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Agenda 08/09/2022 Item #16E 1 (Procurement Services Administrative reports)08/09/2022 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: • Three (3) change orders that in aggregate modify contracts by $95,584.38 and add 65 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 • Six (6) after the fact memos with a fiscal impact of $7,751.00 for additional services Approval of the following documents by the County Manager is subject to formal ratification by the Board of County Commissioners. If the decision by the County Manager is not ratified by that Board, the document(s) shall be enforceable against Collier County only to the extent authorized by law in the absence of such ratification by that Board. FISCAL IMPACT: The net total for the nine (9) items is $103,335.38. LEGAL CONSIDERATIONS: This item is approved for form and legality and requires a majority vote for Board action. 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. 0809 Change Order Report - FY22 (PDF) 2. 0809 Change Order Backup - FY22 (PDF) 16.E.1 Packet Pg. 104 08/09/2022 3. 0809 After the Fact Report - FY22 (PDF) 4. 0809 After the Fact Backup - FY22 (PDF) 16.E.1 Packet Pg. 105 08/09/2022 COLLIER COUNTY Board of County Commissioners Item Number: 16.E.1 Doc ID: 22933 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: 08/09/2022 Prepared by: Title: Business Technology Analyst, Senior – Procurement Services Name: Sara Schneeberger 07/29/2022 1:57 PM Submitted by: Title: Manager - Procurement – Procurement Services Name: Sandra Herrera 07/29/2022 1:57 PM Approved By: Review: Procurement Services Ana Reynoso Level 1 Purchasing Gatekeeper Completed 07/29/2022 4:18 PM Procurement Services Catherine Bigelow Additional Reviewer Completed 08/01/2022 7:04 AM Procurement Services Sandra Herrera Additional Reviewer Completed 08/02/2022 4:05 PM Office of Management and Budget Debra Windsor Level 3 OMB Gatekeeper Review Completed 08/02/2022 4:08 PM County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 08/04/2022 8:34 AM Office of Management and Budget Susan Usher Additional Reviewer Completed 08/04/2022 1:52 PM County Manager's Office Amy Patterson Level 4 County Manager Review Completed 08/09/2022 4:23 PM Board of County Commissioners Geoffrey Willig Meeting Pending 08/09/2022 9:00 AM 16.E.1 Packet Pg. 106 Item page #Contract/ Grant No.Change #DateProject Name Vendor Name Division ‐ Project ManagerOriginal Contract AmountCurrent Contract Amount Current Change Order AmountRevised Contract Amount% Over Board Approved AmountContract LengthChange in length (Days)Updated contract length Change in length (%)1 1 20-7683 3 7/19/2022Immokalee Airport - Security EnhancementsDEC Contracting Group, Inc.Airport Authority - Andrew Bennett$584,082.37 $595,304.47 $51,352.10 $646,656.57 8.63% 210 20 230 9.52%2 19 21-7857 1 7/25/2022Golden Gate Parkway over Santa Barbara Canal Bridge ReplacementThomas Marine Construction, Inc.Transportation Engineering - John Conti$3,527,500.00 $3,527,500.00 $44,232.28 $3,571,732.28 1.25% 226 0 226 0.00%3 24 21-7864 6 7/25/2022 ENCP Welcome Center Curran Young ConstructionFacilties Management - Dave Closas$2,965,622.28 $3,082,747.86 $0.00 $3,082,747.86 0.00% 446 45 491 10.09%Meeting Date Total number of Change OrdersTotal Dollar ChangeTotal Change in Days8/9/2022 3 $95,584.38 6516.E.1.aPacket Pg. 107Attachment: 0809 Change Order Report - FY22 (22933 : Procurement Services administrative reports) ScottTrinity Digitally signed by ScottTrinity Date: 2022.07.19 15:24:15 -04'00' 1 116.E.1.b Packet Pg. 108 Attachment: 0809 Change