Agenda 03/08/2016 Item #16F 5 3/8/2016 16.F.5.
EXECUTIVE SUMMARY
Recommendation to authorize payment of the outstanding balance due for the purchase and
installation of office furnishings and a modular wall system at the Naples Business Accelerator to
Office Furniture and Design Concepts (OFDC)in the amount of$195,328.28.
OBJECTIVE: To make final payment to the vendor for goods and services provided in accordance with
specifications.
CONSIDERATIONS: On November 18, 2014,Agenda Item 11C,the BCC approved an agreement
between the County and EII,which designated EII as the Administrative Entity for the Collier County
Soft Landing Business Accelerator Program(the"Agreement"). On September 8,2015,Agenda Item
11J,the Board approved the FY 2016 Agreement between the County and EII for ongoing administration
and management of the Collier County Business Accelerator Program. The Board approved a budget of
$450,000 for Facility Improvements which included the purchase of furniture and a modular wall system.
State grant funds were budgeted and are available for this payment.
The Agreement with EII is a reimbursement based contract. This means that EII must first pay the
vendor,document the receipt of goods and services, document full payment for the received goods and
services, and then obtain reimbursement of these expenses from the County. The Governor's veto of the
extension of the Grant funding for the Naples Accelerator Project materially impacted cash flow for this
Project. One of the results of the veto is that EII is not sufficiently capitalized to complete payment to
OFDC on a reimbursement basis, even though sufficient grant funding and budget exists in the County's
grant budget for this purchase. EII procured and its vendor completed installation of furnishings and a
modular wall system in the amount of$362,531.15 prior to the grantor required deadline of September
15, 2015. A substantial amount, $182,972.51,has been paid by EII. The unpaid balance due to OFDC is
$195,328.28. The DEO has authorized Collier County to apply advanced Grant funds for payment to
OFDC.
EII obtained three quotes, chose the lowest quote,issued a purchase order, and facilitated the completion
of the procurement. To ensure legal payment of the furniture and modular wall system,the Board must
waive the reimbursement requirement of the Agreement, as well as some minor exceptions to the EII
procurement policy, including inability to provide a conflict of interest statement signed by the vendor,a
monthly report on the procurement, and proof of advertisement.
If approved,this action by the Board allows for the County's payment, from DEO Grant receipts, of all of
the outstanding OFDC invoices for the purchase and installation of furnishings and a modular wall system
with a single check made payable to both EII and OFDC.
FISCAL IMPACT: The County has received cash disbursements of$740,000 from State Department of
Economic Opportunity Grant SL007. There remains sufficient State DEO grant monies and budget in the
project account to proceed with the action proposed. The furnishings and modular wall system total cost
is$362,531.15. EII has utilized advanced grant moneys to pay$182,972.51 leaving a balance due of
$195,328.28 to be paid with a single check payable to both EII and OFDC.
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3/8/2016 16.F.5.
GROWTH MANAGEMENT IMPACT: There is no impact to the Growth Management Plan.
LEGAL CONSIDERATIONS: This item has been reviewed by the County Attorney, is approved as to
form and legality, and requires majority vote for approval. -JAK
RECOMMENDATION: That the Board authorize payment of the outstanding balance due for the
purchase and installation of office furnishings and a modular wall system at the Naples Business
Accelerator to Office Furniture and Design Concepts(OFDC) in the amount of$195,328.28. subject to
the conditions outlined herein.
Prepared by: Jace Kentner, Interim Director, Office of Business & Economic Development
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3/8/2016 16.F.5.
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.16.F.16.F.5.
Item Summary: Recommendation to authorize payment of the outstanding balance due
for the purchase and installation of office furnishings and a modular wall system at the Naples
Business Accelerator to Office Furniture and Design Concepts (OFDC) in the amount of
$195,328.28.
Meeting Date: 3/8/2016
Prepared By
Name: BrockMaryJo
Title: Executive Secretary to County Manager, County Managers Office
3/2/2016 12:07:42 PM
Submitted by
Title: Executive Secretary to County Manager, County Managers Office
Name: BrockMaryJo
3/2/2016 12:07:43 PM
Approved By
Name: OchsLeo
Title: County Manager, County Managers Office
Date: 3/2/2016 4:33:43 PM
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3/8/2016 16.F.5.
From: Walker,Elizabeth
To: KentnerJace
Cc: Steffens,Damon
Subject: FW:Copy of:Collier County Accelerator Project with the Department of Economic Opportunity
Date: Friday,January 15,2016 4:28:27 PM
Jace,
Here is the e-mail regarding the furniture purchase.
Sincerely,
Beth
Elizabeth E.Walker,FCCM,CSM
Public-Private Partnership Liaison
Division of Strategic Business Development
Department of Economic Opportunity
107 East Madison Street,MSC-80
Tallahassee,Florida 32399
P-(850)717-8980
F-(850)414-1734
Elizabeth.Walker@deo.myflorida.com
Original Message
From: CollierClerk[mailto:ContactUs @collierclerk.coln]
Sent: Friday,January 15,2016 4:24 PM
To:Walker,Elizabeth<Elizabeth.Walker @deo.myflorida.com>
Subject: Copy of:Collier County Accelerator Project with the Department of Economic Opportunity
This is a copy of the following message you sent to Collier Clerk via www.collierclerk.com
This is an enquiry email via httns://www.collierclerk.com/from:
Elizabeth Walker<elizabeth.walker @deo.myflorida.corn>
Clerk Brock,
In order to proceed with the close-out of the financial portion of the Collier County agreement with the Department
of Economic Opportunity(DEO),Agreement#SLOO7(the agreement itself does not end until June 30,2019),
Collier County needs to clarify some of the items it has invoiced for,and pay,or have paid,an outstanding invoice
for office furniture.This furniture was procured prior to June 30,2015.When the final inspection was conducted,it
was discovered that a few items were missing and that some others needed to be repaired or replaced.For that
reason,Collier County withheld final payment until all concerns were addressed.
Collier County confirms that the vendor has now made all the corrections requested.Based on this and my
understanding of the agreement and original intent of the funding,it is fine for Collier County to use the advanced
funds to it by DEO to pay the vendor directly,or for Collier County to advance the funds to its subcontractor,EII,
for payment to the vendor,with the provision that this procurement and transaction have met all other SLOO7
requirements.
However,this allowance does not relieve Collier County of its existing responsibility to clarify,justify or remove
prior costs claimed that are in question for Collier County and EII,nor does it relieve Collier County of any portion
of the cash match requirement due to be expended by January 31,2017,as the match provision may be amended.
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3/8/2016 16.F.5.
From the program perspective,DEO has not identified any additional contractual provisions necessary to protect its
interests. Collier County alone is responsible for ensuring that its agreements comply with law and DEO has not
conducted a legal review.
Please do not hesitate to call if there are any questions.
Sincerely,
Elizabeth E.Walker
Public/Private Partnership Liaison
Department of Economic Opportunity
(850)717-8980
Please visit us on the web at www.collierclerk.com
This electronic communication is confidential and may contain privileged information intended solely for the named
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