Agenda 11/08/2022 Item #16E 3 (Contract modificatons requiring Board approval by Procurement Services)11/08/2022
EXECUTIVE SUMMARY
Recommendation to approve the administrative report prepared by the Procurement Services Division for
contractual modifications requiring Board approval.
OBJECTIVE: To promote accountability and provide transparency 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:
• 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:
0 Three (3) after the fact memos with a fiscal impact of $6,617.39 for additional services
FISCAL IMPACT: The net total for the three (3) items is $6,617.39.
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 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. 1108 After the Fact Report - FY23 (PDF)
2. 1108 After the Fact Backup - FY23 (PDF)
Packet Pg. 1236
11/08/2022
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.E.3
Doe ID: 23770
Item Summary: Recommendation to approve the administrative report prepared by the Procurement Services
Division for contractual modifications requiring Board approval.
Meeting Date: 11/08/2022
Prepared by:
Title: Business Technology Analyst, Senior — Procurement Services
Name: Sara Schneeberger
10/28/2022 9:39 AM
Submitted by:
Title: Manager - Procurement — Procurement Services
Name: Sandra Herrera
10/28/2022 9:39 AM
Approved By:
Review:
Procurement Services
Procurement Services
Office of Management and Budget
County Attorney's Office
Office of Management and Budget
County Manager's Office
Board of County Commissioners
Ana Reynoso
Level 1 Purchasing Gatekeeper
Sandra Herrera
Additional Reviewer
Debra Windsor
Level 3 OMB Gatekeeper Review
Jeffrey A. Klatzkow Level 3 County Attorney's Office Review
Christopher Johnson Additional Reviewer
Dan Rodriguez
Level 4 County Manager Review
Geoffrey Willig
Meeting Pending
Completed 10/28/2022 10:44 AM
Completed 10/28/2022 2:57 PM
Completed 10/28/2022 3:17 PM
Completed 10/31/2022 11:19 AM
Completed 11/01/2022 1:13 PM
Completed 11/02/2022 11:04 AM
11 /08/2022 9: 00 AM
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Attachment: 1108 After the Fact Report - FY23 (23770 : Procurement Services administrative reports)
1
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Instructions
After the Fact Form
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:Paul Beirnes
Division:Tourism
Division Director:Paul Beirnes
Vendor Name: Paradise Advertising & Marketing
Anriount:$2,557.39
Contract #: 20-7775
Purchase Order:4500214477
Why is this deemed a non -compliant purchase? Choose one.
Contract W]
� Ordinance 1:1
� Manual
P-Card
Other U
Details of Purchase: Explain the circumstances behind this purchase.
Paradise Advertising is requesting reimbursement of $2,557.39 for pass through costs paid to
Pinterest for ads running from 8/1/22 - 8/21/22. This project was originally approved for
$17,900.00 on 10/19/21. Prior to this invoice, $17,925.79 was billed. A revised estimate was
signed on 8/18/22 for $20,483.18, after most of the ads for this invoice aired. The County's
contract with Paradise Advertising states "The Agency will provide quotes for pre -approval and
invoices and proof of performance for each of these services/projects". Since the invoice
exceeds the original proposal amount and the proposal was revised after the invoice date,
Finance will not pay this invoice without BCC approval.
Action Required: What are you asking to be done to remedy the situation, include list of invoices if applicable?
We are asking that INV-26370 for $2,557.39 be paid as the services were provided.
Corrective/Preventive Action: What action is being taken to prevent this violation from re -occurring?
Staff has raised this issue with Paradise Advertising and reminded them that if a revision is
needed to a project estimate, work cannot continue until that revision has been signed.
The requestor affirms that to the best of their knowledge the information provided in this document is true.
Requested by:
Signature:
Date:
Division Director: Paul Beirnes
I Digitally signed by BeirnesPaul
Signature:BeirnesPau Date. 2022.10.14 17 20 41
-04'00'
Date:
Revised 06/17/2021
I Packet Pg. 1239 1
PARADISE
Paradise Advertising & Marketing, I nc.
5999 Central Avenue, Suite 302
St. Petersburg, FIL 33710
Collier County Board of County Commissioners
Paul Beirnes
Invoice
Paradise Advertising & Marketing, Inc.
