIONS BANK CORPORATE TRUST Register's Mini Storage Ricardo Fadell Cleaning & Supply Royal Mini Storage Santander Leasing Inc Secure Records Solutions Sonitrol of Tallahassee Supervisor of Elections The First Toshiba Financial Services Tower Compactor Rentals Tri-County Electric Coop UniFirst Verizon Wireless road & solid waste employee uniforms (each check run) 3