Agenda 09/10/2019 Item #16E10 (Administrative Reports)09/10/2019
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 transpar ency 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 calendar days to
completion periods, see attached summary and backup for details; and
• Zero (0) amendments this period with a fiscal impact of $0.00; and
• Four (4) after the fact memos with a fiscal impact of $85,873.50
FISCAL IMPACT: The net total for the four (4) items is $85,873.50
LEG AL CONS IDERATIONS: This item is approved for form and legality and requires a majority
vote for Board action. -JAK
GROWTH MANAGEMENT IMPACT: Ther e 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 accor dance with Procurement Ordinance 2017-08.
Prepared By: Sara Schneeberger, Procurement Strategist, Procurement Services
ATTACHMENT(S)
1. 0910 After the Fact Report - FY19 (PDF)
2. 0910 After the Fact Backup - FY19 (PDF)
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09/10/2019
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.E.10
Doc ID: 9917
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: 09/10/2019
Prepared by:
Title: Business Technology Analyst, Senior – Procurement Services
Name: Sara Schneeberger
08/22/2019 8:56 AM
Submitted by:
Title: – Procurement Services
Name: Ted Coyman
08/22/2019 8:56 AM
Approved By:
Review:
Procurement Services Opal Vann Level 1 Purchasing Gatekeeper Completed 08/22/2019 9:04 AM
Administrative Services Department Michael Cox Level 1 Division Reviewer Completed 08/22/2019 9:18 AM
Procurement Services Ted Coyman Additional Reviewer Completed 08/26/2019 2:28 PM
Procurement Services Catherine Bigelow Additional Reviewer Completed 08/27/2019 7:53 AM
Administrative Services Department Len Price Level 2 Division Administrator Review Completed 08/27/2019 10:26 AM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 08/27/2019 3:57 PM
Office of Management and Budget Valerie Fleming Level 3 OMB Gatekeeper Review Completed 08/28/2019 8:11 AM
Office of Management and Budget Laura Wells Additional Reviewer Completed 08/29/2019 11:09 AM
County Manager's Office Nick Casalanguida Level 4 County Manager Review Completed 09/02/2019 10:05 AM
Board of County Commissioners MaryJo Brock Meeting Pending 09/10/2019 9:00 AM
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Item page #Contract or Purchase OrderDateDescription of Project Vendor Name Division ‐ Director Fiscal Impact Description1 1 4500191602 8/14/2019 Purchase of Gutter Brooms Old Dominion Brush Road Maintenance - Albert English $2,300.00 Division staff ordered the goods without obtaining two additional quotes.2 3 NA 8/14/2019 Trade Show Registration Collinson Media & Events Tourism - Jack Wert $4,250.00Division staff did not obtain an Exemption approval or pay for the registration via p-card prior to the event.3 6 NA 8/16/2019 Roadshow Registrations Brand USA Brazil Tourism - Jack Wert $2,400.00 Division staff did not obtain invoices and process the registration fees prior to the events.4816-6663 45001934808/20/2019Pelican Marsh IQ Pump Station Site ImprovementsBonness, Inc. PUEPMD - Tom Chmelik $76,923.50Division staff did not process a change order to extend time which resulted in work being done after the final completion date. Meeting DateTotal number of After the Fact MemosTotal Fiscal Impact9/10/20194$85,873.5016.E.10.aPacket Pg. 1839Attachment: 0910 After the Fact Report - FY19 (9917 : 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
Dawn Wolfe Road Maintenance
Albert English
Alamo Group (VA) Old Dominion Company
$2,300.00 NA 4500191602
✔
SBP200ENYC (4seg GB) Gutter Brooms purchased are not under contract or bid. Staff
requested quotes for the brooms in April 2019, Alamo (Old Dominion Brush) provided the lowest
offer at $89.00. Another order was placed by staff in June 2019, Alamo advised staff the price
increased to $115.00; staff authorized the new price and placed the order without requesting two
additional quotes confirming Alamo was the lowest overall quote.
Authorize payment for Alamo (Old Dominion Brush) Invoice No. 6639285 for $2,300.00. The
items were received by Road Maintenance Warehouse.
Road Maintenance Warehouse staff has been informed to review and follow the Warehouse
SOP which includes following the Procurement Policy for procuring inventory.
Dawn Wolfe
WolfeDawn Digitally signed by WolfeDawn
Date: 2019.08.12 11:10:30
-04'00'8/12/2019
Albert English
EnglishAlbert Digitally signed by EnglishAlbert
Date: 2019.08.14 10:31:07
-04'00'
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5118 Glen Alden Drive
Richmond, VA 23231
Phone:800-446-9823
IMPORTANT: All invoices are due and payable in U.S. Dollars in Guadalupe County, Texas, or where indicated
below. No goods to be returned without our written permission. Goods must be returned transportation charges
pre-paid. A handling charge will be made on all returned goods.
