SC - Beaufort: Finance Committee

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Finance Committee

Finance Committee Agenda Monday, July 13, 2020 at 3:00 PM [This meeting is being held virtually in accordance with Beaufort County Resolution 2020-05]

THIS MEETING WILL BE CLOSED TO THE PUBLIC. CITIZEN COMMENTS AND PUBLIC HEARING COMMENTS WILL BE ACCEPTED IN WRITING VIA EMAIL TO THE CLERK TO COUNCIL AT SBROCK@BCGOV.NET OR PO DRAWER 1228, BEAUFORT SC 29901. CITIZENS MAY ALSO CALL 843-255-2041 TO SIGN UP FOR PUBLIC COMMENT PARTICIPATION BY PHONE AND CAN COMMENT DURING THE MEETING THROUGH FACEBOOK LIVE.
Tagged Interests: finance, council, hearing, and social media law

1.
CALL TO ORDER

No additional detail provided

2.
PLEDGE OF ALLEGIANCE

3. [Public notification of this meeting has been published, posted, and distributed in compliance with the South Carolina Freedom of Information Act]

Tagged Interests: compliance and Freedom of Information Act (FOIA)

4.
APPROVAL OF AGENDA

No additional detail provided

5.
APPROVAL OF JUNE 15, 2020 MINUTES

ACTION ITEMS

6.
CONSIDERATION OF AN ORDINANCE TO ENTER INTO A LEASE AGREEMENT AT BEAUFORT CITY HALL FOR VETERAN'S AFFAIRS DEPARTMENT

No additional detail provided

Tagged Interests: ordinance and leasing

7.
CONSIDERATION OF AN ORDINANCE FINDING THAT THE FRIPP ISLAND PUBLIC SERVICE DISTRICT, SOUTH CAROLINA, MAY ISSUE NOT EXCEEDING 1,550,000 OF GENERAL OBLIGATION BONDS AND TO PROVIDE FOR THE PUBLICATION OF NOTICE OF THE SAID FINDING AND AUTHORIZATION.

No additional detail provided

Tagged Interests: ordinance and bond

8.
CONSIDERATION OF A RESOLUTION FOR A PUBLIC HEARING TO BE HELD UPON THE QUESTION OF THE ISSUANCE OF NOT EXCEEDING 1,550,000.00 OF GENERAL OBLIGATION BONDS OF THE FRIPP ISLAND PUBLIC SERVICE DISTRICT, SOUTH CAROLINA; PROVIDING FOR THE PUBLICATION OF THE NOTICE OF SUCH PUBLIC HEARING; AND OTHER MATTERS RELATING THERETO

No additional detail provided

Tagged Interests: bond and hearing

9.
RECOMMENDATION FOR FY 2021 CONTRACT RENEWALS

No additional detail provided

Tagged Interests: contract

10.
APPROVAL OF AN ORDINANCE AUTHORIZING THE EXECUTION AND DELIVERY BY BEAUFORT COUNTY, SOUTH CAROLINA ACTING THROUGH BEAUFORT COUNTY MEMORIAL HOSPITAL OF NOT EXCEEDING 20,000,000.00 PROMISSORY NOTE AND A CREDIT AGREEMENT; AUTHORIZING PROPER OFFICERS TO DO ALL THINGS NECESSARY OR ADVISABLE; AND OTHER MATTERS INCIDENTAL THERETO.

No additional detail provided

Tagged Interests: ordinance, hospital, and healthcare

11.
REQUEST FOR PROPOSAL 082720 AUDITING AND CONSULTING SERVICES FOR BEAUFORT COUNTY

No additional detail provided

Tagged Interests: services and audit

12.
ATAX AGREEMENT WITH HILTON HEAD ISLAND-BLUFFTON CHAMBER OF COMMERCE

No additional detail provided

Tagged Interests: accommodations tax and hotel

County Council of

Beaufort County Finance Committee Meeting Chairman CHRIS HERVOCHON Vice Chairman MARK LAWSON Committee Members GERALD DAWSON STU RODMAN PAUL SOMMERVILLE County Administrator

Tagged Interests: finance, council, and administrator

ASHLEY M. JACOBS

Clerk to Council

Tagged Interests: council

SARAH W. BROCK

Staff Support SUZANNE GREGORY ALICIA HOLLAND

Administration Building Beaufort County Government

Robert Smalls Complex 100 Ribaut Road Contact Post Office Drawer 1228 Beaufort, South Carolina 29901-1228 (843) 255-2180 www.beaufortcountysc.gov
Tagged Interests: road, Homebuilder, and streets

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County Council Agenda Beaufort County, SC

13.
CONSIDERATION OF AN ORDINANCE TO PROVIDE FOR A METHOD FOR ALLOCATING RESERVE ACCOMMODATIONS TAX AND/OR HOSPITALITY TAX REVENUES; AND OTHER MATTERS RELATING THERETO

No additional detail provided

Tagged Interests: ordinance, accommodations tax, taxes, Taxes, and hospitality tax

14.
APPROVAL OF HILTON HEAD ISLAND-BLUFFTON CHAMBER OF COMMERCE- 2020 DIGITAL MARKETING PROGRAM AGREEMENT

CITIZEN COMMENTS

Tagged Interests: market, hotel, and program

15.
CITIZEN COMMENT(Every member of the public who is recognized to speak shall limit comments to three minutes Citizens may email sbrock@bcgov.net, or comment on our Facebook Live stream to participate in Citizen Comment)

Tagged Interests: recognition and social media law

16.
ADJOURNMENT

No additional detail provided

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BEAUFORT COUNTY COUNCIL

Agenda Item Summary Item Title:
Tagged Interests: council

Approval of Minutes

Committee: Finance Committee Meeting Date: Committee Presenter (Name and Title): Issues for Consideration: Points to Consider:
Tagged Interests: finance

Approval of June 15, 2020 Minutes

Funding Liability Factors: Recommendation: Approve
Tagged Interests: funding

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Item 5.

Finance Committee Minutes Monday, June 15, 2020 at 1:30 PM [This meeting is being held virtually in accordance with Beaufort County Resolution 2020-05]

PRESENT Chairman Chris Hervochon Vice Chairman Mark Lawson Council Member Michael Covert Council Member Gerald Dawson Council Member Brian Flewelling Council Member York Glover Council Member Joseph F. Passiment Council Member Alice Howard Council Member Paul Sommerville Council Member Stu Rodman Council Member Lawrence McElynn
Tagged Interests: finance and council

CALL TO ORDER

Chairman Hervochon called the meeting to order at 1:30 p.m.

PLEDGE OF ALLEGIANCE

Chairman Hervochon led the Pledge of Allegiance. FOIA COMPLIANCE Sarah W. Brock, Clerk to Council, confirmed that public notification of the meeting was published, posted, and distributed in compliance with the South Carolina Freedom of Information Act.
Tagged Interests: council, compliance, and Freedom of Information Act (FOIA)

APPROVAL OF AGENDA

Motion: It was moved by Council Member Passiment, seconded by Council Member Dawson, to approve the agenda. The vote: YEAS Committee Chairman Hervochon, Committee Vice-Chair Lawson, Council Member Passiment, Council Member Sommerville, Council Member Covert, Council Member Dawson, Council Member Flewelling, Council Member Rodman, Council Member Glover, Council Member Howard, Council Member McElynn. Motion passed 11:0

Tagged Interests: council

APPROVAL OF MINUTES

Motion: It was moved by Council Member Passiment, seconded by Council Member Flewelling, to approve the May 14, 2020 Budget Work Session minutes. The vote: YEAS Committee Chairman Hervochon, Committee Vice-Chair Lawson, Council Member Passiment, Council Member

County Council of Beaufort County
Tagged Interests: council and budget

Finance Committee Meeting Chairman

CHRIS HERVOCHON Vice Chairman MARK LAWSON Committee Members
Tagged Interests: finance

GERALD DAWSON STU RODMAN

PAUL SOMMERVILLE County Administrator ASHLEY M. JACOBS Clerk to Council SARAH W. BROCK Staff Support SUZANNE GREGORY ALICIA HOLLAND
Tagged Interests: council and administrator

Administration Building Beaufort County Government

Robert Smalls Complex 100 Ribaut Road Contact Post Office Drawer 1228 Beaufort, South Carolina 29901-1228 (843) 255-2180 www.beaufortcountysc.gov
Tagged Interests: road, Homebuilder, and streets

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Item 5.

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Finance Committee Minutes Beaufort County, SC

Tagged Interests: finance

Sommerville, Council Member Covert, Council Member Dawson, Council Member Flewelling, Council Member Rodman, Council Member Glover, Council Member Howard, Council Member McElynn. Motion passed. 11:0

ACTION ITEMS Approval of a lease extension for old courthouse parking lot

Tagged Interests: council, leasing, and parking

Kurt Taylor, County Attorney presented the agenda item stating that the county has leased a privately-owned parking lot adjacent to the old courthouse for use by persons doing business in the building and the current lease expires on June 30, 2020. The owner of the parking lot has agreed to a short-term renewal of the lease that would last until August 30, 2020, in the amount of 8,333.00. Mr. Taylor stated that an RFP seeking proposals has been issued and responses are requested by July 15, 2020.

Tagged Interests: rfp, Homebuilder, RFP, business, legal, leasing, and parking

Motion: It was moved by Council Member Covert, seconded by Council Member Flewelling, to extend the lease agreement until September 2020 for 8,333.00. The vote: YEAS Committee Chairman Hervochon, Council Member Passiment, Council Member Sommerville, Council Member Covert, Council Member Flewelling, Council Member Glover, Council Member Howard. The Vote: NAYS- Council Member Dawson, Council Member Rodman, Council Member McElynn. Motion passed. 7:3. Absent during vote- Committee Vice-Chair Lawson.

Approval of a request to supplement the intergovernmental agreement and enter into a regional joint use shelter policy agreement, regional joint use shelter operation annex agreement, and regional joint use facility use agreement with Jasper County and Jasper County School district regarding the Regional Emergency Shelter. Jasper County Attorney David Tedder presented agenda item stating that in September of 2018 County Council agreed to enter into an Intergovernmental Agreement with Jasper County and the Jasper County School District for the development of a regional emergency shelter. Since then the parties have been working with numerous governmental agencies and community services organizations to develop protocols and procedures for the funding, maintenance, and operation of the shelter. The IGA will be supplemented to 1) specify the annual operating reimbursement process between the Counties, and 2) acknowledge the approval of the operating protocols, policies, and agreements referenced in Section 6 of the IGA. The agreement states that on an annual basis, Beaufort County will contribute 60 towards the estimated 25,000.00 annual costs. Any additional costs not funded by grants or reimbursement from federal or state agencies, or imposed as a function of periodic price increases by the contractor or fuel costs, will also be split with the same 60/40 ratio for each County.
Tagged Interests: contractor, funding, grant, construction, council, legal, facility, leasing, development, procedure, services, emergency, Development, education, policy, annexation, and intergovernmental

Council Member McElynn questioned the backup material wanting confirmation that Beaufort County does not have shelters. Mr. Edwards with Jasper County Emergency Services stated that 100 of Beaufort County is in an evacuation zone and does not have evacuation shelters. Council Member McElynn asked what was Jasper County's School Districts role in this. Mr. Tedder explained that the facility is provided by the Jasper County School District along with their staff.