Order Backup - FY22 (22933 : Procurement Services administrative reports) Revised: 01/14/2021 (Divisions who may require additional signatures may include on separate sheet.)PROCUREMENT USE ONLY Admin BCC Rpt BCC ES Change Order/Amendment Summary CO# AMD# Description COST TIME Justification Additive (+) Deductive (-) Days Added New Amount 1 Additional cabinet for IT equipment $1,306.49 IT and video equipment do not fit in one cabinet and need to be secured separately 2 Adaptation of terminal doors $9,915.61 Necessary changes to meet safety and security measures 3 Changes to Code Blue equipment and replacement/repairs to conduit, cables and gates. $51,352.10 Changes in technology and equipment compatibility and repairs needed in order to maintain functionality of the security project BCC Rpt 2 16.E.1.b Packet Pg. 109 Attachment: 0809 Change Order Backup - FY22 (22933 : Procurement Services administrative reports) CHANGE ORDER #3 SUMMARY Request Description of Work Cost RCO #003 Increased gate conduit amounts, changes to Code Blue equipment 34,282.21$ RCO #004 Increase Bid Line Item #15 6,923.00$ RCO #004 Additional fiber optic cable needed to complete the actual lengths 3,506.91$ RCO #005 Replacement of unforseen damaged conduit 3,349.31$ RCO #006 Replace UTP Cable with Shielded Cable 668.96$ RCO #007 Replace 10ft of Damaged Chainlink Fence 783.46$ RCO #008 Additional area of concrete sidewalk for new Code Blue equipment 1,445.15$ RCO #009 Addition of Pedestral at Pedestrian Gate 393.10$ TOTAL 51,352.10$ 3 16.E.1.b Packet Pg. 110 Attachment: 0809 Change Order Backup - FY22 (22933 : Procurement Services administrative reports) 1560 Matthew Drive, Suite B, Fort Myers, Florida 33907 (239) 332-4322 Office · (239) 332-0180 Fax info@deccontracting.com CGC1526430 February 25, 2022 Request for Change Order Project: 20-066 Immokalee Regional Airport Security RCO No. 003 Description: Work Directive # 1 To: Kevin McCauley Atkins 1514 Broadway Suite 202 Fort Myers, Fl 33901 Items: Description Amount 1 Work Directive # 1 $32,840.99 Markups: Rate 1 5% $1,441.22 Totals: Items $32,840.99 Markup $1,441.22 $34,282.21 Supporting Documents: RCO 003 Breakdown and Backup 4 16.E.1.b Packet Pg. 111 Attachment: 0809 Change Order Backup - FY22 (22933 : Procurement Services administrative reports) FEBRUARY 25, 2022 IMMOKALEE AIRPORT SECURITY IMP. Contract No: 20-7683 RCO 003 WORK DIRECTIVE # 1 REVISION 2 ITEM NO. DESCRIPTION SUBCONTRACTOR MATERIAL LABOR EQUIP. TAX SUB-MARKUP SUBTOTAL 1 CONDUIT CHANGES PER WD # 1 AIS $1,500.00 $2,106.55 $0.00 $105.00 $360.65 $4,072.20 2 EQUIPMENT CHANGES PER WD # 1 PLUGSMART $16,317.92 $8,900.00 $1,029.08 $2,521.79 $28,768.79 Item Sub Total:17,817.92 11,006.55 0.00 1,134.08 2,882.45 Sub Total Material, Labor &Equip: $28,824.47 5% GC Mark - Up Material, Labor & Equip.: $1,441.22 Sub Total Tax & Sub-Markup:$4,016.52 Total:$34,282.21 5 16.E.1.b Packet Pg. 112 Attachment: 0809 Change Order Backup - FY22 (22933 : Procurement Services administrative reports) BID LINE ITEMPAY ITEM DESCRIPTIONUNIT UNIT PRICE CO QTY CO COSTIncrease Bid Line #1527 10 008 1W2" FIBER OPTIC DUCTLF 9.89$700 6,923.00$Additional Fiber Optic CablePlugsmart Quote1360 3,358.39$5% markup on subcontractor on $2,970.34markup on labor & materials only (nottax or submarkup)148.52$10,429.91$CHANGE ORDER 3RCO 4 SUMMARY616.E.1.bPacket Pg. 113Attachment: 0809 Change Order Backup - FY22 (22933 : Procurement Services administrative reports) 1560 Matthew Drive, Suite B, Fort Myers, Florida 33907 (239) 332-4322 Office · (239) 332-0180 Fax info@deccontracting.com CGC1526430 February 25, 2022 Request for Change