Mail Payments to Lock Box Address Below:
Paradise Advertising & Marketing, Inc.
P.O. Box 161118
Altamonte Springs, Fl 32716-1118
Phone: 727-821-5155
Fax: 727-822-3722
2660 Horseshoe Dr. N. #105 Invoice #
Naples, FL 34104 Invoice Date
Due Date
Terms
Division Name Tourism Development - Naples Marco Island & The Everglades CVB
Project 2021-CCT-0988 - FY22 Always On Campaign_Pinterest—Media Buy
PO Number 4500214477
Campaign Name 21-CCT-068 - FY22 Always On Leisure Campaign
August 2022 - Final
Expenses
Expenses: $2,558.20
Expense Detail
Description Quantity —
Digital 1.00
Expense Subtotal
Discount
Overage not charged to Client
INV-26370
9/8/2022
10/23/2022
Net 45
Rate NetAmount Markup Amount
2,558.20 $2,558.20 0.00 $2,558.20
$2,558.20
Z�Z'00b.zu
$2,558.20
($0.81)
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PARADISE
Paradise Advertising & Marketing, Inc.
5999 Central Avenue, Suite 302
St. Petersburg, FL 33710
Collier County Board of County Commissioners
Paul Beimes
2660 Horseshoe Dr. N. #105
Naples, FL 34104
Invoice
Paradise Advertising & Marketing, Inc.
Mail Payments to Lock Box Address Below:
Paradise Advertising & Marketing, Inc.
P.O. Box 161118
Altamonte Springs, FI 32716-1118
Phone: 727-821-5155
Fax: 727-822-3722
Invoice #
INV-26370
Invoice Date
9/8/2022
Due Date
10/23/2022
Terms
Net 45
Invoice Total $2,557.39
Amount Due $2,557.39
Follow the instructions below to Mail check payments to the Paradise Bank Lockbox:
(1) Include invoice numbers with corresponding invoice amounts and check total.
(2) Mail check and corresponding invoice information to:
Paradise Advertising and Marketing, Inc.
PO Box 161118
Altamonte Springs, FL 32716-1118
Is] L, [W"-,Va 111i =111i 1711 1 k a pill 4M 1 L, 101107-11% 9 4 oxel i! a Ili =1 I L, VLSI D] =F-'V*61V1 W-11% & 1111.9 &a 0 1 1!j I =1111
If you are interested in paying Paradise via ACH bank transfer or have any billing/payables questions, please contact us via
email at invoices@paradiseadv.com
DO NOT MAIL CHECKS TO OUR PARADISE OFFICE ADDRESS; MAIL CHECKS ONLY TO THE LOCKBOX ADDRESS ABOVE.
THE BILLING SUMMARY INDICATES THE TOTAL BILLED TO DATE AND ANY REMAINING AMOUNT TO BILL ON THE JOB,
ONCE THE JOB IS DONE AND BILLED IN FULL, WILL IT THEN BE CLOSED.
IF JOBS ARE FINAL BILLED AND BUDGET REMAINS, THEN THE JOB IS CONSIDERED UNDER BUDGET AND NO OTHER
INVOICES SHALL BE EXPECTED.
ON JOBS THAT ARE BILLED IN FULL, ANY UNBILLED AMOUNT REMAINING MAY BE REALLOCATED TO ANOTHER JOB
AT AGENCY AND CLIENT DISCRETION AT ANY TIME DURING THE TERM WITH SOLE INTENT TO MAXIMIZE SPEND FOR
CONTRACTUAL DOLLARS AGAINST APPROVED SCOPE OF SERVICES.
Prior Invoices
Total Billed to Date
Total Estimate
Remaining to Bill
$17,925.79
$20,483.18
$20,483.18
$0.00
I Packet Pg. 1241
c'-0-it eI*--r C�o-u"ty
After the Fact Form
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: Jen Reynolds
Division: Communications, Government, & Public Affairs
Division Director: John Mullins
Vendor Name: Exploritech
Annount: $4,060.00
Contract #: NA
Purchase Order:NA
Why is this deemed a non -compliant purchase? Choose one.