No additional detail provided

Tagged Interests: council, facility, services, emergency, and education

Motion: It was moved by Council Member Howard, seconded by Council Member Glover, to approve the request to supplement the intergovernmental agreement and enter into a regional joint use shelter policy agreement, regional joint use shelter operation annex agreement, and regional joint use facility use agreement with Jasper County and Jasper County School District regarding the Regional Emergency Shelter. The vote: YEAS Committee Chairman Hervochon, Council Member Passiment, Council Member Sommerville, Council Member Covert, Council Member Dawson, Council Member Flewelling, Council Member Rodman, Council Member Glover, Council Member Howard, Council Member McElynn. Motion passed. 10:0 Absent during vote- Committee Vice-Chair Lawson

Tagged Interests: council, facility, emergency, education, policy, annexation, and intergovernmental

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Item 5.

Finance Committee Minutes Beaufort County, SC

Approval to renew a contract for transportation services provided by Owl, Inc. for the Beaufort County Disabilities and Special Needs Department. Purchasing Director, Dave Thomas presented request to renew a contract for transportation services Beaufort County Disabilities and Special Needs Department. The total amount requested is 283,140.00 which reflects daily fixed-route transportation in support of the DSN Department with the understanding that additional locations may be added and listed locations may change depending on program needs. The estimated number of participants is 40 adults with disabilities across four routes in Beaufort County and the vendor utilizes local workers as drivers.
Tagged Interests: finance, contract, transportation, services, program, and purchasing

Motion: It was moved by Council Member Dawson, seconded by Council Member McElynn, to approve the request to renew a contract for transportation services provided by Owl, Inc. for the Beaufort County Disabilities and Special Needs Deaprtment. The vote: YEAS Committee Chairman Hervochon, Vice-Chair Lawson, Council Member Passiment, Council Member Sommerville, Council Member Covert, Council Member Dawson, Council Member Flewelling, Council Member Rodman, Council Member Glover, Council Member Howard, Council Member McElynn. Motion passed. 11:0.

Recommendation for FY 2021 Contract Renewals Purchasing Director, Dave Thomas presented recommendations for FY 2021 Contract Renewals. 1) Register of Deeds: New Visions Systems- Official Records Software and Maintenance Support 52,048.00. 2) Clerk of Court Magistrate: South Carolina Judicial Deparment-Court Management System Support 60,000.00 3) Assessor Auditor Treasurer: Manatron- Property Assessment and Tax Software and Support for the Assessor, Auditor and Treasurer's Office 60,000.00 4) Finance: Maulding Jenkins- Provide FY21 Auditing Services as well as CARF Assistance 65,000.00 5) Employee Services: Andrews Technology NOVATIME- NOVATIME Annual Maintenance and Hosting 65,850.00 6) Employee Services: USI Insurance Services- Benefits Consulting Services 66,950.00
Tagged Interests: finance, council, legal, strategic, taxes, Taxes, contract, transportation, services, insurance, purchasing, Technology, technology, property, Treasurer, audit, TREASURER, information technology, court, and Information Technology

7) Finance, Purchasing, Business License, Employee Services, Building Codes, Local Accommodation Tax, Hospitality Tax, Admission Fees: Annual Support and License Agreement for Munis- 218,099.00.

Tagged Interests: Homebuilder, impact fee, business, finance, taxes, Taxes, services, purchasing, license, Financial Software, business license, hospitality tax, and building codes

8) Assessor, and Treasurer: Printing and mailing services (property tax bills) - 300,000.00.

No additional detail provided

Tagged Interests: taxes, Taxes, services, property, Treasurer, TREASURER, and property tax

Motion: It was moved by Council Member Passiment, seconded by Council Member Flewelling, to approve the request to renew a contracts 1-6 as presented and forward contracts 7 and 8 to county council for approval. The vote: YEAS Committee Chairman Hervochon, Vice-Chair Lawson, Council Member Passiment, Council Member Sommerville, Council Member Covert, Council Member Dawson, Council Member Flewelling, Council Member Rodman, Council Member Glover, Council Member Howard, Council Member McElynn. Motion passed. 11:0.

Internal Audit Chairman Hervochon explained that the internal audit committee's purpose is to direct staff to develop scopes for
Tagged Interests: council, contract, and audit

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Item 5.

Finance Committee Minutes Beaufort County, SC

specific areas within the County to submit for the internal audit. Previously discussed was suggesting that the Finance Department's function and procurement and Department of Special Needs to be apart of the audit. County Administrator, Ms. Jacobs agreed with these two Departments.
Tagged Interests: finance, purchasing, administrator, and audit

Chair Hervochon stated he doesn't think we have the ordinance to support this process. Being that it is an internal audit the public would not have a role to play.

Tagged Interests: ordinance and audit

Ms. Jacobs stated that an outside firm would be hired to preform the internal audit and doesn't see how members of the public would interact.

No additional detail provided

Tagged Interests: audit

Motion: It was moved by Council Member Passiment, seconded by Council Member Flewelling, to move forward with an internal audit as described by the County Administrator, focusing on the Finance Department, DSN and procurement. The vote: YEAS Committee Chairman Hervochon, Committee Vice-Chair Lawson, Council Member Passiment, Council Member Sommerville, Council Member Dawson, Council Member Flewelling, Council Member Rodman, Council Member Glover, Council Member Howard, Council Member McElynn. The vote: NAY- Council Member Covert. The motion passed 10:1.

Tagged Interests: finance, council, purchasing, administrator, and audit

Approval of an Ordinance to modify the Council s compensation to an annual salary eliminating meeting stipends, eliminating the reference to the cost of living increases, allowing for mileage reimbursement, and addressing out of town/overnight travel.

County Attorney, Kurt Taylor explained the Ordinance that is proposed to modify the Council's compensation to an annual salary eliminating meeting stipends, eliminating the reference to the cost of living increases, allowing for mileage reimbursement, and addressing out of town/overnight travel.
Tagged Interests: compensation, ordinance, council, legal, and travel

Council Member Passiment addresses the misrepresented article in the Island Packet and proposes a change.

No additional detail provided

Tagged Interests: council

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Item 5.

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Finance Committee Minutes Beaufort County, SC

Tagged Interests: finance

Council Member Passiment suggested the Chairman's salary to be 32,500, Vice-Chair salary is 29,536 and Council Member salary is 28,548.

No additional detail provided

Tagged Interests: council

Motion: It was moved by Council Member McElynn, seconded by Council Member Sommerville, to approve the salaries as: Chairman 32,500.00; Vice-Chair 29,536.00; and Council Member 28,548.00.

Motion to amend: It was moved by Committee Chair Hervochon, seconded by Council Member McElynn, to amend the Ordinance and remove the mileage reimbursement. The vote: YEAS Committee Chairman Hervochon. The Votes: NAYS- Vice-Chair Lawson, Council Member Passiment, Council Member Sommerville, Council Member Dawson, Council Member Flewelling, Council Member Rodman, Council Member Howard, Council Member McElynn, Council Member Covert and Council Member Glove. The motion failed: 1:10. Motion to amend: It was moved by Council Member Flewelling, seconded by Council Member Glover to amend the motion so that the base salary for a Council member is 23,012.00, 24,000.00 for Vice Chair and 25,000.00 for the Chairman. The vote: YEAS Committee Chairman Hervochon, Committee Vice-Chair Lawson, Council Member Dawson, Council Member Flewelling, Council Member Glover. The vote: NAY- Council Member Covert, Council Member Howard, Council Member Passiment, Council Member Rodman Council Member Sommerville, Council Member McElynn. The motion failed. 6:5 Main Motion: It was moved by Council Member Passiment, seconded by Council Member Glover, to approve the salaries as: Chairman 28,990.00; Vice-Chair 28,002.00 and Council Member 26,988.00; and Council Member 28,548.00. The vote: YEAS Committee Chairman Hervochon, Committee Vice-Chair Lawson, Council Member Passiment, Council Member Sommerville, Council Member Dawson, Council Member Flewelling, Council Member Rodman, Council Member Howard, Council Member McElynn. The vote: NAY- Council Member Covert and Council Member Glover. The motion passed 9:2. DISCUSSION ITEMS FY 21 Millage Rates
Tagged Interests: ordinance, council, taxes, Taxes, and rates

Ms. Jacobs, County Administrator wants to discuss the proposed changes to the School District and the Fire Districts as far as what the millage rate will be for 2021.

Tonya Crosby with the School District started the discussion explaining how the millage rate is calculated which is provided by a Financial Advisor which was submitted to the County Auditor with Services service requirements. County Auditor, Mr. Bekert has estimated the value of the mill at 2,039,637 and 34.8 mills. The School District Estimates the value of the mill at 1,938,415 and 36.6 mills. The difference in the value is 3.7 million. The referendum 2019 information campaign included a 7 mill increase, along with a potential impact on the taxpayer. Beaufort County School Districts' financial advisor recommends a 4.9 mill increase. The deadline for all bonds to be sold to be included in the mill rate Is August 14, 2020. It appears the full value of the mill being used with no discount for collections applied. Historical data shows that the full value of the mill does not generate the tax revenue needed to support the bond payments. A 5 discount factor is consistent with prior years. Ms. Crosby indicated that she emailed the auditor requesting that there be a 4.9 mill increase due to the conservative nature of their planning and the financial plans made on their behalf, that the growth factor is removed and to discount the value of the mill and keep it at 36.6 mill level because it is really important the millage is not overvalued and then BCSD is unable to pay their obligation.

Tagged Interests: planning, finance, historical, taxes, Taxes, bond, fire departments and districts, services, administrator, audit, education, referendum, and growth

Council Member Flewelling stated that the pandemic is going to have some impact on the ability to collect and wanted to point out that the county will always collect this money but it may not be collected when the school district needs it for interest payment in September and principal payment in the spring and wanted to see if there was some middle ground and it would be considered to agree that the school district will eventually get all this

No additional detail provided

Tagged Interests: council and education

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Item 5.

Finance Committee Minutes Beaufort County, SC

money. Ms. Crosby response to this was that the school district may get it but it may be years from now and based on projections and the primary focus is what is actually in the bank at a certain point in time and what are the revenues that are actually being received to be able to pay bills.
Tagged Interests: finance and education

Council Member Rodman suggested that this is a discussion that needs to be heard in about two months when it becomes clearer on what the state is going to be doing and then take a hard look at the school board budget, that there is no action at this point. Ms. Crosby stated that this is actually a different topic and that the setting of the millage will need to occur before a discussion in the fall regarding operations and budget amendments.