Order Project: 20-066 Immokalee Regional Airport Security RCO No. 00 Description: Additional Fiber Duct & Fiber Overrun To: Kevin McCauley Atkins 1514 Broadway Suite 202 Fort Myers, Fl 33901 Items: Description Amount 1 Add. Fiber Duct & Fiber Overrun $10,281.39 Markups: Rate 1 5% $148.2 Totals: Items $10,281.39 Markup $148.2 $10,429.91 Supporting Documents: RCO 004 Breakdown & Backup 7 16.E.1.b Packet Pg. 114 Attachment: 0809 Change Order Backup - FY22 (22933 : Procurement Services administrative reports) FEBRUARY 25, 2022 IMMOKALEE AIRPORT SECURITY IMP. Contract No: 20-7683 RCO 004 FIBER OVERRUN ITEM NO. DESCRIPTION SUBCONTRACTOR SUBCONTRACTOR UNIT COST QUANTITY UNIT COST BID FORM SUBTOTAL 1 FIBER OVERRUN (FIBER DUCT)700.00 $9.89 $6,923.00 ITEM NO. DESCRIPTION SUBCONTRACTOR MATERIAL LABOR EQUIP. TAX SUB-MARKUP SUBTOTAL 2 FIBER OVERRUN (FIBER)PLUGSMART $1,300.34 $1,670.00 $91.02 $297.03 $3,358.40 Item Sub Total:1,300.34 1,670.00 0.00 91.02 297.03 Sub Total Material, Labor &Equip: $2,970.34 5% GC Mark - Up Material, Labor & Equip.: $148.52 Sub Total Tax & Sub-Markup:$388.05 Subtotal Unit Price Incl. Markup: $6,923.00 Total:$10,429.91 8 16.E.1.b Packet Pg. 115 Attachment: 0809 Change Order Backup - FY22 (22933 : Procurement Services administrative reports) 1560 Matthew Drive, Suite B, Fort Myers, Florida 33907 (239) 332-4322 Office · (239) 332-0180 Fax info@deccontracting.com CGC1526430 February 25, 2022 Request for Change Order Project: 20-066 Immokalee Regional Airport Security RCO No. 005 Description: Unforeseen Damaged Conduits To: Kevin McCauley Atkins 1514 Broadway Suite 202 Fort Myers, Fl 33901 Items: Description Amount 1 Unforeseen Damaged Conduits $3,207.80 Markups: Rate 1 5% $141.51 Totals: Items $3,207.80 Markup $141.51 $3,349.31 Supporting Documents: RCO 005 Breakdown & Backup 9 16.E.1.b Packet Pg. 116 Attachment: 0809 Change Order Backup - FY22 (22933 : Procurement Services administrative reports) JUNE 15, 2021 IMMOKALEE AIRPORT SECURITY IMP. Contract No: 20-7683 RCO 005 UNFORESEEN DAMAGED CONDUIT ITEM NO. DESCRIPTION SUBCONTRACTOR MATERIAL LABOR EQUIP. TAX SUB-MARKUP SUBTOTAL 1 UNFORESEEN DAMAGED CONDUIT AIS $1,350.26 $1,480.00 $0.00 $94.52 $283.03 $3,207.80 Item Sub Total:1,350.26 1,480.00 0.00 94.52 283.03 Sub Total Material, Labor &Equip: $2,830.26 5% GC Mark - Up Material, Labor & Equip.: $141.51 Sub Total Tax & Sub-Markup:$377.54 Total:$3,349.31 10 16.E.1.b Packet Pg. 117 Attachment: 0809 Change Order Backup - FY22 (22933 : Procurement Services administrative reports) 1560 Matthew Drive, Suite B, Fort Myers, Florida 33907 (239) 332-4322 Office · (239) 332-0180 Fax info@deccontracting.com CGC1526430 February 25, 2022 Request for Change Order Project: 20-066 Immokalee Regional Airport Security RCO No. 006 Description: SI-02 Cisco Wireless Communications To: Kevin McCauley Atkins 1514 Broadway Suite 202 Fort Myers, Fl 33901 Items: Description Amount 1 SI-02 Cisco Wireless Comm $640.87 Markups: Rate 1 5% $28.09 Totals: Items $640.87 Markup $28.09 $668.96 Supporting Documents: RCO 006 Breakdown and Backup 11 16.E.1.b Packet Pg. 118 Attachment: 0809 Change Order Backup - FY22 (22933 : Procurement Services administrative reports) FEBRUARY 25, 2022 IMMOKALEE AIRPORT SECURITY IMP. Contract No: 20-7683 RCO 006 SI-02 CISCO WIRELESS COMM REV. ITEM NO. DESCRIPTION SUBCONTRACTOR MATERIAL LABOR EQUIP. TAX SUB-MARKUP SUBTOTAL 1 SI-02 PLUGSMART $326.81 $235.00 $0.00 $22.88 $56.18 $640.87 $0.00 $0.00 $0.00 Item Sub Total:326.81 235.00 0.00 22.88 56.18 Sub Total Material, Labor &Equip: $561.81 5% GC Mark - Up Material, Labor & Equip.: $28.09 Sub Total Tax & Sub-Markup:$79.06 Total:$668.96 12 16.E.1.b Packet Pg. 119 Attachment: 0809 Change Order Backup - FY22 (22933 : Procurement Services administrative reports) 1560 Matthew Drive, Suite B, Fort Myers, Florida 33907 (239) 332-4322 Office · (239) 332-0180 Fax info@deccontracting.com CGC1526430 February 24, 2022 Request for Change Order Project: 20-066 Immokalee Regional Airport Security RCO No. 007 Description: Repair Chain Link Fencing To: Kevin McCauley Atkins 1514 Broadway Suite 202 Fort Myers, Fl 33901 Items: Description Amount 1 Chain Link Fence Repair $750.00 Markups: Rate 1 5% $33.47 Totals: Items $750.00 Markup $33.47 $783.46 Supporting Documents: RCO 007 Breakdown and Backup 13 16.E.1.b Packet Pg. 120 Attachment: 0809 Change Order Backup - FY22 (22933 : Procurement Services administrative reports) FEBRUARY 24, 2022 IMMOKALEE AIRPORT SECURITY IMP. Contract No: 20-7683 RCO 007 FENCE REPAIR ITEM NO. DESCRIPTION SUBCONTRACTOR MATERIAL LABOR EQUIP. TAX SUB-MARKUP SUBTOTAL 1 FENCE REPAIR CARTER $194.44 $475.00 $0.00 $13.61 $66.94 $750.00 Item Sub Total:194.44 475.00 0.00 13.61 66.94 Sub Total Material, Labor &Equip: $669.44 5% GC Mark - Up Material, Labor & Equip.: $33.47 Sub Total Tax & Sub-Markup:$80.56 Total:$783.46 14 16.E.1.b Packet Pg. 121 Attachment: 0809 Change Order Backup - FY22 (22933 : Procurement Services administrative reports) 15 16.E.1.b Packet Pg. 122 Attachment: 0809 Change Order Backup - FY22 (22933 : Procurement Services administrative reports) 16 16.E.1.b Packet Pg. 123 Attachment: 0809 Change Order Backup - FY22 (22933 : Procurement Services administrative reports) 1560 Matthew Drive, Suite B, Fort Myers, Florida 33907 (239) 332-4322 Office · (239) 332-0180 Fax info@deccontracting.com CGC1526430 February 24, 2022 Request for Change Order Project: 20-066 Immokalee Regional Airport Security RCO No. 009 Description: Pedestal at Pedestrian Gate (RFI 005 Response) To: Kevin McCauley Atkins 1514 Broadway Suite 202 Fort Myers, Fl 33901 Items: Description Amount 1 Pedestal at Pedestrian Gate $376.37 36 Markups: Rate 1 5% $16.73 Totals: Items $376.37 Markup $16.73 $393.10 Supporting Documents: RCO 009 Breakdown and Backup 17 16.E.1.b Packet Pg. 124 Attachment: 0809 Change Order Backup - FY22 (22933 : Procurement Services administrative reports) FEBRUARY 24, 2022 IMMOKALEE AIRPORT SECURITY IMP. Contract No: 20-7683 RCO 009 PEDESTAL AT PEDESTRIAN GATE ITEM NO. DESCRIPTION SUBCONTRACTOR MATERIAL LABOR EQUIP. FREIGHT SUB-MARKUP SUBTOTAL 1 PEDESTAL AT PEDESTRIAN GATE DRAFT $334.55 $0.00 $41.82 $376.37 Item Sub Total:334.55 0.00 0.00 41.82 0.00 Sub Total Material, Labor &Equip: $334.55 5% GC Mark - Up Material, Labor & Equip.: $16.73 Sub Total Tax & Sub-Markup:$41.82 Total:$393.10 18 16.E.1.b Packet Pg. 125 Attachment: 0809 Change Order Backup - FY22 (22933 : Procurement Services administrative reports) ThomasMatthew Digitally signed by ThomasMatthew Date: 2022.07.22 07:58:37 -04'00'7/22/22 7/19/22 19 216.E.1.b Packet Pg. 126 Attachment: 0809 Change Order Backup - FY22 (22933 : Procurement Services administrative reports) AhmadJay Digitally signed by AhmadJay Date: 2022.07.22 09:53:45 -04'00' 20 16.E.1.b Packet Pg. 127 Attachment: 0809 Change Order Backup - FY22 (22933 : Procurement Services administrative reports) 21 16.E.1.b Packet Pg. 128 Attachment: 0809 Change Order Backup - FY22 (22933 : Procurement Services administrative reports) 22 16.E.1.b Packet Pg. 129 Attachment: 0809 Change Order Backup - FY22 (22933 : Procurement Services administrative reports) 23 16.E.1.b Packet Pg. 130 Attachment: 0809 Change Order Backup - FY22 (22933 : Procurement Services