Contract 1:1
� Ordinance X
� Manual
P-Card
Other
Details of Purchase: Explain the circumstances behind this purchase.
To celebrate the 1 00th Centennial of Collier County, a website was to be created showcasing its
history. Staff worked with a vendor to create this website, purchase a web domain, and host the
site. The website became active the week of September 26, 2022. Prior to activation of the site,
no Purchase Order was created and no additional quotes were received, as it was thought the
total cost would be under the $3,000.00 threshhold. The invoices have been received and the
total amount for website creation, hosting, and domain registration total $4,060.00
Action Required: What are you asking to be done to remedy the situation, include list of invoices if applicable?
Staff is asking that the vendor, who created the website in good faith, be reimbursed for the total
of the two invoices, #24853 for $1,065.00 and Invoice #24852 for $2,995.00.
Corrective/Preventive Action: What action is being taken to prevent this violation from re -occurring?
Staff is being instructed on the purchasing policies of the Division and what the Procurement
policies for Collier County entail.
The requestor affirms that to the best of their knowledge the information provided in this document is true.
Requested by:Jen Reynolds
Digitally signed by
Signature:ReynoldsJennifer RaynoldsJelionifer
D te: 2022. .21 11:26:04 -04'00'
Date:
Division Director:John Mullins
Digitally signed by M,Ilin,J,hn
Signature:MullinsJohn Dale: 2)22.10.24 08:21:15
-04'00'
Date:
Revised 06/17/2021
I Packet Pg. 1242 1
I
Exploritech, Inc.
PO Box 110399
Naples, FL 34108
INVOICE
BILL TO
Collier County Communications.
Government & Public Affairs
3299 Tamiarni Trail East - Suite 102
Naples. Florida 34112
Action:
TE—C�EIVED
OCT I g 2022
Office of the
County Manager
ACTIVITY
Cohier 100 Project
Hosting Annual
Annual Websile Hosting October 2022 through September 2023 for www.colliercountylOO.Com
Email Hosting
E-mail Hosting - #1 Account at $3.75 October 2022 through September 2023
Domain Registration - 3 Years
3 Year Domain Name Registration For CollierCountylOO.com
Domain Registration - 3 Years
3 Year Domain Name Registration For CollierlOO.com
SSL
Annual Secure Server Certificate October 2022 through September 2023 for www.rolliercountylOO.com
Credit Card Payment
To pay online go to explo6tech.com
BALANCE DUE
(e) paymentsPexploritech.com (p) 239.434.2128
Many Thanks For Your Business!
exploritech
INVOICE # 24853
DATE 1011112022
TERMS Due on receipt
OTY RATE AMOUNT i
12 50.00 600�00 (J
12 3.75 45.00 -1.
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Exploritech. Inc.
PO Box 110399
Naples, 1 34108
INVOICE
BILL TO
CoNer County Communications.
Government & Public Affairs
3299 Tamiami Trail East - Suite 102
Nai Florida 34112
ACTIVI[Y
Collier 100 Project
Action: TE—C—E I —V E �D
O-fflce of the
County Manager
Website Design
One Time Custom Responsive Design & Development, Programming, & Fuh CMS Integration -
www.colliercountylOC).com
Website Upload Fee
One Time Beta Test, DNS Transfer, Server Upload - www.colliercountyIOO.com
...........
BALANCE DUE
(e) payments@exploritech.com (p) 239.434.2128
Many Thanks For Your Business!
exploritech
INVOICE # 24852
DATE 10/1112022
TERMS Due orl receipt
aly RATE AMOUNT 1
1 2.890-00 2,890-00 (J
1 10500 10500 '%
$2,995-00
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c—'ait eI*--r C�o-u"ty
After the Fact Form
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: Robin Bain
Division: PUD-SHWMD
Division Director: Kari Hodgson
Vendor Name: Consor Engineers, LLC
Amount: $18,510.00
Contract #: 18-7432-CE
Purchase Order: 4500214879
Why is this deemed a non -compliant purchase? Choose one.
Contract W]
� Ordinance 1:1
� Manual
P-Card
Other 0_
Details of Purchase: Explain the circumstances behind this purchase.
