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Agenda 2/14/2023 Item #16E 2 (Promote accountability and provide transparency to the public and gain the Board's approval/retification for various procurment-related transactions)16.E.2 02/ 14/2023 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. This administrative report includes the following: • Five (5) after the fact memos with a fiscal impact of $14,963.45 for additional services 1. This after the fact is submitted by the EMS Division due to staff not opening a valid purchase order prior to purchasing EMS medications. 2. This after the fact is submitted by the Facilities Management Division due to staff not opening a valid purchase order prior to requesting services. 3. This after the fact is submitted by the Public Transit & Neighborhood Enhancement Division due to staff requesting these services under the incorrect contract and did not obtain three quotes. 4. This after the fact is submitted by the Transportation Engineering Division due to staff not processing a change order to extend time prior to the expiration of the contract. 5. This after the fact is submitted by the Information Technology Division due to staff not obtaining an approved Exemption prior to ordering training credits. FISCAL IMPACT: The net total for the five (5) items is $14,963.45. 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) 1.0214 After the Fact Report - FY23 (PDF) Packet Pg. 1149 16. E.2 02/ 14/2023 2.0214 After the Fact Backup - FY23 (PDF) Packet Pg. 1150 16. E.2 02/14/2023 COLLIER COUNTY Board of County Commissioners Item Number: 16.E.2 Doc ID: 24533 Item Summary: Recommendation to approve the administrative report prepared by the Procurement Services Division for contractual modifications requiring Board approval. Meeting Date: 02/14/2023 Prepared by: Title: Business Technology Analyst, Senior — Procurement Services Name: Sara Schneeberger 01/27/2023 4:14 PM Submitted by: Title: Manager - Procurement — Procurement Services Name: Sandra Herrera 01/27/2023 4:14 PM Approved By: Review: Procurement Services Procurement Services Office of Management and Budget County Attorney's Office Community & Human Services 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 Maggie Lopez Additional Reviewer Susan Usher Additional Reviewer Dan Rodriguez Level 4 County Manager Review Geoffrey Willig Meeting Pending Completed 01/27/2023 4:16 PM Completed 01/30/2023 9:26 AM Completed 01/30/2023 9:28 AM Completed 01/30/2023 9:51 AM Completed 01/30/2023 3:45 PM Completed 02/02/2023 1:02 PM Completed 02/07/2023 12:56 PM 02/14/2023 9:00 AM Packet Pg. 1151 2 w a (ssoda a|e�#mmWp s mmeS luaweinDOJd:E£ 'PZ)EzA]-:podell pe.1 alje!!¥■�Z :Iueet4oen¥ ;o } / \§ o \ _ / } > �# 0 _ k\ - - !E § a§ \/ \\ \0 \\ \\ } (5 ) k -LD ALU )! & \ ; - 2 § 10 } , » ! e _ � ! $f (o a2 f _ / kƒ k\ -L. - ! +£ - 2 2 § _ § 0/ / � 0 1 Coitie-r 4CO-14"ty 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: Cherie DUBOck Division: EMS Division Director: Tabatha Butcher vendor Name: Henry Schein Inc. Amount: $252.70 Contract #: N/A Purchase Order: N/A 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. Vendor was provided an invalid PO that only covers expendables. This purchase is for medications and requires a waiver driven purchase order. Invoicing occurred during time when employee normally overseeing these requests left the division and person assuming role was still learning process. Action Required: What are you asking to be done to remedy the situation, include list of invoices if applicable? Authorization to pay invoice # 26895951 in the amount of $252.70 Corrective/Preventive Action: What action is being taken to prevent this violation from re -occurring? Ensure that division staff becomes more familiarized with contracts in place. The requestor affirms that to the best of their knowledge the information provided in this document is true. Requested