Agenda 09/11/2018 Item #16E1009/11/2018
EXECUTIVE SUMMARY
Recommendation to approve the Administrative Reports prepared by the Procurement Services
Division for change orders and other contractual modifications requiring Board approval.
OBJECTIVE: To promote accountability and provide transpa rency to the public and gain the
Board’s approval/ratification for various procurement -related transactions.
CONSIDERATIONS: In accordance with the Board’s Procurement Ordinance 2017-08 and the
Procurement Manual, the Procurement Services Division produces a regular Administrative Report which
provides for Board approval of the following transactions:
Change Orders that do not exceed ten (10%) of the current Board approved aggregate amount,
and/or require change in schedule (number of days);
Amendments to contracts;
After the fact memos from various County Divisions, as requested by the Clerk’s Finance staff
for the timely process of invoices.
Other items as determined by the County Manager or designee that require Board approval.
This administrative report includes the following:
Zero (0) change orders that in aggregate modify contracts by $0.00 and add 0 business days to
completion periods, see attached summary and backup for details; and
Zero (0) amendments this period, and;
One (1) after the fact memo with a fiscal impact of $4,885.65
FISCAL IMPACT: The net total for the one (1) item is $4,885.65
LEGAL CONSIDERATIONS: This item is approved for form and legality and requires a majority
vote for Board action. -JAK
GROWTH MANAGEMENT IMPACT: There is no Growth Management Impact associated with this
action.
RECOMMENDATION: To ratify/approve change orders and/or contract amendments and other items
as determined by the County Manager or designee in accordance with Procurement Ordinance 2017-08.
Prepared By: Sara Schneeberger, Procurement Strategist, Procurement Services
ATTACHMENT(S)
1. 0911 After the Fact Report - FY18 (PDF)
2. 0911 After the Fact Backup - FY18 (PDF)
16.E.10
Packet Pg. 1753
09/11/2018
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.E.10
Doc ID: 6580
Item Summary: Recommendation to approve the Administrative Reports prepared by the
Procurement Services Division for change orders and other contractual modifications requiring Board
approval.
Meeting Date: 09/11/2018
Prepared by:
Title: Business Technology Analyst, Senior – Procurement Services
Name: Sara Schneeberger
08/30/2018 11:47 AM
Submitted by:
Title: – Procurement Services
Name: Ted Coyman
08/30/2018 11:47 AM
Approved By:
Review:
Procurement Services Catherine Bigelow Additional Reviewer Completed 08/30/2018 11:51 AM
Procurement Services Ted Coyman Additional Reviewer Completed 08/30/2018 11:53 AM
Procurement Services Opal Vann Level 1 Purchasing Gatekeeper Completed 08/30/2018 11:55 AM
Administrative Services Department Paula Brethauer Level 1 Division Reviewer Completed 08/30/2018 1:01 PM
Administrative Services Department Len Price Level 2 Division Administrator Review Completed 08/30/2018 3:27 PM
Office of Management and Budget Valerie Fleming Level 3 OMB Gatekeeper Review Completed 08/31/2018 8:01 AM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 08/31/2018 10:10 AM
Budget and Management Office Mark Isackson Additional Reviewer Completed 08/31/2018 11:37 AM
County Manager's Office Nick Casalanguida Level 4 County Manager Review Completed 09/03/2018 8:04 AM
Board of County Commissioners MaryJo Brock Meeting Pending 09/11/2018 9:00 AM
16.E.10
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Item page #Contract or Purchase OrderDateDescription of Project Vendor Name Division ‐ Director Fiscal Impact Description1 1 4500187926 8/30/2018Additional insert added to existing mailersPanther PrintingGrowth Management - Amy Patterson$4,885.65Division had to add additional scope to their original Board approved quote due to a clerical error.Meeting Date Total number of Memos Total Fiscal Impact9/11/20181$4,885.6516.E.10.aPacket Pg. 1755Attachment: 0911 After the Fact Report - FY18 (6580 : Procurement Services Administrative Reports)
Instructions
As per section 21 of the Procurement Manual, all purchases shall be consistent and in compliance with the Procurement
Ordinance (2017-08). Should work be authorized or purchases made that is inconsistent with County policy, procedure, or
contract terms, an After-the-Fact Procurement Form is required. This includes purchases made in advance of a Purchase Order,
when a Purchase Order is required to authorize such activity, and purchases made under an expired contract, or for goods and
services not covered by the current contract or purchase order. All such “After the Fact Procurements” will be reported to the
County Manager.
