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COST CONTROL
<br />Indian River County anticipates providing windstorm mitigation for between five (5) and ten (10)
<br />homeowners. These wind mitigation measures will protect homes from the damages of future
<br />windstorms, hurricanes, and severe thunderstorms. The Retrofit Program will focus on a systemic
<br />approach that combines all aspects of wind mitigation solutions, including roof improvements
<br />(sheathing, covering, deck, water barrier), gable end reinforcements, straps, protection on openings
<br />(e.g., exterior/garage doors, windows, soffits and roof ventilations) and anchoring of wall or floor
<br />units to the foundation. This will in return limit the property damages and foss, while reducing
<br />homeowner insurance costs in our community. The management approach proposed, as detailed in
<br />the Work Plan, is to closely monitor program tasks, deadlines, and,7expenses to ensure the project
<br />proceeds according to the proposed timeline within the grant'santicipated budget allowance. In
<br />accordance with the County's Purchasing Policy, the Countywill4ake the following steps to control
<br />costs and limit expenditures of the Indian River Resident&&.) e_tr6fit,Program:
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<br />1. In all cases, a requisition must be prepared4i d properly approved prior to authorizing any
<br />work or delivery by a vendor. 4flszz ,a,. :,,..
<br />2. The Project Manager and Grants Consultant:Will process requisition;Qequests on a daily basis,
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<br />ensuring responsibility and accountabili in, rocurement.
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<br />3. The principles of competitive purchasing andrbest buy at Ieast cost shoul�d'be implemented and
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<br />realized as a primary objective. q:. .�<: =
<br />4. Responsible, cost effective procurement decisionshodtie made for all supplies and services
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<br />for the County's use. u.,-?;} #;
<br />5. It is thegeneralpolicy ' a nt p `
<br />of the Count._,to urchase sVt ndard commercial products whenever
<br />practical. When developing spec fications, accepted cd'rahercial standards shall be used and
<br />unique requirements shall be avoided, to the';extent practical. Specifications that list a Brand
<br />Name "Or Equal description are intended to be`descriptive and; not restrictive, and to indicate
<br />the minimum quality:tanld:,characteristics5of the.productss,that willbe accepted.
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<br />6. The requisition, must include,-:�appropriate docuirrmentation;that the County's adopted Purchasing
<br />Policies and Procedures were followed. Ther.•.emust be documentation showing that quotes or
<br />bids were obtained -if, appropriate.
<br />7. Monthly, (or moreNf�r.,.,equently4asy2eeded),Yhe; Project Manager and Grants Consultant will
<br />rate a
<br />genend d*stribute to�departme4tsa Budget:.Status Report - showing, by account line, the
<br />tota.aPprouebuget amount encum6:ered `to'� date, and remaining funds available to be
<br />'encumbered, -.41,1,11-0.-nhOpen Purchase Order' Report +
<br />8. •TjheCounty shall use;;its StateHousing Initiative Partnership (SHIP) contractors and service
<br />providers and procedures for contracting/hiring those service providers. The County may, as
<br />neede liAprocure additional: contractors and service providers following the same procurement
<br />procedu'resas the County.s�SHIP program. The County shall solicit service of contractors to
<br />perform th_etRCMP relatedetrofit jobs. A minimum of 2 bids for 2 licensed contractors are
<br />rquired.4 %
<br />9. Change order' procedures; require review by the Project Manager and Grants Consultant at a
<br />minimum, and dependingoon the total value of the purchase and amount of change requested,
<br />might also require'County'Administrator or County Commission approval.
<br />10. Change order procedures require review by the Project Manager and Grants Consultant at a
<br />minimum, and depending on the total value of the purchase and amount of change requested,
<br />might also require County Administrator or County Commission approval.
<br />11. Indian River utilizes cooperative purchasing when appropriate and allowed.
<br />12. No purchase can be made unless funding is available. Ensuring sufficient and proper funding
<br />prior to a purchase is the responsibility of the requesting department.
<br />13. No construction shall be started prior to the Division's approval of the mitigation improvements.
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