b 4 by:Cherie D u B o c k Signature: DuBoCk Date:igit 2022.,2.1b, CherieuB-1, y Digitally signed by Cherie DuBock Date: 12/ 15/2 2 Division Director: Tabatha Butcher S ig natu re: B utche rTa bath a D19e 202ally l912.27ned 8575Butcher-05'00z Date 2022.1Z2708:57:52-OS'00' Date: Revised 06/17/2021 Packet Pg. 1153 2 0"Her SCHaw MEDICAL EMS 135 Dur"S lined r Melanie. MY 11747 1.1014iL4346 INVOICE 010000122376526695451110000000000252701014223 ShlplSoWft 1223767 Rotol lnCur&wYs of er M0 NOIDWS FL 34113 90US Bill -To: 1223765 Copier Co Bd Of COMM 3299 TamanK Trl E Ste 700 Ann Full-" Depenmeni Naples. FL 34112-5749 16778 1 AB 0.491 E0204 10366 09799705451 S2 P9313NI 0003:0004 r111�1'I"I��I�'1"I'1"1�'fl'f�'I�'1111'I�Ifr�IIIIrIlll111111h� COLLIER CO E10 OF COMM [,,* a Date Due Deft I Woice Tc Attn Finance DeparbWf 20OWN1 10114M 11/13/22 $252.71 3299 TAMtAMI TRL E STE 700 Pumhaae Order/ Payment Terms NAPL ES FL 34112-5749 7645022OB74 Invvroo Dale + 30 days Customer DEAN Custonwr State Rw F_ FT3556733 ME30891 HSI Federal 100 -T HSI DdrB4 11.3136595 UWT UT. am rprt PIKI AID. IF Th(e is e bllebwdataa slnpnwnt £ur order3r01340 otlWWW kwo"c '207Mlf COLLIER COUNTY EMS RANDY FRANKLIN 239-252-3786 EMSSUPPL YQCOLLIERGOV NET 1 127.7967 10/B% !4'lidandaul I Wl- Inj 5DV ImL Smg/ml. 16 10 P MN M2 • ^�. ' 252.'ll I AFDC Usvy r.iL& £,7 aarOD 23a9 U T SEE TERMS OF SALE FOR (DSCSA) COAfUVJCE MESSAGE DETAILS SEE TERMS OF SALE FOR (OSCSA) COUNAkNCE 6ESSAGE DETARS SPECIAL CON TRACT PRICE M 04 LL MERCHANDISE TOTAL $252.70 0- INVOICE TOTAL $252 70 Y Ta m ca LL t r L Q r 04 Purser/lrteearerainiTertlee�>Yeleeli1lydrerelt Jlwrr vrwmipx,imInd iny.,tm,merobftsd1 d1omme£retwit+- C 01� Ite�e eee Yleerrlf111/ 1elnlbe r1' nreece• � Thank you for your order! E t Sf�1pTer/ T607 Bpi To/ Invoices Ilrve"DeIM Inv Was Total COME w � STATUE MYv •-+rn.w�5%orsirs sneer �"` r t 1223785 2fi89595t 1Gtt4i� $252,70 ��, DrsA+hYirrt IYn, ro k-", —Wbw 1P.. WA-5ft " IronW60ft bMdWAW Orders Order Date 0 of Boxers PON �.nq sn.eerOro nrm.00ft- 34�Mrsr�Mv891340 1 a11/22 1r6 450220874,�,a,a, Ckr Fbn s , ,,,� L. av �s wnt�rale�PA 717 ttluaM11r1ui err+ M000em Please remit payments to Henry Schein, Inc. Box 371952 Pittsburgh. PA 15230-7952 (IS Page I of 1 W030004 1 Packet Pg. 1154 CojCie-r Co-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. RequesterName:Kevin Brock Division:Facilities Management Division Director:John McCormick Vendor Name:SERVPRO of Naples/Marco Island Amount:10,210.75 Contract#:N/A PurchaseOrder:N/A Why is this deemed a non -compliant purchase? Choose one. Contract Ordinance Manual Z P-Card Other ❑ Details of Purchase: Explain the circumstances behind this purchase. Facilities Management was contacted by Road Maintenance Immokalee and informed that the water heater had leaked and flooded the building and that water extraction and remediation would be required. We contacted the Operations Supervisor who was unable to provide contact information for this service, therefore to protect the County Building from incurring more damage I contacted SERVPRO of Naples/Marco Island who responded and provided Water extraction and remediation service. Action Required: What are you asking to be done to remedy the situation, include list of invoices if applicable? That the board authorize payment to SERVPRO for invoice 149609 in the amount of $10,210.75. Corrective/Preventive Action: What action is being taken to prevent this violation from re -occurring? Facilities Management staff will work with due diligence to receive additional training on contract documentation requirements. As a business process improvement in our Division, proper procedure for work issuance will be done per purchasing policy, and contractual language. The requestor affirms that to the best of their knowledge the information provided in this document is true. Requested by: Kevin Brock Digitally signed by Kevin Brock Signature:Kevin Brock