Requester Name: Division:
Division Director: Vendor Name:
Amount: Contract #: Purchase Order:
Why is this deemed a non-compliant purchase? Choose one.
Contract Ordinance Manual P-Card Other
Details of Purchase: Explain the circumstances behind this purchase.
Action Required: What are you asking to be done to remedy the situation, include list of invoices if applicable?
Corrective/Preventive Action: What action is being taken to prevent this violation from re-occurring?
The requestor affirms that to the best of their knowledge the information provided in this document is true.
Requested by: Signature: Date:
Division Director: Signature: Date:
Collier County
After the Fact Form
Gino Santabarbara/Lisa Taylor
Capital Projects Planning, Impact Fees & Program Management
Amy Patterson Panther Printing
$ 4,885.65 4500187926
✔
The Capital Projects Planning, Impact Fees & Program Management Division is required to notify all
parcels within the Unincorporated Areas of Collier County, for the purposes of the Stormwater Utility and
utilization of the Uniform Method of Collection, in accordance with F.S. 197.3632. This item is time
sensitive and must meet a specific deadline in order to be in compliance with Florida Statute.
Unfortunately, after printing, an error was identified on the notice regarding the time for the scheduled
public hearing and a correction needed to be made. An insert to the existing mailers was the most efficient
and cost effective option available that would correct the error and allow us to meet the required deadline.
Invoice #114114 could not be paid as this new scope was added after the Board approved it on 6/26/18
16A15. However, the additional scope did not cause an increase to the total contract amount as some
tasks came in less than the approved amount.
Requesting payment for invoice #114114 in the amount of $4885.65.
Providing additional oversight and review of all outgoing mailers.
Lisa Taylor for Gino Santabarbara Lisa Taylor Digitally signed by Lisa Taylor
Date: 2018.08.30 10:50:36
-04'00'
Amy Patterson
Amy Patterson Digitally signed by Amy Patterson
Date: 2018.08.30 11:08:16 -04'00'
16.E.10.b
Packet Pg. 1756 Attachment: 0911 After the Fact Backup - FY18 (6580 : Procurement Services Administrative Reports)
Final Invoice
No: 114114 Date: 08/09/18
Accounting
Collier County Board of County Commissioners -
TE.22 - N30
3295 Tamiami Trail E, Building C2
Attn: Accounts Payable
Naples FL 34112-5749
SHIP TO:
252-2925
Growth Management
Attn: Gino Santabarbara
2685 South Horseshoe Drive, Ste 103
Naples FL 34104
Acct.No
19813
Ordered by
Gino Santabarbara
Phone
252.2925
P.O. No
4500187926
Prepared by
CATHY x.152
Sales Rep
House
Ship By
USPS-Mail Entry Unit
Quantity Description Price
155,918 4,885.65Insert Card for Property Owners Letter - 4"x 8"- 1/0 Blk - 90# BLUE-SPRINGHILL
INDEX SMOOTH- no bleeds
Index: Custom Stock - Special Order 4 x 8
Front: Black
Received by ________________________________ Date ____________
Subtotal 4,885.65
Tax 0.00
TOTAL 4,885.65
Paid 0.00
BALANCE 4,885.65
Terms NET30-Apprvd.
(print# 4)
16.E.10.b
Packet Pg. 1757 Attachment: 0911 After the Fact Backup - FY18 (6580 : Procurement Services Administrative Reports)