No additional detail provided

Tagged Interests: council, boards and commissions, budget, taxes, Taxes, and education

Mr. Beckert, Beaufort County Auditor started off by stating that the Department of Revenue gave a presentation on June 27, 2019 regarding the setting of the value of the mill and what the value of the mill constitutes from a debt service standpoint. Guidance and direction provided by the DOR was taken into account when developing the value of the mill. The value of the mill the County used was not in compliance with the DOR and the prior year's value of a mill had inflated values so if the value of the mill was calculated the same exact way the County did it last year which is noncompliant with DOR the value of a mill would increase. Mr. Beckert explained that he was not prepared to talk about the school district specifically and was only prepared to talk to the County Council about the County debt as opposed to the school board debt. Mr. Beckert responded to the Ms. Crosby's request for a discount and stated that the actual discount or the actual value using the methodology that was used for the past 5 years would be listed in place of his and would be 65,000 higher and a more full and complete explanation as to mills to be levied for the school district will take place at a meeting that is supposed to be set up by Ms. Crosby with the school board.

Tagged Interests: council, boards and commissions, compliance, audit, and education

Council Member Flewelling stated that he gets the impression that the years where there was less collected was because of the overvaluation process that the Auditor discussed where the unappreciated amounts and a growth factor was added into the values and then disputed and not collected in which we do not have now because the values being used are the depreciated values without a growth factor. Mr. Beckert replied that was correct.

No additional detail provided

Tagged Interests: council, audit, and growth

In closing Chairman Hervochon suggested that is would be most appropriate for the bond council, the school district, administration, and the auditor to work together to get this resolved sooner than later and get to a good resolution.

Tagged Interests: council, bond, audit, and education

Discussion of Hilton Head Island Airport Terminal Project-Progress and Schedule

Tagged Interests: airport and hotel

Mr. Rembold presented an update on the Airport terminal stating that the design is about 50 complete. The FFA has 20 Million programmed for the Hilton Head Airport terminal project and then the state Aeronautics Commission is participating at 1.1 Million leaving the Airport responsible for 1.1 Million totaling 22.2 Million. The estimated construction cost is approximately 37.5 Million. Due to Covid-19 Mr. Rembold reached out to the FAA Regional Office and spoke with the manager who suggested that since the funding was programmed into the FAA project to continue to move forward as planned. The expansion of the commercial ramp has been funded at 100 by the FAA and that will save approximately 250- 300 thousand dollars. This is a big project and it means more activity in tourism and jobs.

Citizen Comments Clerk to Council, Sarah Brock stated there weren't any emails received for citizen comments. Chairman Hervochon and Council Member Covert confirmed there weren't any via Facebook Live. Adjourned at 4:15PM Ratified:

Tagged Interests: coronavirus, funding, construction, council, expansion, airport, boards and commissions, tourism, hotel, commercial, manager, social media law, and jobs

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Item 5.

BEAUFORT COUNTY COUNCIL Agenda Item Summary Item Title: Consideration of an Ordinance to enter into a Lease Agreement at Beaufort City Hall for Veteran s Affairs Department Committee: Finance
Tagged Interests: ordinance, finance, council, and leasing

Meeting Date: July 13, 2020

Committee Presenter (Name and Title): Kurt Taylor, County Attorney Issues for Consideration: Staff has negotiated a lease for 1200 sq. ft. of space in Beaufort City Hall for the Veteran s Affairs Office. The lease would run for twelve months with renewal options. Rent would be 12,000.00 per year for the first year, and 12,000.00 per year thereafter, adjusted by the change in the CPI. The County would pay a pro-rata share of utilities monthly. Points to Consider: This is a convenient location for the Veterans Affairs Office Funding Liability Factors: Cost is 12,000 for Twelve months
Tagged Interests: funding, veterans, legal, leasing, utility, and Utility

Recommendation: Staff recommends Council approve an Ordinance which authorizes the Administrator to enter into the lease.

No additional detail provided

Tagged Interests: ordinance, council, leasing, and administrator

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Item 6.

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Item 6.

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Item 6.

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Item 6.

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AN ORDINANCE FINDING THAT THE FRIPP ISLAND PUBLIC SERVICE DISTRICT, SOUTH CAROLINA, MAY ISSUE NOT EXCEEDING 1,550,000 OF GENERAL OBLIGATION BONDS AND TO PROVIDE FOR THE PUBLICATION OF NOTICE OF THE SAID FINDING AND AUTHORIZATION.

AUTHORIZING ORDINANCE [____, 2020]

Tagged Interests: ordinance and bond

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Item 7.

No additional detail provided

BE IT ORDAINED BY THE COUNTY COUNCIL OF BEAUFORT COUNTY, SOUTH CAROLINA, AS FOLLOWS:

ARTICLE I FINDINGS Section 1.01 Findings of Fact. The County Council of Beaufort County (the County Council ), the governing body of Beaufort County, South Carolina (the County ), hereby finds and determines: (a) Article X, Section 14 of the Constitution of the State of South Carolina, 1895, as amended (the Constitution ), provides that special purpose districts may incur general obligation bonded indebtedness upon such terms and conditions as the General Assembly may prescribe by general law subject to the following limitations: (i) such debt must be incurred only for a purpose which is a public purpose and a corporate purpose for a county, and (ii) unless excepted therefrom, such debt may be issued in an amount not exceeding eight percent (8 ) of the assessed value of all taxable property of such special purpose district (the Bonded Debt Limit ). (b) Pursuant to Title 6, Chapter 11 of the South Carolina Code (the same being and hereinafter referred to as the Enabling Act ), the governing body of any county in the State of South Carolina (the State ) may authorize the issuance of general obligation bonds by special purpose districts located within its bounds to defray the cost of any authorized purpose and for any amount not exceeding such special purpose district s applicable Bonded Debt Limit. (c) Fripp Island Public Service District, South Carolina (the District ) was created as a special purpose district established in the County as a body politic and corporate pursuant to the provisions of Act No. 1042 of the Acts and Joint Resolutions of the General Assembly of the State of South Carolina for the year 1962, as amended. (d) Pursuant to Section 6-11-830 of the Enabling Act, the County Council, upon petition of the governing body of any special purpose district, may determine that it is in the interest of such special purpose district to raise moneys for the furtherance of any power or function of the special purpose district and order a public hearing to be held upon the question of the issuance of general obligation bonds of the District. (e) The County is in receipt of a petition of the Fripp Island Public Service District Commission (the Commission ), the governing body of District, requesting authorization to issue general obligation bonds in order to defray (a) the costs of the acquisition and equipping of an aerial apparatus and engine truck (the Project ), including capitalized interest, if any, and (b) the costs of issuance of such general obligation bonds. The Commission estimates that the costs of the Project, together with the costs of issuance of the bonds described herein, will not exceed 1,550,000.
Tagged Interests: council, boards and commissions, bond, transportation, property, and hearing

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Item 7.

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(f) By action previously taken, the County Council ordered that a public

Tagged Interests: council

hearing on the question of the issuance of not exceeding 1,550,000 of general obligation bonds (the Bonds ) of the Fripp Island Public Service District, South Carolina, be held in the Beaufort County Council Chambers in the Administration Building, Beaufort County Government Center, 100 Ribaut Road, Beaufort, South Carolina, on the ___ day of ___ 2020 at 6:30 p.m., and notice of such hearing was duly published once a week for three successive weeks in The Beaufort Gazette and The Island Packet, which are newspapers of general circulation in the County.

Tagged Interests: road, Homebuilder, streets, bond, and hearing

(g) The said public hearing has been duly held at the above time, date and

place and said public hearing was conducted publicly and both proponents and opponents of the proposed action were given full opportunity to be heard and it is now in order for the County Council to proceed, after due deliberation, in accordance with the provisions of the Enabling Act to make a finding as to whether or not the Bonds should be issued. (h) The County Council finds that it is in the interest of the District to authorize and provide for the issuance and sale of the Bonds of the District pursuant to the aforesaid provisions of the Constitution and laws of the State for the purposes of providing funds for the Project and providing for the costs of issuance of the Bonds. ARTICLE II AUTHORIZATION Section 2.01 Public Hearing and Finding. In response to the petition of the District, and on the basis of the facts adduced at the public hearing held on ___, 2020, and information otherwise available to County Council, it is found and determined that the Commission is authorized to cause the issuance of the Bonds. Section 2.02 Extent of Authorization. The County Council authorizes the issuance of the Bonds by the District to the extent described in the Petition in an amount of not exceeding 1,550,000 in principal amount as a single issue or from time to time as several separate issues, as the Commission shall determine, in order to defray (A) the costs of the Project, including capitalized interest on the Bonds, if any, and (B) the costs of issuance of the Bonds. Section 2.03 Notice of Adoption.
Tagged Interests: funding, council, boards and commissions, sale, bond, and hearing

Notice of the adoption of this Ordinance, in substantially similar form to that attached hereto as Exhibit A, shall be published in The Beaufort Gazette and Island Packet for three successive weeks from the date hereof, as provided in the Enabling Act.

Tagged Interests: ordinance

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Item 7.

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Section 2.04 Ordinance to be Provided to District.

A certified copy of this Ordinance shall forthwith be transmitted to the Commission to advise it of the action taken by the County Council, whereby the Commission has been authorized to issue, pursuant to the provisions of the Enabling Act, the Bonds in the aggregate principal amount of not exceeding 1,550,000. Section 2.05 Further Action. The Chairman and other County officers are herewith authorized and empowered to take such further action as may be necessary to fully implement the action contemplated by this Ordinance.

Tagged Interests: ordinance, council, boards and commissions, and bond

DONE AT BEAUFORT COUNTY, SOUTH CAROLINA, this ___ day of ___ 2020.

(SEAL) COUNTY COUNCIL OF BEAUFORT COUNTY
Tagged Interests: council

BY: Joe Passiment, Chairman

ATTEST: Sarah W. Brock, Clerk to Council

Tagged Interests: council

First Reading: [___, 2020] Second Reading: [___, 2020] Public Hearing: [___, 2020] Third Reading: [___, 2020]

Tagged Interests: hearing

17
Item 7.

A RESOLUTION APPROVING THE INCURRING OF GENERAL OBLIGATION DEBT IN AN AMOUNT NOT EXCEEDING 1,550,000; AND AUTHORIZING A PETITION TO THE COUNTY COUNCIL OF BEAUFORT COUNTY PURSUANT TO SECTION 6-11-830 OF THE CODE OF LAWS OF SOUTH CAROLINA 1976, AS AMENDED.