Date: 2022.11.2815:42:30 Date:11/28/22 -05'00' Division Director: John McCormick, PE Digitally signed by Signature:McCormickJohn MccormlckJohn Date: 2023.01.19 09:59*15 Date: -05'00' Revised 06/17/2021 Packet Pg. 1155 51 Servpro of Naples/ Marco Island 2900 Horseshoe Dr S 1400 Naples, FL 34104 239-302-5700 Production@servpro10282.com BILL TO Collier County 415 Sgt Joe Jones Road Immokalee, FL 34142 DESCRIPTION 4 Water Remed Water Restoration Unless otherwise specified on this invoice, payment is due in full upon completion of service. Interest will be charged at the maximum allowable by law, or 1.5% per month, whichever is greater on accounts over 30 days past due. Please make checks payable to Servpro of Naples/Marco Island. Thank you for your business! Fire & Water - Cleanup & Restorations'' DATE 10/12/2022 10,210.75 Packet Pg. 1156 CojCie-r Co-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: Dan Schumacher Division: TMSD / PTNE Division Director: Michelle Arnold vendor Name: Mettauer Environmental Amount: $8,291.48 contract #: 16-7038R Purchase Order: 4500213930 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. Mettauer Environmental (ME) has performed Aquatic Weed Control & Lake Fountain Maintenance in the Forest Lakes MSTU under County contract 16-7038R since 2018 with favorable results and no price increase. Based on past practices, the project manager requested maintenance and repair services from Mettauer for three (3) fountains (aerators) and LED lamp replacement(s) in the Forest Lakes MSTU community. Upon their arrival it was determined that only one of the 3 fountains could be maintained and the other 2 had to be replaced. The Project Manager requested a quote from Mettauer to purchase and install 2 fountains and associated equipment to replace the ones that were degraded to the point of requiring replacement. The quote was submitted as requested and the Project Manager approved Mettauer's estimate for replacement of 2 fountains without seeking quotes from other vendors. Utilizing 16-7038R, the MSTU Project Manager incorrectly did not seek three quotes for the fountains though the initial quoted unit price exceeded $3,000. Between the time of the initial Mettauer estimate, processing of an increase to the maintenance PO, and Mettauer's purchase of the fountains, the unit cost increased from $3,350.00 to $3,810.74. Mettauer contacted the Project Manager prior to purchasing the fountain and equipment to notify of the cost increase. Given the prevalent equipment shortages and rapidly escalating prices at that time, the Project Manager verbally directed Mettauer to proceed with the purchase; this to avoid potentially even higher cost if the purchase was delayed. A Cost Reasonableness analysis has been prepared and demonstrates that the fountain and associated equipment cost charged by Mettauer is reasonable because it is lower than all of the three alternate vendor quotes obtained. Action Required: What are you asking to be done to remedy the situation, include list of invoices if applicable? A request is being made to make payment to Mettauer for the equipment purchased and the services rendered to replace two fountains as they acted at the direction of the Project Manager. A Cost Reasonableness analysis has been completed which demonstrates that the fountain unit price invoiced by Mettauer is lower than all of the three alternate vendor quotes obtained after the fact. The analysis has been provided as back-up to this request. It is requested that Invoice # 2471 submitted by Mettauer Environmental in the amount of $8,291.48 be approved for payment. Corrective/Preventive Action: What action is being taken to prevent this violation from re -occurring? The Project Manager will be sure to verify what services are covered under maintenance contracts prior to requesting services from the vendors. Additionally, the Project Manager will obtain