administrative reports) 24 316.E.1.b Packet Pg. 131 Attachment: 0809 Change Order Backup - FY22 (22933 : Procurement Services administrative reports) 25 16.E.1.b Packet Pg. 132 Attachment: 0809 Change Order Backup - FY22 (22933 : Procurement Services administrative reports) 26 16.E.1.b Packet Pg. 133 Attachment: 0809 Change Order Backup - FY22 (22933 : Procurement Services administrative reports) Item Page #Contract or Purchase Order Date Description of Project Vendor Name Division - Director Fiscal Impact for Additional Services Outstanding Invoices Description 1 1 NA 7/13/2022 Ambulance Parts LiquidSprings LLC Fleet Management - Dan Croft $3,678.96 $3,678.96 Division staff purchased these parts prior to having an approved waiver in place. 2 3 NA 7/19/2022 Liftmore Crane Parts Reading Truck Equipment, LLC Fleet Management - Dan Croft $3,514.83 $3,514.83 Division staff purchased these parts without obtaining 3 quotes as required by the ordinance. 3 5 16-6563 4500206756 7/19/2022 TDC Research Services Research Data Services, Inc.Tourism - Paul Beirnes $0.00 $10,066.67 Division staff did not increase their purchase order to cover the final invoice prior to the contract expiration date. 4 7 4500218064 7/20/2022 Pump Rentals Sunbelt Rentals, Inc. Road Maintenance - Gerald Kurtz $557.21 $3,417.88 Division staff did not request 3 quotes, as required by the ordiance, when their single quote purchase order exceeded the $3,000 threshold. 5 9 NA 7/25/2022 Walkway Repair Affordable Welding Fabrication & Repair Facilities Management - Ed Finn $0.00 $1,875.00 Division staff did not obtain an itemized invoice as required by the Purchasing Card Policy. 6 11 19-7615 4500201457 7/29/2022 Big Corkscrew Island Regional Park Astra Construction Services, LLC Facilities Management - Ed Finn $0.00 $2,150,889.94 Division staff did not submit a change order to extend the final completion date prior to the expiration of the contract. Meeting Date Total number of After the Fact Memos Fiscal Impact for Additional Services Outstanding Invoices 8/9/2022 6 $7,751.00 $2,173,443.28 16.E.1.c Packet Pg. 134 Attachment: 0809 After the Fact Report - FY22 (22933 : Procurement Services administrative reports) After the Fact Form Revised 06/17/2021 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: Mark Cupito Fleet Management Dan Croft LiquidSprings LLC $3,678.96 NA NA Parts for a work order and stock were purchased. These parts are needed to repair the Ambulances. At the time of the purchase, I believed that we had an approved sole source waiver, but did not. Authorization to approve the p-card transaction for invoice #0049334-IN, in the amount of $3,678.96. All transactions over $3000.00 will need to have 3 quotes or a sole source exemption which will be checked by the card holder before purchase. Mark Cupito Dan Croft 07/13/22 ✔ CupitoMark Digitally signed by CupitoMark Date: 2022.07.13 06:09:17 -04'00' CroftDan Digitally signed by CroftDan Date: 2022.07.13 10:18:00 -04'00' 1 116.E.1.d Packet Pg. 135 Attachment: 0809 After the Fact Backup - FY22 (22933 : Procurement Services administrative reports) t-I -< LICIUIDSPFING' Page lnvoice lnvolce l{umbo.: lnvolco Oato: 0049334-tN 612912022 LiquidSpring, LLC 4899 E 400 South Lafayette, lN 47905 l76s) 474-7816 Order l{ulnber: Ordo. O.to: Salegpel3on: Curtomgr Numboii Tracklng l{o3: Shlp To: Collier County Fleet 2901 County Barn Rd Naples. FL 34112 0046272 6129/2022 HOUS 10-coL001 12RE55850399133076; Sold To: Collier County Fleet 3295 Tamiami Trail East Naples, FL 34112 Confi.m To: Customer P.O Shlp vlA UPS GROUND Cust Ship Acct No.Telma Credit Card F.O.B. Item