Tagged Interests: council

BE IT RESOLVED by the Fripp Island Public Service District Commission (the Commission ), the governing body of the Fripp Island Public Service District, South Carolina (the District ) in meeting duly assembled:

Section 1 Findings of Fact.

Tagged Interests: boards and commissions

Incident to the adoption of this resolution (this Resolution ), the Commission has made the following findings of fact:

Tagged Interests: boards and commissions

I.
The District was created and established as a special purpose district, and body politic and corporate pursuant to the provisions of Act No. 1042 of the Acts and Joint Resolutions of the General Assembly of the State of South Carolina for the year 1962, as amended. The District is located wholly within Beaufort County, South Carolina (the County ) and was established for the purpose, inter alia, of providing water, fire, and beach erosion control services within its boundaries.

Tagged Interests: utility, Utility, beach, services, and water

2.
In carrying out its functions and duties, the Commission has determined that a need exists at the present time to meet the capital needs of the District through the acquiring, improving, renovating, and equipping of certain capital assets necessary or convenient in furtherance of the powers and functions of the District, to include fire apparatus and fire equipment, and specifically including an aerial apparatus and an engine truck (the Project ). The Commission estimates that the costs of the Project, including capitalized interest, if any, and the costs of issuance of the bonds described hereinbelow, will not exceed 1,550,000.

No additional detail provided

Tagged Interests: equipment, boards and commissions, bond, and transportation

3.
The County Council of Beaufort County (the County Council ), as the governing body of the County, is empowered by Title 6, Chapter 11, Article 5 of the Code of Laws of South Carolina 1976, as amended (the Enabling Act'), to authorize the governing body of any special purpose district to issue general obligation bonds, the proceeds of which may be used in furtherance of any power or function committed to such special purpose district and in effect on March 7, 1973.

No additional detail provided

Tagged Interests: council and bond

4.
Pursuant to Section 6-11-830 of the Enabling Act, the County Council, upon petition of the Commission, may determine that it is in the interest of the District to raise moneys for the furtherance of any power or function of the District and order a public hearing to be held upon the question of the issuance of general obligation bonds of the District.

No additional detail provided

Tagged Interests: council, boards and commissions, bond, and hearing

5.
The Commission has determined that it is necessary to issue an amount not exceeding 1,550,000 aggregate principal amount of general obligation bonds of the District in order to finance the costs of the Project, including capitalized interest on such bonds, if any, and

Tagged Interests: finance, boards and commissions, and bond

18
Item 7.

the costs of issuance of such bonds, to be issued either as a single issue or as several separate issues, and in such amounts and at such times as may be determined at the time of issuance thereof by the Commission (the Bonds ). The Commission adopts this Resolution to evidence the Commission's approval of the Bonds and to authorize a petition to the County Council with regard to the Bonds. The principal amount of the Bonds may be issued within the 8 debt limit of the District as permitted in Article X, Section 14(7) of the South Carolina Constitution. Section 2 Submission of Petition; Rescind Prior Resolution.

Tagged Interests: council, boards and commissions, and bond

(A) The petition attached hereto as Exhibit A, shall be presented to the County Council in accordance with and for the purposes set forth in Section 6-11-830 of the Enabling Act. The Chairman ( or in his absence the Vice Chairman) of and Secretary to the Commission are hereby authorized and directed to cause said petition to be delivered to County Council.

Tagged Interests: council and boards and commissions

(B) The resolution adopted by the Commission on May 12, 2020, relating to the Project and the Bonds is hereby rescinded and of no further force or effect.

Tagged Interests: boards and commissions and bond

DONE IN A MEETING DUL

(SEAL)

Fripp Island Public Service District Commission

No additional detail provided

Tagged Interests: boards and commissions

Secretary Fripp Island Public Service District Commission 2

Tagged Interests: boards and commissions

19
Item 7.

EXHIBIT A

PETITION OF THE FRIPP ISLAND PUBLIC SERVICE DISTRICT COMMISSION TO THE GOVERNING BODY OF BEAUFORT COUNTY, SOUTH CAROLINA, PURSUANT TO ARTICLE 5, CHAPTER 11, TITLE 6, CODE OF LAWS OF SOUTH CAROLINA 1976, AS AMENDED.

Tagged Interests: boards and commissions

1.
Fripp Island Public Service District, South Carolina (the District ), was created as a special purpose district established in Beaufort County, South Carolina (the County ), as a body politic and corporate pursuant to the provisions of Act No. 1042 of the Acts and Joint Resolutions of the General Assembly of the State of South Carolina for the year 1962, as amended. The District is located entirely within the County.

2.
In carrying out its functions and duties, the Commission has determined by resolution dated June 9, 2020, that a need exists at the present time to meet the capital needs of the District through the acquiring, improving, renovating, and equipping of certain capital assets necessary or convenient in furtherance of the powers and functions of the District, to include fire apparatus and fire equipment, and specifically including an aerial apparatus and an engine truck (the Projecf'). The Commission estimates that the costs of the Project, including costs of capitalized interest, if any, together with the costs of issuance of the bonds described hereinbelow, will not exceed I ,550,000.

No additional detail provided

Tagged Interests: equipment, boards and commissions, bond, and transportation

3.
The District proposes to issue general obligation bonds of the District in a principal amount not exceeding 1,550,000 in order to defray the costs of the Project, including capitalized interest on such bonds, if any, and the costs of issuance of such bonds, which bonds may be issued as a single issue or from time to time as several separate issues as the Commission may determine (the Bonds ).

Tagged Interests: boards and commissions and bond

4.
The County Council of Beaufort County, South Carolina (the County Councif'), the governing body of the County, is empowered by Title 6, Chapter 11, Article 5 of the Code of Laws of South Carolina 1976, as amended (the Enabling Act ), to authorize the issuance of general obligation bonds by the District pursuant to the provisions of the Enabling Act. The maximum principal amount of the Bonds of the District proposed hereby may be issued within the 8 debt limit of the District as permitted in Article X, Section 14(7) of the South Carolina Constitution.

No additional detail provided

Tagged Interests: council and bond

5.
Pursuant to Section 6-11-830 of the Enabling Act, if the County Council, upon petition of the Commission, determines that it may be in the best interest of the District to raise moneys for the furtherance of any power and function of the District, the County Council may order a public hearing to be held upon the question of the issuance of general obligation bonds of the District.

WHEREFORE, the Commission prays that the County Council order a public hearing to be held on the question of authorizing the issuance of the Bonds of the District, and thereafter approve the Bonds by ordinance, which Bonds may be issued as a single issue or from time to time as several separate issues as the Commission may determine.

Tagged Interests: ordinance, council, boards and commissions, bond, and hearing

FRIPP ISLAND PUBLIC SERVICE DISTRICT COMMISSION June 9, 2020

A-1

Tagged Interests: boards and commissions

20
Item 7.

A-1 NOTICE PURSUANT TO SECTIONS 6-11-870 AND 11-27-40(8) OF THE CODE OF LAWS OF SOUTH CAROLINA 1976, AS AMENDED Notice is hereby given pursuant to the provisions of Sections 6-11-870 and 11-27-40(8) of the Code of Laws of South Carolina 1976, as amended, as follows: Following a public hearing held on ____, 2020, the County Council of Beaufort County (the County Council ), the governing body of Beaufort County, South Carolina (the County ) enacted that certain ordinance, entitled AN ORDINANCE FINDING THAT THE FRIPP ISLAND PUBLIC SERVICE DISTRICT, SOUTH CAROLINA, MAY ISSUE NOT EXCEEDING 1,550,000 OF GENERAL OBLIGATION BONDS AND TO PROVIDE FOR THE PUBLICATION OF NOTICE OF THE SAID FINDING AND AUTHORIZATION. on ____, 2020 (the Ordinance ); The Fripp Island Public Service District, South Carolina (the District ), created as a special purpose district and established in the County as a body politic and corporate pursuant to the provisions of Act No. 1042 of the Acts and Joint Resolutions of the General Assembly of the State of South Carolina for the year 1962, as amended, has been authorized by the provisions of the Ordinance to issue not exceeding 1,550,000 of general obligation bonds of the District (the Bonds ) as a single issue or from time to time as several separate issues, for the purposes of defraying (a) the costs of the acquisition and equipping of an aerial apparatus and engine truck (the Project ), including capitalized interest on the Bonds, if any, and (b) the costs of issuance of the Bonds; For the payment of the principal of and interest on the Bonds as they respectively mature, and for the creation of such sinking fund as may be necessary therefor, the full faith, credit and taxing power of the District will be irrevocably pledged, and there will be levied annually a tax without limit on all taxable property within the area of the District sufficient to pay the principal of and interest on the Bonds as they respectively mature, and to create such sinking fund therefor;

Tagged Interests: ordinance, council, taxes, Taxes, bond, transportation, property, and hearing

No election has been ordered in the District upon the question of the issuance of the Bonds; and

Tagged Interests: voting, bond, and election

Any persons affected by the action aforesaid of the County Council may by action de novo instituted in the Court of Common Pleas for the County within twenty (20) days following the last publication of this Notice, but not afterwards, challenge the action of the County Council.

BEAUFORT COUNTY COUNCIL

Tagged Interests: council, legal, and court

21
Item 7.

RESOLUTION NO. 2020/

CALLING FOR A PUBLIC HEARING TO BE HELD UPON THE QUESTION OF THE ISSUANCE OF NOT EXCEEDING 1,550,000 OF GENERAL OBLIGATION BONDS OF THE FRIPP ISLAND PUBLIC SERVICE DISTRICT, SOUTH CAROLINA; PROVIDING FOR THE PUBLICATION OF THE NOTICE OF SUCH PUBLIC HEARING; AND OTHER MATTERS RELATING THERETO.