three -quotes when a component cost exceeds the $3,000 cap. All these steps will be performed before proceeding. The requestor affirms that to the best of their knowledge the information provided in this document is true. Requested by: Dan Schumacher, MSTU Project Manager Digitally signed by Signature:SchumacherClan schumacherDan Date:12/05/22 Date: 2022.12.05 17:13:22-05'00' Division Director: Michelle Arnold Digitally signed by arn,ld_, Signature:arnold m Date: 2022.12.0609:21:23 Date:12/06/2022 -05'00' Revised 06/17/2021 Packet Pg. 1157 X Mettauer Environmental INVOICE TO: PO Box 1030 Alva, FL 33920 (239) 728-1814 Lic# CGC1523027 Collier County BOCC Attn: Accounts Payable 3299 Tamiami Trail East Suite 700 Naples, FL 34112-5749 INVOICE INVOICE NUMBER: 2471 DATE: 5/13/2022 P.O. NUMBER: 4500213930 ME .lob # 22105 SITE DESCRIPTION: 2 - 440HJ Kasco Fountain Installs DESCRIPTION QTY RATE AMOUNT Item Number - 00030 2 3,810.74 7,621.48 Installed 2 - 4400 J Fountain. 1 HP, 240V, 1 PH, Float, C-85 Control Panel, 5 Nozzles, 100' Card. LED Composite Light, 3 Fixtures, 11 Watts Each, 120V. Includes color lenses wired, blue, green & amber, 100' Cord. Mahogany premium nozzle 4400J. Supervisor 5 65.00 325.00 Skilled Laborer 5.75 30.00 172.50 Skilled Laborer 5.75 30.00 172.50 INVOICE TOTAL $8,291.48 PAYMENTS 1 CREDITS $0.00 BALANCE DUE $8,291.48 Q Packet Pg. 1158 7 Workup Mettauer Environmental Invoice: 2471 Fountain Replacement PO Item 30 Staff Hours Rate Total Supervisor 5 65.00 $ 325.00 Crew Leader 0 61.00 $ - Laborer 11.5 30.00 $ 345.00 Materials Qty $Unit Total Fountains 2 3,313.69 $ 6,627.38 15% Markup 2 497.05 $ 994.11 Total: $ 8,291.49 r Q Packet Pg. 1159 �00 185 16.E.2.b EXHIBIT A. Pesticide Application Record for Contract No. 16-7038R "Aquatic Vegetation Control Services" Work Order No: 00 \ 0 S Work Area Site: 0„.L\ � �„� �r„_, ,, �� „ ��41 Application Date '51 & 12 0 a ---1- Start Time: Stop Time: (Rorsri Maint. Div) Company Name: Met lauerEnvironmental Licensed Applicator/Su pervisor License Number Pion -Licensed Crew Leader/Applicator Total Licensed Supervisors: Total Non -Licensed Crew Leader/Applicator: Non -Licensed Laborer Non -Licensed Laborer Total Non -Licensed Laborers: Total Acres Dissolved Oxyge level Parts Per Million ( PM) _ W/inci Speed(3 readings within 5 minutes): Wind Direction: Yes or No - If no explain: Application Equipment Target Spec es Treated Used: (circle below Arrowheads species treated, ii not listed, AUSIrailian Pine input species Pw'.ailian Pepper in other) Carolina Willow AlligatOrNeed Cattails Coontoils Duckweed l ty(�riiio Maidencrone Penny worl (Dorlarweed) Pondweed P.irtuose T,opedo Gross Tropical Soda Grass Trooicat Woler Grass WaieihyaCinlh Water lettuce Other: rhea Other: Other: Chemical Name Rate Per Acre Total Product Used Per Acre I UOM Water City Used I I Applicator Notes ---------------------------------------------------------------- Packet Pg. 1160 9 16.E.2.b INVOIC Kasco Marine, Inc. Kasco. 800 Deere Rd. Prescott, WI 54021 715-262-4488 PH 715-262-4487 FX Sold To Mettauer Environmental Inc PO Box 1030 Alva, FL 33920 Invoice Number: IN-145993 Date: 3/24/2022 Page Number. 1 Order Number. CO-138936 F.O.B: Ship To Mettauer Environmental Inc 19741 N River Rd Alva, FL 33920 CUSTOMER ID CUSTOMER PO PAYMENT TERMS FREIGHT TERMS metenv Forest Lakes Net 30 days Freight: Billed SALES REP ID SHIPPING METHOD TRACKING NUMBER SHIP DATE JINVOICE DUE DAl House FedEx Ground 555092697375 3/24/2022 4/23/2022 QUANTITY T UNIT 1XI PRICE EXTENDED PRICE ORD I SHP I BCK PART DESCRIPTION 2.00 2.00 0.00 4400HJF100 4400HJ Fountain w/Float,C-85, 100ft 2451.80 $4,903. N cord v Each kit contains the following: M 04 Qty(1) 4400HJ100 4400HJ Fountain with 100ft cord >_ Qty(1) 176005 Control Panel, C-85, non-metallic Qty(1) 223006 Float Assy, 3400HJ,4400HJ Q Serial Numbers: 2206NHJ441590 , 2206NHJ441591 Y v 2.00 2.00 0.00 LED3C11-100 LED Light kit,3 