Code Item Description Ordered Shipp€d Back Ordored Prico 11863S Kit, Service, PM, 500W LP 2 2 0 1,810.00 3,620.00 LiquidSpring LLC. 10400 Pioneer Blvd.. Suite 1 Santa Fe Springs, CA 90670 Net lnvoice: Less Discounl: Freighl: Sales Tax: lnvolce lotal: 3.620.00 0.00 58.96 0.00 Please Remit Payment to: 3.678.96 2 16.E.1.d Packet Pg. 136 Attachment: 0809 After the Fact Backup - FY22 (22933 : Procurement Services administrative reports) After the Fact Form Revised 06/17/2021 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: 3 216.E.1.d Packet Pg. 137 Attachment: 0809 After the Fact Backup - FY22 (22933 : Procurement Services administrative reports) 4 16.E.1.d Packet Pg. 138 Attachment: 0809 After the Fact Backup - FY22 (22933 : Procurement Services administrative reports) After the Fact Form Revised 06/17/2021 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 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: Jen Reynolds Tourism Paul Beirnes Research Data Services $10,066.67 #4600004105 4500206756 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? We are requesting the final invoice of September 2021 for contract #4600004105 in the amount of $10,06 .67 be paid. Corrective/Preventive Action: What action is being taken to prevent this violation from re-occurring? Staff will more closely Jen Reynolds Paul Beirnes ReynoldsJennifer Digitally signed by ReynoldsJennifer Date: 2022.07.19 11:23:11 -04'00' BeirnesPaul Digitally signed by BeirnesPaul Date: 2022.07.19 12:00:19 -04'00' 5 316.E.1.d Packet Pg. 139 Attachment: 0809 After the Fact Backup - FY22 (22933 : Procurement Services administrative reports) RESEARCH DATA SERVICES, INC. 2612 WEST LYKES COURT • TAMPA, FLORIDA 33611 TEL (813) 254-2975 INVOICE Collier Board of County Commissioners September 15, 2021 Clerk of Courts Finance Office Contract #: 16-6563 Attn: Accounts Payable P.O. #: 4500206756 3299 Tamiami Trail East Vendor: 117107 Suite 700 Naples, Florida 34112-5749 BCCAPCLERK@collierclerk.com RE:Naples, Marco Island, Everglades Convention and Visitors Bureau: September 2021 Research Invoice #: 21-3314 2019 – 2021 Research Services for Tasks 1a - 5 in accordance with contract dated April 12, 2016: Monthly Total TDC Research Services: September 2021 .... $10,066.67 TOTAL DUE THIS INVOICE..................................................... $10,066.67 I hereby certify that this is in conformance with the contractual agreement between COLLIER COUNTY and RESEARCH DATA SERVICES, INC. dated April 12, 2016. Claire Klages Chief Operating Officer PLEASE NOTE CHANGE OF ADDRESS RESEARCH DATA SERVICES, INC. 2612 West Lykes Court Tampa, Florida 33611 (813) 254-2975 EMAIL: wjklages@klagesgroup.com 6 16.E.1.d Packet Pg. 140 Attachment: 0809 After the Fact Backup - FY22 (22933 : Procurement Services administrative reports) After the Fact Form Revised 06/17/2021 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: Robert Worthington Road Maintenance Gerald Kurtz (delegated authority Marshal Miller)Sunbelt Rentals $3,417.88 N/A 4500218064 A single quote was requested to rent three pumps with accessories for two weeks for a weather event to prevent flooding. PO 4500218064 was opened for $2,860.67. Staff extended the rental period due to continual weather events which increased the rental costs to $3,417.88. Three quotes were not obtained as required by the Ordinance. Authorize PO 4500218064 to be increased by $557.21 and approve payment of Invoice No. 126628437-001 - $3,417.88. Staff recently received quote training and is now fully aware if the original quoted prices change, then the procurement ordinance must be