No additional detail provided

Tagged Interests: bond and hearing

BE IT RESOLVED, by the County Council of Beaufort County (the County Council ), which is the governing body of Beaufort County, South Carolina (the County ), as follows:

WHEREAS, the County Council is empowered by Act No. 1189 enacted at the 1974 Session of the South Carolina General Assembly entitled:

Tagged Interests: council

AN ACT TO AUTHORIZE THE GOVERNING BODIES OF ALL COUNTIES OF THE STATE WHEREIN EXIST SPECIAL PURPOSE DISTRICTS CREATED PRIOR TO MARCH 7, 1973. TO ISSUE BONDS OF SUCH DISTRICTS IN FURTHERANCE OF POWERS EXISTING IN SUCH DISTRICTS AS OF MARCH 7, 1973; TO PROVIDE THE PROCEDURES PURSUANT TO WHICH SUCH BONDS MAYBE ISSUED; TO PRESCRIBE THE TERMS AND CONDITIONS UNDER WHICH BONDS MAYBE ISSUED AND THEIR PROCEEDS EXPENDED; TO MAKE PROVISION FOR THE PAYMENT OF SUCH BONDS AND TO VALIDATE ALL BONDS OF SUCH DISTRICTS ISSUED OR SOLD PRIOR TO THE EFFECTIVE DATE OF THIS ACT

approved July 9, 1974, as amended (hereinafter called the Enabling Act ), to authorize the governing body of any special purpose district created prior to March 7, 1973, and located in whole or in part within the County to issue general obligation bonds of such special purpose district in order to provide funds to be used in the furtherance of any power or function committed to such special purpose district and in effect on March 7, 1973; and WHEREAS, the Fripp Island Public Service District, South Carolina (hereinafter called the District ), is a special purpose district located within the County created prior to March 7, 1973, having been created by Act No. 1042 of the Acts and Joint Resolutions of the General Assembly of the State of South Carolina for the year 1962, as amended, and is authorized, inter alia, to acquire and operate such facilities as shall be required for the protection of property against fire and other hazards arising therefrom and to do all things necessary or convenient to carry out such authority; and WHEREAS, the Fripp Island Public Service District Commission, the governing body of the District (the Commission ), has petitioned the County Council to authorize the issuance of not exceeding 1,550,000 of general obligation bonds of the District (the Bonds ) in order to provide funds to defray (a) the costs of the acquisition and equipping of an aerial apparatus and engine truck (the Project ), including capitalized interest on the Bonds, if any, and (b) the costs of issuance of such general obligation bonds. The Commission estimates that the costs of the

Tagged Interests: funding, council, boards and commissions, bond, transportation, procedure, and property

22
Item 8.

No additional detail provided

2
Project, including capitalized interest, if any, together with the costs of issuance of the bonds described herein, will not exceed 1,550,000; and

WHEREAS, the County Council is now minded to proceed in accordance with the provisions of the Enabling Act with respect to the public hearing regarding the Bonds. NOW THEREFORE, BE IT RESOLVED, by the County Council in a meeting duly assembled: Section 1 Finding. The County Council finds that it may be in the interest of the District to raise moneys for the purpose of providing for the Project, including capitalized interest on the Bonds, if any, and the costs of issuance of the Bonds, and in that connection hereby orders a public hearing to be held upon the question of the issuance of the Bonds.
Tagged Interests: council, bond, and hearing

Section 2 Ordering of Public Hearing. A public hearing shall be held on the question of the issuance of the Bonds before the County Council, on the ___ day of ____, 2020 at 6:30 p.m., and the notice of such hearing attached hereto as Exhibit A shall be published once a week for three (3) successive weeks in The Beaufort Gazette and The Island Packet, which are newspapers of general circulation in the County. The first such publication shall not be less than sixteen (16) days prior to the hearing date.

The aforesaid public hearing shall be conducted publicly at the time and place above stated and both proponents and opponents of the proposed issuance of the Bonds shall be given a full opportunity to be heard. Section 3 Determination by County. Following the above aforesaid public hearing, the County Council shall determine by ordinance whether and to what extent the Bonds should be issued. Section 4 Further Action. The Chairman of the County Council and County officials are hereby authorized and empowered to take all necessary action to provide for the holding of the aforesaid public hearing in accordance with the provisions of the Enabling Act.

Tagged Interests: ordinance, council, bond, and hearing

23
Item 8.

No additional detail provided

3
DONE AT BEAUFORT, SOUTH CAROLINA, this ____ day of ____ 2020.

(SEAL) COUNTY COUNCIL OF BEAUFORT COUNTY
Tagged Interests: council

BY: Joe Passiment, Chairman

ATTEST: Sarah W. Brock, Clerk to Council

Tagged Interests: council

24
Item 8.

A-1

NOTICE OF PUBLIC HEARING

The County Council of Beaufort County (hereinafter called the County Council ), which is the governing body of Beaufort County, South Carolina (the County ), has determined that it may be in the interest of the Fripp Island Public Service District, South Carolina (hereinafter called the District ) to raise moneys through the issuance of not exceeding 1,550,000 of general obligation bonds of the District (the Bonds ) in order to provide funds to defray (a) the costs of the acquisition and equipping of an aerial apparatus and engine truck (the Project ), including capitalized interest on the Bonds, if any, and (b) the costs of issuance of such general obligation bonds. The Commission estimates that the costs of the Project, any capitalized interest on the Bonds, and the costs of issuance of the Bonds, will not exceed 1,550,000. Therefore, the County Council has ordered a public hearing to be held upon the question of the issuance of the Bonds in accordance with the provisions of Sections 6-11-810 through 6-11-1050, inclusive, of the Code of Laws of South Carolina 1976, as amended (hereinafter called the Enabling Act ). Accordingly, notice is hereby given that a public hearing will be held before the County Council [in the Beaufort County Council Chambers in the Administration Building, Beaufort County Government Center, 100 Ribaut Road, Beaufort, South Carolina, on the ____ day of ____, 2020 at 6:30 p.m.], on the question of the issuance of the Bonds, the proceeds of which will be expended to defray the cost of the Project, including capitalized interest, if any, and the costs of issuance thereof, as described above. For the payment of the principal of and interest on the Bonds as they respectively mature and for the creation of such sinking fund as may be necessary therefor, the full faith, credit and taxing power of the District shall be irrevocably pledged, and there shall be levied on all taxable property in the District ad valorem taxes sufficient in amount to pay said principal and interest on the Bonds. The District proposes the issuance of the Bonds to defray the costs associated with the Project as described above and the costs of issuance of the Bonds. The aforesaid hearing shall be conducted publicly and both proponents and opponents of the proposed action shall be given full opportunity to be heard. Following the hearing, the County Council shall, by ordinance, make a finding as to whether and to what extent the Bonds should be issued and may thereupon authorize the governing body of the District to issue the Bonds to the extent it shall be found necessary. The District is located within the County. The Enabling Act provides that bonds issued thereunder must be authorized by the governing body of the County wherein the District is located. BEAUFORT COUNTY COUNCIL
Tagged Interests: road, Homebuilder, funding, ordinance, boards and commissions, streets, taxes, Taxes, bond, transportation, property, hearing, and ad valorem

25
Item 8.

No additional detail provided

- DO NOT EXCEED ONE PAGE - Created January 2019

BEAUFORT COUNTY COUNCIL Agenda Item Summary Item Title: Meeting Date: Committee Presenter (Name and Title): Issues for Consideration: Points to Consider: Funding Liability Factors: Recommendation: Recommendation for FY 2021 Contract Renewals
Tagged Interests: funding, council, and contract

Finance Committee and County Council

Dave Thomas, CPPO, Purchasing Director
Tagged Interests: finance, council, and purchasing

To improve our process for renewing annual contracts a summary sheet (see the attached excel sheet) is provided for your committee's review and approval. The summary sheet provides the vendor name, purpose, requesting department, account name and number, prior and current contract cost, term, and remarks. The Department Head responsible for the contract or their representative will be available for questions during the committee meeting.

Tagged Interests: contract

1.
This renewal was reported to the Finance Committee on 15 June 2020 and the County Council on 22 June 2020. It was passed by both for 60,000. This number did not include additional costs as we did not have all of the information we needed from the department. The total cost for the year for this contract is 215,330.00. 2. Fuel prices change daily based on the current market. We purchase the fuel at whole sale prices and offer the fuel to the public at a higher rate to cover cost.

See the attached Excel Summary Sheet covering contracts 1-2. Approve or disapprove the contract renewals. The Purchasing Department recommends that the Finance Committee and Council approve the contract renewals (Item 1-2) as stated in the attached summary.

Tagged Interests: finance, council, market, sale, contract, and purchasing

26
Item 9.

David L Thomas, Purchasing Director dthomas@bcgov.net 843.255.2353 COUNTY COUNCIL OF BEAUFORT COUNTY PURCHASING DEPARTMENT 106 Industrial Village Road, Bldg. 2, Post Office Drawer 1228 Beaufort, South Carolina 29901-1228

Tagged Interests: road, council, streets, industrial, and purchasing

TO: Councilman Chris Hervochon, Chairman, Finance CommitteeCouncilman Chris Hervochon, Chairman, Finance Committee FROM: David L Thomas. CPPO. Purchasing Director

No additional detail provided

Tagged Interests: finance and purchasing

SUBJ: Contract RenewalContract Renewal

DATE: BACKGROUND: VENDOR INFORMATION: COST:

Tagged Interests: contract

Insert Addition Vendor Info.

FUNDING: Funding approved: YesYes By: Date: FOR ACTION: RECOMMENDATION: Attachment: ContRenew.pdf 995.5 KB Click here to attach a file
Tagged Interests: funding

cc: Ashley Jacobs, County Administrator Approved: YesYes Date: Check to override approval: Overridden by: Override Date:

Raymond Williams, Finance Director Approved: YesYes Date: Recommendation for FY 2021 Contract Renewals 07/13/2020
Tagged Interests: finance, contract, and administrator

To improve our process for renewing annual contracts, please see the attached summary sheet for your committee's review and approval. The summary sheet provides the vendor name, purpose, department, account name and number, prior and current contract cost, term, and remarks. The department head responsible for the contract, or their representative, will be available during the committee meeting to answer questions.

See attached See attached raymond.williams 07/01/2020 Finance Committee meeting occurring July 13, 2020. The Purchasing Department recommends that the Finance Committee approve and recommend to County Council, approval of the contract renewals (Items 1 and 2) as stated in the attached summary.
Tagged Interests: finance, council, contract, and purchasing

07/01/2020

07/01/2020

Page 1 of 3New Memos - 2020-0000NaN 7/1/2020http://bcweb/PUR/_layouts/FormServer.aspx?xmllocation=http://b...

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Item 9.

No additional detail provided

Monica Spells, Assistant County Administrator, Civic Enga Approved: Select...Select... Date: Check to override approval: Overridden by: Override Date: ready for admin:

Daniel Morgan, Director, Mapping and Applications Depa Approved: YesYes Date: Check to override approval: Overridden by: Override Date: ready for admin: Jon Rembold, Director, Airports Department Approved: YesYes Date: Check to override approval: Overridden by: Override Date: ready for admin: CC others Approved by Committee: Approved by Council:
Tagged Interests: council, airport, and administrator

After Initial Submission, Use the Save and Close Buttons

dthomas 07/01/2020

07/01/2020

07/01/2020

Page 2 of 3New Memos - 2020-0000NaN 7/1/2020http://bcweb/PUR/_layouts/FormServer.aspx?xmllocation=http://b...

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Item 9.