fixtures,with 100ft cord 618.80 $1,237. m Serial Numbers : 2211 LEDC3296, 2211LEDC3297 'a u- 2.00 2.00 0.00 431335K Kit, Mighty Oak Nozzle 3400J 4400J 91.00 $182. t Each kit contains the following: Qty(1) 463830 Box, 6x6x6 L m Qty(1) 464010 Bag, 4x9 Ziploc Qty(1) 431318 Pin, Quick Release, Nozzle Plate Q Qty(1) 431335 NOZZLE, MIGHTY OAK, 3400J 4400J N O 1.00 1.00 0.00 Freight Outgoing shipping costs 304.18 $304. c a� E SUB TOTAL: $6,627. TOTAL AMOUNT DUE: $6,627. a All Currency In US Dollai Thank you for your business. These commodities are intended for use within the United States. Aft exports must be made in accordance with U.S. law. PLEASE REFERENCE THIS INVOICE NUMBER Kasco Marine, Inc. ON YOUR CHECK AND REMIT TO: 800 Deere Rd. Prescott, WI 54021 We do our best to provide freight quotes in a timely fashion as accurately as possible to help you bid and sell. All quotes are estimat and may change upon final billing based on actual costs. Kasco is not responsible for any adjustments from the estimate to the final Packet Pg. 1161 Invoices will reflect actual freight costs incurred for the shipment, not estimated totals pre -shipment. 10 16.E.2.b INVOIC� Kasco Marine, Inc. Kasco. 800 Deere Rd. Prescott, W 154021 715-262-4488 PH 715-262-4487 FX Sold To Mettauer Environmental Inc PO Box 1030 Alva, FL 33920 Invoice Number: IN-145993 Date: 3/24/2022 Page Number: 2 Order Number: CO-138936 F.O.B: Ship To Mettauer Environmental Inc 19741 N River Rd Alva, FL 33920 CUSTOMER ID CUSTOMER PO PAYMENTTERMS FREIGHT TERMS metenv Forest Lakes Net 30 days Freight: Billed SALES REP ID SHIPPING METHOD TRACKING NUMBER L SHIP DATE IINVOICE DUE DAl House FedEx Ground 555092697375 3/24/2022 4/23/2022 QUANTITY T UNIT EXTENDED X PRICE PRICE ORD SHP - BCK PART DESCRIPTION Thank you for your business. These commodities are intended for use within the United States. All exports must be made in accordance with U.S. law. PLEASE REFERENCE THIS INVOICE NUMBER Kasco Marine, Inc. ON YOUR CHECK AND REMIT TO: 800 Deere Rd. Prescott, WI 54021 We do our best to provide freight quotes in a timely fashion as accurately as possible to help you bid and sell. All quotes are esfimat and may change upon final billing based on actual costs. Kasco is not responsible for any adjustments from the estimate to the final Packet Pg. 1162 Invoices will reflect actual freight costs incurred for the shipment, not estimated totals pre -shipment. 11 16.E.2.b Co*e-r County 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: Mario A. Puente, PE-CGC Division: Transportation Engineering Division Director: Jay Ahmad, PE Vendor Name: Cardno, Inc. Amount: $10,564.51 Contract #: 16-6700 Purchase Order: 4500187495 Why is this deemed a non -compliant purchase? Choose one. Contract W] Ordinance Manual ❑ P-Card ❑ Other ❑ Details of Purchase: Explain the circumstances behind this purchase. The referenced Contract expired on 7/24/2022. Due to delays with permitting agencies, however, the Consultant was unable to complete signed and sealed plans until 12/22/2022. Additionally, County staff failed to process a time extension change order within the aloted time. Upon completion of the permitting process, the Consultant delivered signed and sealed plans for the project and proceeded to invoice for the work completed. Action Required: What are you asking to be done to remedy the situation, include list of invoices if applicable? Pay the attached invoice in the amount of $10,564.51. Corrective/Preventive Action: What action is being taken to prevent this violation from re -occurring? Staff will execute the necessary documentation as required by the agreement ensuring contract compliance, and that the procurement ordinance is followed. The requestor affirms that to the best of their knowledge the information provided in this document is true. Requested by: Mario A. Puente, PE-CGC Digitally signed by PuenteMario Signature: PuerlteMari0 