followed by obtaining three quotes ensuring the lowest prices from responsive and responsible vendors. Robert Worthington 7/20/2022 Marshal Miller on behalf of Gerald Kurtz 7/20/2022 WorthingtonRobert Digitally signed by WorthingtonRobert Date: 2022.07.20 12:54:43 -04'00' MillerMarshal Digitally signed by MillerMarshal Date: 2022.07.20 13:04:34 -04'00' 7 416.E.1.d Packet Pg. 141 Attachment: 0809 After the Fact Backup - FY22 (22933 : Procurement Services administrative reports) 8 16.E.1.d Packet Pg. 142 Attachment: 0809 After the Fact Backup - FY22 (22933 : Procurement Services administrative reports) After the Fact Form Revised 06/17/2021 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: Chris Cousins Facilities Management Ed Finn Affordable Welding $1,875 NA NA On 1/13/21, Waste Management accidentally drove their vehicle into the County/Naples Jail dumpster walkway. Affordable Welding was contacted to provide a proposal to make an urgent repair to the walkway to make it safe for use by Collier County staff. Jail personnel advised that they would be creating an claim for the incident. Unknowingly to County staff, Affordable Welding had already communicated directly with Naples Jail staff who advised the vendor to proceed with the repair. Facilities Management staff was later contacted by the vendor advising they were not paid. Facilities attempted to work with Jail staff for payment and also discovered the Jail claim was not created. Facilities staff contacted Risk to discuss placing a claim, but it was well past the incident date and appropriate timeline to make a claim. Payment for the equipment was made and the vendor did not provide an itemized invoice as required by the p-card policy. That the board authorize payment to Affordable Welding for the agreed-upon amount of $1,875 relative to the urgent repair of the County/Naples Jail dumpster walkway. Facilities Management staff will work with due diligence to ensure all BCC and CCSO staff understand and follow BCC policy for vendor usage, approval of work and invoicing. In addition, Facilities Management staff will exhibit due care when monitoring job progress and vendor communication in order to minimize after-the-fact procurement actions. Chris Cousins Ed Finn ✔ CousinsChris Digitally signed by CousinsChris Date: 2022.07.25 10:55:02 -04'00' FinnEd Digitally signed by FinnEd Date: 2022.07.25 18:44:22 -04'00' 9 516.E.1.d Packet Pg. 143 Attachment: 0809 After the Fact Backup - FY22 (22933 : Procurement Services administrative reports) 10 16.E.1.d Packet Pg. 144 Attachment: 0809 After the Fact Backup - FY22 (22933 : Procurement Services administrative reports) After the Fact Form Revised 06/17/2021 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: 11 616.E.1.d Packet Pg. 145 Attachment: 0809 After the Fact Backup - FY22 (22933 : Procurement Services administrative reports) 12 16.E.1.d Packet Pg. 146 Attachment: 0809 After the Fact Backup - FY22 (22933 : Procurement Services administrative reports) 1316.E.1.dPacket Pg. 147Attachment: 0809 After the Fact Backup - FY22 (22933 : Procurement Services administrative reports) 1416.E.1.dPacket Pg. 148Attachment: 0809 After the Fact Backup - FY22 (22933 : Procurement Services administrative reports) 1516.E.1.dPacket Pg. 149Attachment: 0809 After the Fact Backup - FY22 (22933 : Procurement Services administrative reports) 1616.E.1.dPacket Pg. 150Attachment: 0809 After the Fact Backup - FY22 (22933 : Procurement Services administrative reports) 1716.E.1.dPacket Pg. 151Attachment: 0809 After the Fact Backup - FY22 (22933 : Procurement Services administrative reports)