No additional detail provided

TO: Councilman Chris Hervochon, Chairman, Finance Committee

No additional detail provided

Tagged Interests: finance

FROM: Dave Thomas, CPPO, Purchasing Director

Tagged Interests: purchasing

SUBJ: Recommendation for FY 2021 Contract Renewals

Tagged Interests: contract

DATE: July 13, 2020

No additional detail provided

To improve our process for renewing annual contracts, please see the attached summary sheet for your committee s review and approval. The summary sheet provides the vendor name, purpose, department, account name and number, prior and current contract cost, term, and remarks. The Department Head responsible for the contract or their representative will be available during the committee meeting to answer questions during.

FOR ACTION: Finance Committee meeting occurring July 13, 2020.
Tagged Interests: finance and contract

RECOMMENDATION: The Purchasing Department recommends that the Finance Committee approve and recommend to County Council, approval of the contract renewal (Item 1-2) as stated in the attached summary.

Tagged Interests: finance, council, contract, and purchasing

CC: Ashley Jacobs, County Administrator Monica Spells, Assistant County Administrator,

Raymond Williams, Finance Director Jon Rembold, Director of Airports Dan Morgan, Director of Mapping and Applications
Tagged Interests: finance, airport, and administrator

Att: Contract Renewal Summary List

COUNTY COUNCIL OF BEAUFORT COUNTY PURCHASING DEPARTMENT 106 Industrial Village Road Post Office Drawer 1228 Beaufort, South Carolina 29901-1228
Tagged Interests: road, council, streets, industrial, contract, and purchasing

29
Item 9.

No additional detail provided

Vendor Purpose Department Account FY 20 Cost FY21 Cost Term (Beg/End)

No additional detail provided

1
Manatron (Aumentum)(Thomson Reuters) (Now Harris)

Chicago, Illinois

Property Assessment and Tax Software and

No additional detail provided

Tagged Interests: taxes, Taxes, property, information technology, and Information Technology

Support for the Assessor, Auditor and

Treasurer's Offices Assessor Auditor Treasurer Maintenance Contracts 10001152 51110 207,043.97 215,330.00 7/1/2020 thru 6/30/2021 Dan Morgan
Tagged Interests: contract, Treasurer, audit, and TREASURER

2
Titan Aviation AVGAS and Jet Fuel for Resale Lady's Island Airport Purchases Fuels 51000011 58000 276,845.17 (Est) 240,000.00

7/01/2020 to 6/30/2021 Jon Rembold This renewal was reported to the Finance Committee on 15 June 2020 and the County Council on 22 June 2020. It was passed by both for 60,000. This number did not include additional costs as we did not have all of the information we needed from the department. The total cost for the year for this contract is 215,330.00. Gas price varies daily. Can only estimate costs We purchase the fuel at whole sale prices and offer the fuel to the public at a higher rate to cover cost.

Tagged Interests: finance, council, airport, sale, contract, and purchasing

30
Item 9.

No additional detail provided

1
Moyer, Victoria

From: Morgan, Daniel Sent: Monday, June 29, 2020 9:39 AM To: Moyer, Victoria; Polite, Shakeeya; Smith, Joanne Cc: Thomas, Dave Subject: RE: Beaufort SC Aumentum Invoice

Victoria, Good morning. The cost increase is due to typical programming and upgrade costs. This increase is typically 3 -5 each year and is in line with previous year increases.

If you have any further questions please let me know.

Best regards, Dan

From: Moyer, Victoria Sent: Monday, June 29, 2020 8:43 AM To: Polite, Shakeeya; Morgan, Daniel; Smith, Joanne Cc: Thomas, Dave Subject: FW: Beaufort SC Aumentum Invoice

Good Morning

I
am working on getting the contract back in front of Committee and Council. I found that the FY20 cost was 207,043.97 and the cost for FY21 is 215,330.00

I will need to explain the cost increase for the new FY. Please give me some assistance with this. Thank you Victoria Moyer Contracts Specialist Beaufort County Purchasing Department 843-255-2295 O 843-812-1020 C
Tagged Interests: council, contract, and purchasing

From: Smith, Joanne Sent: Monday, June 29, 2020 7:20 AM To: Moyer, Victoria Subject: FW: Beaufort SC Aumentum Invoice

Good morning, I think I promised this to you ??

31
Item 9.

BEAUFORT COUNTY ADMINISTRATION JOSHUA GRUBER ADMIN/DAN MORGAN IT 100 RIBAUT RD BEAUFORT, SC 29901-1228 United States

Invoice No. MN0000001219 Description

BEAUFORT COUNTY ADMINISTRATION 100 RIBAUT RD BEAUFORT, SC 29901-1228 United States

Date Due Date Unit Price AmountQuantityItem No 6/25/2020 Ship ToBill To 6/25/2020 4007000Customer No. Page 1 of 1

CurrencyPayment TermsPurchase OrderContract/Project Number

HARRIS-US Start of Maint Period

AUMTAX-S Aumentum Tax System Support: July 2020 to June 2021 1.00 122,661.00 122,661.00 AUMAA-S Aumentum Assmt Admin Spt-Included: July 2020 to June 2021 1.00 0.00 0.00 AUMPP-S Aumentum Personal Prop Admin Spt-Included: July 2020 to June 2021 1.00 0.00 0.00

Tagged Interests: taxes and Taxes

AUMRECEE-S Aumentum Records Admin Enterprise Spt-Included: July 2020 to June 2021

1.00 0.00 0.00 PAPP-S ProVal Plus Support: July 2020 to June 2021 1.00 42,007.00 42,007.00 GEOANALYST-S GeoAnalyst Support: July 2020 to June 2021 1.00 8,386.00 8,386.00 PROPERTYMAX-S Valuation eGOV System Spt: July 2020 to June 2021 1.00 9,528.00 9,528.00 PROPERTYMAX-DATA-S PropertyMax Data Extract Spt: July 2020 to June 2021 1.00 6,352.00 6,352.00 WEBHOSTPROPERTY-S Webhosting of Property Sites: July 2020 to June 2021 1.00 5,293.00 5,293.00 COLLECTMAX-S TAX eGov System Spt: July 2020 to June 2021 1.00 9,528.00 9,528.00 COLLECTMAX-DATA-S CollectMax Data Extract Support: July 2020 to June 2021 1.00 6,352.00 6,352.00 WEBHOSTCOLLECT-S Tax eGov Hosting Support: July 2020 to June 2021 1.00 5,223.00 5,223.00 Thank you for your business Subtotal Taxes Total 215,330.00 215,330.00
Tagged Interests: business, sites, taxes, Taxes, and property

0.00 Remit To: Aumentum Technologies, a division of Manatron, Inc. PO Box 74007259 Chicago, Il 60674-7259

Invoice Questions? Please call or email Renee Fuller at +1-269-388-2616 or Renee.Fuller@AumentumTech.com 0.00 Misc 0.00 Freight

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Item 9.

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Item 10.

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Item 10.

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Item 10.

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Item 10.

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Item 10.

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Item 10.

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Item 10.

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Item 10.

43 Item 10. 44 Item 10. 45 Item 10. 46 Item 10. 47 Item 10. 48 Item 10. 49 Item 10. 50 Item 10. 51 Item 10. 52 Item 10. 53 Item 10. 54 Item 10. 55 Item 10. 56 Item 10. 57 Item 10. 58 Item 10. 59 Item 10. 60 Item 10. 61 Item 10. 62 Item 10. 63 Item 10. 64 Item 10. 65 Item 10. 66 Item 10. 67 Item 10. 68 Item 10. 69 Item 10. 70 Item 10. 71 Item 10. 72 Item 10. 73 Item 10. 74 Item 10. 75 Item 10. 76 Item 10. 77 Item 10. 78 Item 10. 79 Item 10. 80 Item 10. BEAUFORT COUNTY COUNCIL Agenda Item Summary Item Title: Request for Proposal 082720 Auditing and Consulting Services for Beaufort County Committee: Finance Committee

Tagged Interests: finance, council, services, and audit

Meeting Date: July 14, 2020

Committee Presenter (Name and Title): Hayes Williams, Interim CFO Issues for Consideration: The RFP will be for work to provide services as a consultant concentrating on conducting an analysis and review of the policies and procedures used by the Finance, Purchasing and DSN Departments. The selected CPA firm would use the policies set by GASB, the State Procurement Code and the Counties current approve procurement code as defined for this audit. At a minimum, the services will cover each Department s financial policies, procedures, programs, and contracts. Points to Consider: The analysis should be a valuable tool to evaluate policies and procedures and make recommendations to Council and staff on best practices and ways to improve efficiency within the County. Funding Liability Factors: Funding approved in the 2021 budget.
Tagged Interests: rfp, RFP, funding, finance, council, budget, contract, procedure, services, program, purchasing, audit, and government efficiency

Recommendation: Council approve RFP 082720

81 Item 11.

Tagged Interests: rfp, RFP, and council

1
P a g e

COUNTY COUNCIL OF BEAUFORT COUNTY PURCHASING DEPARTMENT POST OFFICE DRAWER 1228 + BEAUFORT, SOUTH CAROLINA 29901-1228 TELEPHONE: (843) 255-2350 FAX: (843) 255-9437 PROPOSAL NOTICE N0. 082720 Pages 1 to 19
Tagged Interests: council and purchasing

CLOSING DATE AND TIME: August 27, 2020, 3:00 p.m.

PROPOSAL TITLE: Auditing and Consulting Services for Beaufort County You are invited to submit proposals in accordance with the requirements of this solicitation which are contained herein. A pre-proposal conference will not be held for this project. In order for your proposal to be considered, it must be submitted to the Purchasing Department no later than the date and time as listed above, at which time respondents to this request will be recorded in the presence of one or more witnesses. Proposals received by the Purchasing Department after the time specified will be returned to the offeror unopened. Due to the possibility of negotiation with all offerors, the identity of any offeror or the contents of any proposal shall not be public information until after the contract award is made; therefore, the public is not invited to the proposal closing. The proposals must be signed by an official authorized to bind the Offeror, and it shall contain a statement to the effect that the proposal is firm for a period of at least 90 days from the closing date for submission of proposals. Proposals must be submitted electronically through the County s vendor registration system located at www.bcgov.net. Vendors must register with the County in order to submit their electronic proposal. Registration is at no cost to the vendor. All submittals (see page 6, Section 5.0, Proposal Submittal Requirements) received in response to this Request for Proposals will be rated by a County Selection Committee, based upon the Evaluation Criteria as listed in Part Ill. If the best offeror is clearly identified from the point summary, there will not be a need for oral presentations. If not, then an oral presentation from a minimum of the top two rated firms shall be required. This solicitation does not commit Beaufort County to award a contract, to pay any costs incurred in the preparation of a proposal, or to procure or contract for the articles of goods or services. The County reserves the right to accept or reject any or all proposals received as a result of this request, to negotiate with all qualified offerors, or to cancel in part or in its entirety this proposal, if it is in the best interests of the County to do so. Original Signed
Tagged Interests: contract, services, purchasing, solicitation, audit, and selection

BEAUFORT COUNTY David L. Thomas, CPPO Purchasing Director (843) 255-2304

82 Item 11.
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Table of Contents

PART I: GENERAL INFORMATION 3-4

PART II: PROJECT REQUIREMENTS AND SCOPE OF SERVICES 5-7

PART III: EVALUATION CRITERIA 7
Tagged Interests: services

PART IV: CONTRACTUAL REQUIREMENTS 8-11

PART V: SPECIAL INSTRUCTIONS 12-15 PRICING AND SIGNATURE FORMS EXHIBIT A-C 16-18

Tagged Interests: instruction

TITLE VI STATEMENT 19

ORGANIZATIONAL CHART EXHIBIT D Last page

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PART I: GENERAL INFORMATION

1.
Proposals will be considered as specified herein or attached hereto under the terms and conditions of this proposal.

No additional detail provided

2.
Proposals must be made in the official name of the firm or individual under which business is conducted (showing official business address) and must be signed in ink by a person duly authorized to legally bind the person, partnership, company, or corporation submitting the proposal.

