Agenda 12/13/2022 Item #16E 7 (PSD report for contractual modifications requiring Board approval)12/13/2022
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 ga in 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.
This administrative report includes the following:
• One (1) after-the-fact memo with a fiscal impact of $4,570.00 for additional services.
o This after the fact is submitted by Parks & Recreation Division due to Conservation Collier staff
not using the proper contract for the installation of a gate and fencing around a portion of the Dr.
Robert H. Gore III Preserve project.
FISCAL IMPACT: The net total for the one (1) item is $4,570.00.
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. 1213 After the Fact Report - FY23 (PDF)
2. 1213 After the Fact Backup - FY23 (PDF)
16.E.7
Packet Pg. 2098
12/13/2022
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.E.7
Doc ID: 24004
Item Summary: Recommendation to approve the administrative report prepared by the Procurement Services
Division for contractual modifications requiring Board approval.
Meeting Date: 12/13/2022
Prepared by:
Title: Business Technology Analyst, Senior – Procurement Services
Name: Sara Schneeberger
11/28/2022 10:50 AM
Submitted by:
Title: Manager - Procurement – Procurement Services
Name: Sandra Herrera
11/28/2022 10:50 AM
Approved By:
Review:
Procurement Services Ana Reynoso Level 1 Purchasing Gatekeeper Completed 11/28/2022 1:27 PM
Procurement Services Sandra Herrera Additional Reviewer Completed 11/28/2022 3:09 PM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 11/28/2022 4:28 PM
Office of Management and Budget Susan Usher Additional Reviewer Completed 11/30/2022 9:26 AM
Office of Management and Budget Debra Windsor Level 3 OMB Gatekeeper Review Completed 12/01/2022 9:56 AM
Community & Human Services Maggie Lopez Additional Reviewer Completed 12/05/2022 11:00 AM
County Manager's Office Dan Rodriguez Level 4 County Manager Review Completed 12/06/2022 7:50 AM
Board of County Commissioners Geoffrey Willig Meeting Pending 12/13/2022 9:00 AM
16.E.7
Packet Pg. 2099
Item Page #Contract or Purchase OrderDate Description of Project Vendor Name Division ‐ DirectorFiscal Impact for Additional ServicesOutstanding Invoices Description1121-7903 450021769611/4/2022Dr. Robert H. Gore III PreserveEarth Tech Environmental Parks and Recreation - Olema Edwards$4,570.00 $4,570.00Division staff did not use the proper contract for the gate and fencing portion of the project.Meeting DateTotal number of After the Fact MemosFiscal Impact for Additional Services Outstanding Invoices12/13/2022 1 $4,570.00 $4,570.0016.E.7.aPacket Pg. 2100Attachment: 1213 After the Fact Report - FY23 (24004 : 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:
Molly DuVall
Parks and Recreation- Conservation Collier
Olema Edwards Earth Tech Environmental LLC
$4,570.00 21-7903 4500217696
Division obtained a purchase order for the removal of nuisance vegetation from 410ft of the Dr. Robert H. Gore III Preserve
as well as the installation of a gate/fencing to ensure good land management practices and control public access. Division
staff requested as part of the quote to receive an addition of a 4ft agricultural gate, 20 ft section of barbed wire fencing on
each side of the gate and two wooden sign posts to secure the access trail from trespass and non-permitted ATV access.
The quote was made pursuant to contract #21-7903 and a purchase order was issued. The work was performed by the
vendor.
The gate and fencing at the terminus of the access trail did not fall within "other preserve maintenance activities" as listed in
the contract and should have been bid to separate contractors. This was the first use of the contract 21-7903 via Earth Tech
Environmental LLC. The fencing should have been obtained via contract 18-7475.
Approve payment of the Earth Tech Environmental LLC invoice pursuant to purchase order
#4500217696 in the amount of $4,570.00.
Division staff will prevent future issues with contract #21-7903 by following the procurement
ordinance and all terms of the contract.
Molly DuVall
Olema Edwards
✔
DuVallMolly Digitally signed by DuVallMolly
Date: 2022.10.21 12:48:12
-04'00'
Olema L. Edwards Digitally signed by Olema L. Edwards
Date: 2022.11.04 11:28:58 -04'00'
16.E.7.b
Packet Pg. 2101 Attachment: 1213 After the Fact Backup - FY23 (24004 : Procurement Services administrative reports)
Office : 239-304-0030 Fax : 239-324-0054
EARTH TECH ENVIRONMENTAL
10600 Jolea Avenue
Bonita Springs, FL 34135 US
(239) 304-0030
www.eteflorida.com
INVOICE
BILL TO
Collier Co. Conservation Collier
Program
3300 Santa Barbara Blvd
Naples
FL 34106
INVOICE #8548
DATE 08/22/2022
DUE DATE 09/21/2022
TERMS Net 30
PROJECT PROJECT MANAGER PROJECT NO.
Dr. Robert H. Gore III Preserve donnb@eteflorida.com RFP #21-7903
DESCRIPTION QTY RATE AMOUNT
ITEM 00010 CON PRESERVE AREA MAINTENANCE
PO NUMBER: 4500217696
VENDOR NUMBER: 119142
Task 1.0 - Installation of 8ft Pedestrian Trail
Remove nuisance vegetation to install a 410ft x 8 ft
pedestrian trail.
Price = Machine and operator hours x number of hours to
complete task = lump sum
Skid-Steer with Attachments/Operator 6 220.00 1,320.00
Subtotal: 1,320.00
Task 2.0 - Installation of Posts & Chain + Agricultural Gate /
Fence
Install posts and chain at Connection Point 1 & install
agricultural gate/fence at Connection Point 2
Price = Materials + Labor = lump sum
Skid-Steer with Attachment/Operator 5 220.00 1,100.00
Laborer Other 20 25.00 500.00
Fence Material (Gate, Posts, Wire...etc.)1 900.00 900.00
Subtotal: 2,500.00
Task 3.0 Permit for barbed wire fence and the pedestrian
gate
Project Manager - Permit Application, Supplemental
Exhibits & Inspection Visits
8 85.00 680.00
Permit Fees 1 70.00 70.00
Subtotal: 750.00
Thank you for allowing Earth Tech Environmental LLC to provide you
and your community with environmental services.
BALANCE DUE $4,570.00
16.E.7.b
Packet Pg. 2102 Attachment: 1213 After the Fact Backup - FY23 (24004 : Procurement Services administrative reports)