Consor Engineers LLC was issued a PO for $99,795.00 for CEI Services for the Scalehouse Efficiency project and NTP commenced 10-25-21 with 210
days to Final Completion on 05/23/22; Consor began reviewing the project plans and Contractor submittals.
The Contractor was issued a LNTP on October 25, 2021, under which the Contractor was obtaining required permit, preparing submittals for review &
approval by the Engineer of Record and CEI, and placing orders for materials and equipment as needed. Once the Project permit was released to the
Contractor, the LNTP was closed and the NTP issued on January 21, 2022, with Final Completion on August 19, 2022.
The CEI's PO and Final Completion Date should have been extended by Change Order to match or exceed the Contractor's Final Completion date, but was
inadvertently overlooked by the County's project management team. The error was not identified until July 8th at which time the CEI was instructed by the
County's project management team to stop work on the project. The CEI's Invoice #7 had been billed through May 23, 2022, but their project management
team failed to recognize that the Final Completion Date/PO expiration (May 23, 2022) had been reached. Consor has now submitted their Invoice #8 totaling
$18,510.00 for the period after May 23 through July 8, 2022.
As of May 23, 2022 the remaining PO balance was $41,857.50.
Action Required: What are you asking to be done to remedy the situation, include list of invoices if applicable?
To obtain Board approval to pay the Consultant (Consor Engineers, LLC) who has performed the
work to the County's satisfaction. See attached PO, NTP, and supporting documents.
Once Invoice #8 is paid, the remaining balance of $23,347.50 will be released to the project fund
474-173415-763100-59005.5.3.
Corrective/Preventive Action: What action is being taken to prevent this violation from re -occurring?
We have instituted safe guards in our work flow policy to track Final Completion dates of all our
POs/NTPs well ahead of expiration to ensure we do not overlook these important dates. Our
Vendors have been reminded that it is their responsibility to ensure no work is performed outside
of the stated start and finish dates and to request timely Change Orders to extend dates in
compliance with their work scope as may be needed.
The requestor affirms that to the best of their knowledge the information provided in this document is true.
Requested by: Robin Bain
1111t111Y 11911d by R,b, E Be ` P E,
Signature:Robin E. Bain, P.E. Date 2022 10, 14 09 5235 _04-00,
Date:
Division Director: Kari Hodgson
i Digitally signed by HodgsonKari
Signature: Hod9sonKar Date 2022.10.26 17 00 11
-04'001
Date:
Revised 06/17/2021
I Packet Pg. 1245 1
0 CONSOR
5621 Banner Drive, Fort Myers, FL 33912
239-278-1992
.............. ; ....... ......................
lease rerni; payment to:
CONSOR Engineers, LLC - 15310 Park Row, Houston, TX 77084
ACH Pavment to. CIBC Bank ABA:071006486 Account No. 2764563 Federal ID: 59-3221706
Collier County
Purchasing Department
3327 Tamiami Trail East
Naples, FIL 34112
September 1, 2022
Invoice No:
Final Invoice
W219000FL.03 - 8
Project W219000FL.03 Collier County Landfill Scalehouse CEI Service Contract 18-7432-CE Project
No. 59005.5.3 PO & WO No. 4500214879
For Drofessional services Derformed throuah JuIv 8. 2022
Task 01 Task 1 Pre-Constrction Services
Billing Limits Current Prior To -Date
Total Billings 0.00 8,520.00 8,520.00
Limit 8,520.00
Total this Task
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
Task 02 Task 2 Scale House & Scale #4 Construction
Professional Personnel
Principal
Engineer
Inspector
Totals
Total Labor
Billing Limits
Total Billings
Limit
Remaining
Current
18,510.00
Hours
Rate
Amount
3.00
238.00
714.00
34.50
136.00
4,692.00
136.50
96.00
13,104.00
174.00
18,510.00
18,510.00
Prior To -Date
49,417.50 67,927.50
89,775.00
21,847.50
Total this Task 18,510.00
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
Task 99 Task 3 Reimbursable Expenses
Billing Limits Current Prior To -Date
Expenses 0.00 0.00 0.00
Limit 1,500.00
Remaining 1,500.00
Total this Task
Total this Invoice 18,510.00
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