No additional detail provided

Tagged Interests: business

3.
Offerors are to include all applicable requested information and are encouraged to include any additional information they wish to be considered.

No additional detail provided

4.
One (1) clearly identified original must be electronically submitted by following the steps below.

No additional detail provided

5.
Proposals will be received by the Beaufort County Purchasing Department until 3:00 p.m. on the closing date shown.

In order to do business with the Beaufort County, vendors must register with Purchasing through our Vendor Registration System, powered by Vendor Registry. The County may reject any quotes, bids, proposals and qualifications submitted by businesses that are not registered. Registering also allows businesses to identify the type of goods and services they provide so that they may receive email notifications regarding relevant solicitations out for bid. To register with the County go to www.bcgov.net and go to the Purchasing Department s page and click on Vendor Registration. Once registered you may submit your proposal through the solicitation section in Vendor Registry. There is no cost to the vendor to register. IMPORTANT ELECTRONIC SUBMITTAL REQUIREMENTS

Tagged Interests: rfp, RFP, business, services, purchasing, and solicitation

Response submittals for this Request for Proposal will ONLY be received electronically and must be submitted ONLINE prior to the date and time listed on page 1 of this RFP document.

All responses must adhere to the following guidelines: - Suppliers are encouraged to submit responses as soon as possible. Responses are received into a lockbox folder and cannot be opened prior to the due date and time. The time and date of receipt as recorded by the server will serve as the official time of receipt. The County is not responsible for late submissions, regardless of the reason;

Tagged Interests: rfp and RFP

- All requested information and forms MUST be uploaded as one file if possible. Each submission must be inclusive of all forms. If necessary to have more than one upload, pricing and signed acknowledgements, etc. are to be in the first upload with each titled accordingly. If you have a problem with your upload, you may contact Vendor Registry at 844-802-9202 or cservice@vendorregistry.com.

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- Submittals may be re-submitted prior to the date and time of bid open; if multiple submissions are received from the same source, the submission with the latest time stamp will take priority.

Tagged Interests: rfp and RFP

- Response is to be submitted ONLINE by one of the two methods below:

No additional detail provided

a.
Use the Link: VendorRegistry.com b. From the County s home page, select Bidding Opportunities

Offerors who desire to receive a copy of the Statement of Award must request a copy in writing. Once the contract is awarded, the information will be available on line to registered vendors.
Tagged Interests: contract

6.
Prohibition of Gratuities: It shall be unethical for any person to offer, or give, or agree to give any County employee or former County employee, or for any County employee or former County employee to solicit, demand, accept, or agree to accept from another person, a gratuity or an offer of employment in connection with any decision, approval, disapproval, recommendation, or preparation of any part of a purchase request, influencing the content of any specification or procurement standard, rendering of advice, investigation, auditing, or in any other advisory capacity in any proceeding or application, request for ruling, determination, claim or controversy, or other particular matter, pertaining to any program requirement or a contract or subcontract, or to any solicitation or proposal therefore.

No additional detail provided

Tagged Interests: contract, program, employment, purchasing, solicitation, and audit

7.
Questions E-mail any questions you have, at least ten (10) calendar days prior to proposal closing date to:

No additional detail provided

E-Mail Dave Thomas at dthomas@bcgov.net

8.
Electronic submissions for the RFP responses are due by 3:00 pm EST on August 27, 2020. A copy of the RFP solicitation will be available on the County s website at www.bcgov.net. There will be no public opening of proposals.

No additional detail provided

Tagged Interests: rfp, RFP, and solicitation

9.
Proposed RFP selection schedule: Deadline for Responses: August 27, 2020, 3:00 p.m. Evaluation Committee 1st Review of Responses : TBD Evaluation Committee Interviews of Selected Responses: TBD Tentative meeting with selected firm: TBD

10. Information relevant to the requested services: a. Beaufort County s Organizational Chart is attached to this RFP. b. A copy of Beaufort County s Comprehensive Master Plan and current CAFR is available upon request. c. Does the County have a budget for this project? A budget for this project and will be negotiated with the selected vendor. d. Copies of policy and procure manuals for each department will be made available. 85 Item 11.

Tagged Interests: rfp, RFP, budget, services, policy, and selection

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PART II: PROJECT REQUIREMENTS AND SCOPE OF SERVICES

Tagged Interests: services

1.0 BACKGROUND

Beaufort County Council seeks proposals from qualified CPA firm to provide consulting services to assist with an internal audit within the County s Finance, Purchasing, and DSN Departments. The selected Firm shall work with the County Administrator or designated staff to provide the services not to exceed one year, with four annual one-year extensions, not to exceed five years, subject to approval by County Council.
Tagged Interests: finance, council, services, purchasing, administrator, and audit

2.0 About Beaufort County

Beaufort County has a Council/Administrator form of County government with eleven Council members and one County Administrator. The County Administrator serves as the administrative head of Beaufort County, directing and coordinating the operation of agencies and administrative activities established by Beaufort County Council. As the chief executive officer of your Beaufort County government, the job of the County Administrator is to implement the policies of your elected Beaufort County Council in the most effective and efficient manner possible and to continue the delivery of essential public services to the residents and visitors of Beaufort County. The County Administrator is responsible for over 44 diverse Departments and approximately 900 full time employees. Included under the County umbrella are departments such as the Airports, Animal Shelter and Control, the Assessor, County Council, the Courts, the Detention Center, Emergency Management, Finance, Purchasing, Libraries, Mosquito Control, Parks and Leisure Services, Public Works, Facilities Management, Solid Waste and Recycling, Veterans Affairs and Zoning, among many others. See the last page of the RFP for an organizational Chart.
Tagged Interests: rfp, RFP, finance, veterans, council, legal, airport, utility, solid waste, Utility, zoning, services, animal control, emergency, purchasing, parks, Public Works, public works, recycling, administrator, insect, detention, library, and court

3.0 SCOPE OF SERVICES AND REQUIREMENTS The County intends that the successful proposer, once engaged, will prepare a draft work schedule based on an October 1, 2020 start date. The final contract scope of work/term/schedule will be negotiated with the selected firm. The main scope of work will be to provide services as a consultant concentrating on conducting an analysis and review of the policies and procedures used by the Finance, Purchasing and DSN Departments. The selected CPA firm would use the policies set by GASB, the State Procurement Code and the Counties current approve procurement code as defined for this audit. At a minimum, the services will cover each Department s financial policies, procedures, programs, and contracts. The selected CPA firm will conduct a review, analyze and provide recommendations for improvements for each Department s internal policies, procedures, programs, processes, and contracts. To carry out this scope of work, the County expects that the successful proposer will work in close consultation with the County Administrator, and each Department Director and selected staff, if applicable; the services to be furnished pursuant to this Request for Proposals ( RFP ) may include, but are not limited to the following as needed:

3. 1 Review and analyze each selected Department s current financial processes and develop new internal processes when/where necessary. This may include preparation of financial reporting for future CAFR s and other reports.
Tagged Interests: rfp, RFP, finance, contract, procedure, services, program, purchasing, administrator, audit, and financial report

3.2 Review each selected Departments current policies and procedure manuals and provide recommendations for improvements/updates.

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Tagged Interests: procedure

3.3 Identify and develop detailed recommendations to deploy any new policies or internal processes for the selected Departments. 3.4 Specialized internal audit or consultation may be required in the area of procedural changes and internal controls if County Council or the County Administrator request additional work or additions to the scope of work.

3.5 Provide written monthly progress reports beginning November 1, 2020 on the status of each audit in progress. Such reports shall detail work accomplished to date, problems encountered which effect the audit s progress, and recommendations for resolution of such problems.

Tagged Interests: council, administrator, and audit

3.6 A preliminary draft of the County s Internal Audit Report, including a draft of the auditor s letter of comments and recommendations, shall be submitted no later than February 1, 2021, and the final report shall be submitted to the County Administrator no later than February 10, 2021.

3.6 Prepare a written report for each selected Department and report the audit findings and recommendations to the Finance Committee. This report will be presented by the internal auditor to the Finance Committee and County Council no later than February 26, 2021. 4.0 MINIMUM QUALIFICATIONS 4.1 Prior Experience: Demonstrated prior and recent experience in providing similar auditing services. The firm and staff must have credentials relevant to the requested services and must be in the CPA business for a minimum of 5 years. References and/or examples of similar work completed are required. Experience with comparable jurisdictions with similar issues is desired. 4.2 Capacity: Demonstrated capability to perform the potential volume and type of services described in Section 3: Scope of Services and Requirements. 4.3 The audit firm is independent and licensed to practice in South Carolina. 4.4 The firm has no conflict of interest with regard to any other work performed by the firm for the County. 4.5 The firm has verifiable experience auditing local government agencies Finance and Purchasing Procedures.
Tagged Interests: business, finance, council, procedure, services, purchasing, administrator, audit, and license

5.0 PROPOSAL SUBMITTAL REQUIRMENTS Proposals shall include a concise statement of the firms/consultant s approach to the project and a summary of the firms/consultant s ability to provide the required services.

Tagged Interests: services

Proposals should, at a minimum, include:

A. Letter of interest, including the firm s history, size, and the name of the principal and/or key personnel who will be assigned to work directly with the County Council and staff on this project. It is expected that the same key personnel be assigned to this contract for the duration of the contract. Provide the location of the office which will be primarily responsible for providing these services. B. Detailed qualifications and previous experiences, especially for local/County government entities. Provide specific detail on experience and results with working with other organizations and local governments. Provide a resume for each individual who will be assigned to provide these services and designate the individual who would have primary responsibility for overseeing these services. C. Description of the recommended approach, methodology, deliverables, client meetings, reports and plan for performing services outlined in the Scope of Work in Section 3, including: 87 Item 11.