LATE CHARGE: A late charge of 1.5% of any past due balance of the dealers account as of the last day of the
month will be billed as of the 15th day of the following month if payment has not been received by that date.
CUSTOMER NO 33163523 TERRITORY 471 PAGE 1 of 1
INVOICE NO 6639285 CUSTOMER PO 4500191602
INVOICE DATE 06/24/2019 SHIPPED VIA
SALES ORDER 5345103 - S8 FREIGHT TERMS DAP DELIVERY ADDRESS- FRT
ORDER DATE 06/17/2019 DA1 ARRANGED & ALLOW XFER AT DLVR
PAYMENT TERMS Net 30 Days from Invoice Date CODE 002
DELIVERY & INSTRUCTIONS:
REQUESTED SHIP DATE 06/17/2019
SOLD TO:SHIP TO:
COLLIER COUNTY COLLIER COUNTY
ROAD AND BRIDGE MAINT MAINTENANCE BUILDING
4800 DAVIS BLVD 4800 DAVIS BLVD
NAPLES FL 34104-5306 NAPLES FL 34104-5306
R
E
M
A
R
K
S
NET DUE
2,300.00
CASH DISC.
0.00
IF PAID BY
07/24/2019
FINAL DUE DATE 07/24/2019
SUB-TOTAL 2,300.00
FREIGHT & HANDLING 0.00
SALES TAX 0.00
TOTAL(USD)2,300.00
PREPAID AMOUNT 0.00
IMPORTANT: Alamo Group or affiliates (Alamo Group) shall not be liable to any person for any claim for injuries or damages which claim for injuries or damages arises out of or which results
from the repair of this product by a person or firm other than Alamo Group. Repair parts are intended for use only on equipment manufactured or sold by Alamo Group.
ORIGINAL INVOICE
PLEASE DETACH AND RETURN
THIS PORTION WITH REMITTANCE.
Make Check Payable in USD Funds to: Acct Name
COLLIER COUNTY
Old Dominion Brush
PO Box 277213
Atlanta, GA 30384-7213
Acct No 33163523
Invoice No 6639285 Amount Paid
Invoice Date 06/24/2019 Disc Taken
Invoice Total 2,300.00 Check#
DESCRIPTION/REMARKS
ITEM NUMBER BRANCH DESCRIPTION
PICK SLIP#/
LOT/SERIAL
QUANTITY
SHIPPED
LIST
PRICE
DISC
%
EXTENDED
AMOUNT
SBP200ENYC 9323 ELGIN GB REGULAR HEXNUT 5263487 20 115.00 0 2,300.00
FREIGHT 9323 792217306X 1
FREIGHT 9323 yrc 1
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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
Jack Wert Tourism
Jack Wert Collinson Media & Events
$4,250 NA NA
✔
Collinson Media is the organizer for numerous tourism industry related trade shows under the brand name
of Connect USA. When we registered for the Connect Diversity show, we took advantage of the Early Bird
Registration special price option resulting in a $200 savings. We requested an invoice to pay by credit card
from Connect. The invoice we received did not include the $200 discount for early registration. We
requested a replacement invoice which was finally received after the show had taken place. The P-Card
number was provided to Connect and the charge was not put through by Connect until August 1, 2019.
Also, at the time we registered for this Connect Diversity show, our staff was not aware that an Exemption
of Competitive Bidding was not in place. The staff member registered and attended this trade show without
properly procuring the services prior to the event.
We respectfully request approval of an after the fact Purchasing Card payment in the amount of
$4,250 for the registration cost for our staff member who attended the Connect Diversity trade
show in March of 2019. For unknown reasons, Connect allowed her to participate in the show
without that registration being paid.
We have developed a checklist to accompany all Travel Request forms that includes the
necessary steps for approval of transactions of this nature. That checklist includes the need for a
W-9 for new vendors, approval of a Request for Waiver of Competitive Bidding, estimates of
expenses for air travel, hotel reservations, rental cars and other expense related to registering
and attending a trade show. Once these items are checked off, the travel request form can be
approved by the Tourism Director and the above transactions can be made.
Jack Wert
WertJack Digitally signed by WertJack
Date: 2019.08.14 18:22:26
-04'00'8/14/2019
Jack Wert
WertJack Digitally signed by WertJack
Date: 2019.08.14 18:22:40
-04'00'8/14/2019
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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
Claudia Cianfero Tourism
Jack Wert Brand USA Brazil
$2,400 NA NA
✔
Our representation firm in Brazil, AVIAREPS, registered their staff member, Joao Chagas, to
attend a series of Brand USA Brazil Roadshows that started in January 2019 and finished in July
2019. The Tourism Director approved the Activity Summaries for each of the Roadshows before
Joao Chagas attended. We typically receive an invoice prior to each event and process that
payment using a p-card. Unfortunately, we just received the invoice from Brand USA for all
registration fees.
We respectfully request payment to Brand USA Brazil in the amount of $2,400 via County
Purchasing Card for the registration fees for these Roadshows and training events that the
representation firm staff member, Joao Chagas, registered for and attended on our behalf.