Tagged Interests: council, personnel, contract, services, and history

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No additional detail provided

1.
Description of how the Proposer will specifically analyze the work and provide the required services; 2. Description of proposed firms implementation plan including but not limited to the screening, interviewing, and assessment processes. This should include the information of any sub- consultants being used to include their background, resumes and contact information; 3. Proposed timeline with specific milestones from the date of contract award; 4. List of recent contracts, including name and contact information, of communities/organizations for which the firm has provided similar services during the past five (5) years; 5. Samples of work in relation to the required services from other organizations that your firm completed; 6. Proposed techniques to identify improvements and objectives;

No additional detail provided

Tagged Interests: contract and services

D.
Provide your firms proposed Scope of Work and Itemized budget. At a minimum, the scope of work shall provide itemization of all costs and services and a billing schedule for each phase of the contract. If the proposal includes any expenses to be billed separately from professional fees, provide a detailed estimate of such expenses. At a minimum, your firm s fees should provide the following: 1. If based on an hourly rate, provide the hourly rates to be charged for each individual who would be assigned to this engagement, the anticipated total hours and a general description of how billable hours will be allocated among key personnel. 2. Provide an explanation if fees will be calculated on any other basis. 3. Itemize the type of expenses (other than fees) for which your firm would seek reimbursement. 4. Provide a maximum not to exceed amount for these services.

PART III: EVALUATION CRITERIA

Tagged Interests: impact fee, budget, personnel, contract, services, and rates

In addition to providing the information outlined in the submittal requirements, the proposals will be evaluated on:

1. Experience/Key Personnel-experience of firm in providing internal auditing services with municipalities and other government or non-profit organizations. 0-20 Points 2. Project Approach/Implementation Plan-demonstrated ability (with examples) of successful process improvement planning and how your firm will be providing the services. 0-20 Points

Tagged Interests: nonprofit, planning, personnel, services, and audit

3.
Timeline/Schedule-clearly delineated timeline with specific milestones. 0-10 Points

No additional detail provided

4.
References-references were satisfied with the Proposer s work and stated that all of the requested services were completed within the period required. 0-15 Points

5. Sample Materials-samples of completed work from past internal audit experiences/reports from similar organizations, etc. 0-10 Points

Tagged Interests: materials, services, and audit

6.
Price/Fee Schedule-detailed fee schedule and expected expenses. 0-25 Points

TOTAL POSSIBLE POINTS: 100 Points 88 Item 11.

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PART IV: CONTRACTUAL REQUIREMENTS

1.0 EXCUSABLE DELAY: The Contractor shall not be liable for any excess costs, if the failure to perform the contract arises out of causes beyond the control and without the fault or negligence of the Contractor. Such causes may include, but are not restricted to, acts of God or of the public enemy, acts of the Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, freight embargoes, and unusually severe weather; but in every case the failure to perform must be beyond the control and without the fault or negligence of the Contractor. If the failure to perform is caused by the default of a subcontractor, and if such default arises out of causes beyond the control of both the Contractor and the subcontractor, and without the fault or negligence of either of them, the Contractor shall not be liable for any excess costs for failure to perform, unless the supplies or services to be furnished by the subcontractor were obtainable from other sources in sufficient time to permit the Contractor to meet the required delivery schedule.

Tagged Interests: shelter in place, contractor, construction, contract, transportation, services, flooding, and trade

2.0 S.C. LAW CLAUSE: Upon award of a contract under this proposal, the person, partnership,

association, or corporation to whom the award is made must comply with local and State laws which require such person or entity to be authorized and/or licensed to do business in Beaufort County. Notwithstanding the fact that applicable statutes may exempt or exclude the successful offeror from requirements that it be authorized and/or licensed to do business in Beaufort County, by submission of this signed proposal the offeror agrees to subject itself to the jurisdiction and process of the Fourteenth Judicial Circuit Court of Beaufort County, as to all matters and disputes arising or to arise under the contract and the performance thereof including any questions as to the liability for taxes, licenses, or fees levied by State or local government.
Tagged Interests: impact fee, business, legal, taxes, Taxes, contract, performance, license, and court

3.0 OFFEROR'S QUALIFICATIONS: Offeror must, upon request of the County, furnish satisfactory

evidence of their ability to furnish products or services in accordance with the terms and conditions of this proposal. The Purchasing Department reserves the right to make the final determination as to the offeror's ability to provide the services requested herein, before entering into any contract.

Tagged Interests: contract, services, and purchasing

4.0 OFFEROR R E S P O N S I B I L I T Y : Each offeror shall fully acquaint himself with conditions

relating to the scope and restrictions attending the execution of the work under the conditions of this proposal. It is expected that this will sometimes require on-site observation. The failure or omission of an offeror to acquaint himself with existing conditions shall in no way relieve him of any obligation with respect to this proposal or to the contract.

5.0 AFFIRMATIVE ACTION: The Contractor will take affirmative action in complying with all Federal and State requirements concerning fair employment and employment of the handicapped and concerning the treatment of all employees, without regard or discrimination by reason of race, religion, sex, national origin, or physical handicap. 89 Item 11.

Tagged Interests: contractor, construction, contract, religion, discrimination, and employment

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6.0 PRIME CONTRACTOR RESPONSIBILITIES: The Contractor will be required to assume sole responsibility for the complete effort, as required by this RFP. The County will consider the Contractor to be the sole point of contact with regard to contractual matters.
Tagged Interests: rfp, contractor, RFP, and construction

7.0 SUBCONTRACTING: If any part of the work covered by this RFP is to be subcontracted, the

Contractor shall identify the subcontracting organization and the contractual arrangements made with same. All subcontractors must be approved, in writing by the County, or when applicable a political subdivision within the County with the County's concurrence. The successful offeror will also furnish the corporate or company name and the names of the officers of any subcontractors engaged by the vendor. The County reserves the right to reject any or all subcontractors and require substitution of a firm qualified to participate in the work as specified herein.
Tagged Interests: rfp, contractor, RFP, construction, and subdivision

8.0 OWNERSHIP OF MATERIAL: Ownership of all data, material, and documentation originated and

prepared for the County pursuant to this contract shall belong exclusively to the County.

Tagged Interests: contract

9.0 PAYMENT AND PERFORMANCE BOND: (Not required for this RFP)For construct ion projects the successful Contractor shall furnish, within ten (10) days after written notice of acceptance of proposal, a Payment and Performance Bond. Contractor shall provide and pay the cost of a Payment and Performance Bond. The Bond shall be in the amount of one- hundred percent (100 ) the annual contract cost, issued by a Surety Company licensed in South Carolina with an A minimum rating of performance as stated in the most current publication of Best's Key Rating Guide, Property Liability which shall show a financial strength rating of at least five (5) times the Contract Price. The Bond shall be accompanied by a Power of Attorney authorizing the attorney-in-fact to bind the surety and certified to include the date of the bond.

No additional detail provided

Tagged Interests: rfp, contractor, RFP, construction, finance, legal, bond, contract, performance, property, and license

10.0 NONRESIDENT TAXPAYERS: If the offeror is a South Carolina nonresident taxpayer and the

contract amount is 10,000.00 or more, the offeror acknowledges and understands that in the event he is awarded a contract offeror shall submit a Nonresident Taxpayer Registration Affidavit (State form 1-312-6/94), before a contract can be signed. Affidavit must certify that the nonresident taxpayer is registered with the S.C. Department of Revenue or the S.C. Secretary of State's Office, in accordance with Section 12-9-310(A)(2)(3) of S.C. Code of Laws (1976) as amended.

Tagged Interests: contract and events

11.0 BUSINESS LICENSE: In accordance with the Beaufort County Business License Ordinance, 99-

36, Article Ill, as enacted November 22, 1999, any business or individual generating income in the unincorporated area of Beaufort County is required to pay an annual license fee and obtain a business license. The ordinance referenced is available on the Beaufort County website at www.bcgov.net or by calling the Business License Administrator at (843) 255-2270 for a list of schedules. 12.0 ADDITIONAL ELIGIBILITY: Other Beaufort County Public Procurement units shall, at their option, be eligible for use of any contracts awarded pursuant to this Invitation. 13.0 INSURANCE REQUIREMENTS: Prior to commencing work hereunder, Contractor, at his expense, shall furnish insurance certificate showing the certificate holder as Beaufort County, P.O. Drawer 1228, Beaufort, SC 29901-1228, Attention: Purchasing Director and with a special 90 Item 11.
Tagged Interests: contractor, ordinance, construction, business, contract, insurance, purchasing, administrator, license, and business license

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No additional detail provided

notation naming Beaufort County as an Additional Insured on the liability coverages. If not otherwise specified, the minimum coverage shall be as follows:

13.1 Worker's Compensation Insurance Contractor shall have and maintain, during the life

of this contract, Worker's Compensation Insurance for his employees connected to the work/delivery, in accordance with the Statutes of the State of South Carolina and any applicable laws.
Tagged Interests: compensation, contractor, construction, contract, and insurance

13.2 Commercial General Liability Insurance Contractor shall have and maintain, during the life

of this contract, Commercial General Liability Insurance. Said Commercial General Liability Policy shall contain Contractual Liability and Products/Completed Operations Liability subject to the following minimum limits: BODILY INJURY of at least 1,000,000 PER PERSON, 1,000,000 PER OCCURRENCE; PROPERTY DAMAGE of at least 1,000,000 PER OCCURRENCE; or BODILY INJURY/PROPERTY DAMAGE of at least 2,000,000 COMBINED SINGLE LIMIT.
Tagged Interests: contractor, construction, contract, insurance, property, commercial, and policy

13.3 Comprehensive Automobile Liability Insurance- The Contractor shall have and maintain,

during the life of this contract, Comprehensive Automobile Liability, including non- owned and hired vehicle, of at least 1,000,000 PER PERSON, 1,000,000 PER OCCURRENCE; PROPERTY DAMAGE of at least 1,000,000 PER OCCURRENCE, or BODILY INJURY/PROPERTY DAMAGE of at least 2,000,000 COMBINED SINGLE LIMIT.
Tagged Interests: contractor, construction, contract, transportation, insurance, and property

13.4 The required insurance policy at the time of issue must be written by a company

licensed to do business in the State of South Carolina and be acceptable to the County.
Tagged Interests: business, insurance, license, and policy

13.5 The Contractor/vendor shall not cause any insurance to be canceled or permit any insurance to lapse. All insurance policies shall contain a clause to the effect that the policy shall not be canceled or reduced, restricted or limited until fifteen (15) days after the County has received written notice, as evidenced by return receipt of registered or certified letter. Certificates of Insurance shall contain transcript from the proper office of the insurer, the location, and the operations to which the insurance applies, the expiration date, and the above-mentioned notice of cancellation clause.

Tagged Interests: contractor, construction, transportation, insurance, and policy