We have developed a checklist procedure to accompany all Activity Summaries that includes the necessary steps for
approval of transactions of this nature. That checklist includes the need for a W-9 for new vendors, approval of a Request for
Waiver of Competitive Bidding, estimates of expenses for air travel, hotel reservations, rental cars and other expense related
to registering and attending a trade show. Once these items are checked off, the Activity Summary can be approved by the
Tourism Director and the above transactions can be made. Additionally we have instructed our International Representatives
that we will no longer be paying registration fees after the fact. It will be their responsibility if payment is delayed or missed.
Claudia Cianfero
CianferoClaudia Digitally signed by CianferoClaudia
Date: 2019.08.16 12:22:42 -04'00'8/16/19
Jack Wert
WertJack Digitally signed by WertJack
Date: 2019.08.16 10:43:36
-04'00'8/16/2019
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8/21/2019 Brand USA Brazil Training Roadshow - Confirmation
https://www.cvent.com/events/Registrations/MyRegistration.aspx?i=94e95689-e25e-4091-9032-e3e81184aca8 1/1
João Gabriel Chagas
GENERAL OPTIONS
Name:
João Gabriel Chagas
Email:
jchagas.aviareps@gmail.com
Title:
Account Executive
Organization:
Address:
Attn. Accounts Payable
3299 Tamiami Trl. E Suite 700
Naples, Florida 34112
USA
Number of People Registered:
1
Confirmation Number:
NLNRD3KHTQY (needed to modify your registration)
Event Title:
Brand USA Brazil Training Roadshow
Brazil
Date:
01/30/2019
CURRENT REGISTRATION DETAILS
Agenda Items
Registration Item Cost
Partial Program Package Pay Per City
Sessions
Date and Time Session Cost
01/30/2019 Goiânia $600.00
04/16/2019 São Luiz $600.00
04/24/2019 Foz do Iguaçu $600.00
05/21/2019 Brasilia $600.00
ORDER SUMMARIES
Order
Date Type Amt Ordered Amt Paid Amt Due
01/09/2019 1:33 PM BRT offline order $1,800.00 $0.00 $1,800.00
01/09/2019 1:45 PM BRT offline order $600.00 $0.00 $600.00
01/09/2019 2:02 PM BRT offline refund request ($0.00)($0.00)($0.00)
Total:$2,400.00 $0.00 $2,400.00
PAYMENT DETAILS
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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
John Eick
Engineering and Project Management
Tom Chmelik Bonness
$76,923.50 16-6663 4500193480
✔
Final completion of the Pelican Marsh IQ Pump Station Project occurred on 5/28/19, which was 7 days after the
contractual completion date of 5/21/19.
The delay was caused by late delivery of stainless steel fittings that the County specified for additional work. Absent the
additional work, the Contractor would have completed the project a month before the contract completion date. When it
became apparent that the fittings would be delayed beyond their originally-promised date, the County Project Manager
attempted to extend the project by change order, but due to the several-day processing time for a change order, the
change order request did not reach Procurement by the contract completion date and the extension could not be
approved.
Throughout this project, the Contractor aggressively pursued the work. Indeed, once the fittings were received, the
Contractor resumed work and completed the project within a few days. The County had full use of the pump station
during this delay period. Despite the additional work, the project was completed under budget. The Contractor should not
be penalized for this slight delay which was beyond his control.
Division staff is requesting payment of the Contractor's final pay application no. Two(2) Final in
the amount of $76,923.50 and do not wish to assess liquidated damages.
Project manager to be more diligent in foreseeing potential delays and acting earlier to extend a
contract if a delay, especially for items outside Contractor's direct control.
John Eick
EickJohn Digitally signed by EickJohn
Date: 2019.08.14 16:24:57
-04'00'
ChmelikTom Digitally signed by ChmelikTom
Date: 2019.08.20 09:57:39
-04'00'
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7/16/2019
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Stantec Consulting Services, Inc.
Kyle Goodwin, PE - Sr. Project Manager
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From:Trettis, Tom
To:Goodwin, Kyle
Subject:Pelican Marsh Project- Final Environmental Site Review
Date:Thursday, July 11, 2019 10:55:37 AM
Kyle.
On May 9, 2019, I conducted a final Collier County exotic plant inspection with the contractor on the
Pelican Marsh project site. At the time of the site review, the contractor had removed all Carrotwood from
the site.
Thank you.
Tom Trettis III CSE, PWS
Senior Biologist
Direct: 239 649-4040 x 6429 ext 6429
Mobile: 239 564-5786
Fax: 239 643-5716
Tom.TrettisIII@stantec.com
Stantec
5801 Pelican Bay Boulevard Suite 300
Naples FL 34108-2709
The content of this email is the confidential property of Stantec and should not be copied, modified, retransmitted, or used for any purpose except with Stantec's written
authorization. If you are not the intended recipient, please delete all copies and notify us immediately.
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