Date. 2023.01.2309:15:07 Date: Division Director: Jay Ahmad Digitally signed by AhmadJay Signature:AhmadJa YDate: 2023.01.2309:31:50 Date: -05,00, Revised 06/17/2021 Packet Pg. 1163 12 16.E.2.b From: Ananda Bergeron To: TavIorLisa Cc: Wicinski, Robin; PuenteMario Subject: Re: Cardno Invoice 2030288 Date: Friday, January 20, 2023 4:39:35 PM EXTERNAL EMAIL: This email is from an external source. Confirm this is a trusted sender and use extreme caution when opening attachments or clicking links. Yes we are good. Sent from my Whone On Jan 20, 2023, at 11:24 AM, TaylorLisa <Lisa.Taylor@colliercountyfl.gov> wrote: Ananda, Are you still good with the 2 cent short pay on Invoice 203288? Email below was invoice 2029891. We have to attach email to new invoice. Respectfully, Budget Analyst II <image001.jpg> Transportation Management Services 2885 S Horseshoe Drive Naples, FL 34104 Phone: (239) 252-5813 Fax (239) 252-6617 From: Ananda Bergeron <Ananda.Bergeron(@card no.com> Sent: Tuesday, January 17, 2023 2:09 PM To: TaylorLisa <Lisa.Taylor(@colliercountyfl.gov> Cc: PuenteMario <Mario.Puente(@colliercountyfl.gov>; Wicinski, Robin <robin.wicinski(@stantec.com> Subject: RE: Cardno Invoice 2029891 EXTERNAL EMAIL: This email is from an external source. Confirm this is a trusted sender and use extreme caution when opening attachments or clicking links. Packet Pg. 1164 13 16.E.2.b Hi Lisa, Please see the attached updated invoice and progress report. The previous invoice had the incorrect date. We accept the discrepancy that will result in a $0.02 short pay. Thank you, Ananda Ananda Bergeron PE, ENV SP PRACTICE GROUP LEADER SENIOR PRINCIPAL - TRANSPORTATION STRUCTURES CARDNO Direct +1 727 431 1594 Mobile +1 727 560 1191 Address 380 Park Place Blvd. Suite 300, Clearwater, Florida 33759 Email ananda.bergeron(a)cardno.com Web www.cardno.com The health, wellbeing and livelihoods of our people, families, clients and communities is Cardno's key priority. Our teams are responding to COVID-19 with robust business continuity plans and we will continue to work closely with our people and clients to support them every day. > LEARN MORE This email and its attachments may contain confidential and/or privileged information for the sole use of the intended recipient(s). All electronically supplied data must be checked against an applicable hardcopy version which shall be the only document which Cardno warrants accuracy. If you are not the intended recipient, any use, distribution or copying of the information contained in this email and its attachments is strictly prohibited. If you have received this email in error, please email the sender by replying to this message and immediately delete and destroy any copies of this email and any attachments. The views or opinions expressed are the author's own and may not reflect the views or opinions of Cardno. From: TaylorLisa <Lisa.Taylor(@colliercount)lfl.gov> Sent: Tuesday, January 17, 2023 1:40 PM To: Wicinski, Robin <robin.wicinski(@stantec.com>; Ananda Bergeron <Ananda.Bergeron (EDcard no.com> Cc: PuenteMario <Mario.Puente(@ col Iiercountyfl.gov> Subject: Cardno Invoice 2029891 Good afternoon, In order to process Invoice 2029891 we will need an email agreeing to a short pay of .02 cents as there is only 8,092.51 left under Task 4 final design. If this is acceptable please reply back to this email. Packet Pg. 1165 14 Respectfully, Zm 74y.4aa, eSW Budget Analyst II <image001.jpg> Transportation Management Services 2885 S Horseshoe Drive Naples, FL 34104 Phone: (239) 252-5813 Fax (239) 252-6617 Under Florida Law, e-mail addresses are public records. If you do not want your e-mail address released in response to a public records request, do not send electronic mail to this entity. Instead, contact this office by telephone or in writing. Packet Pg. 1166 5 Stantec Bill To Collier County Board of County Commissioners Accounts Payable 3301 East Tamiami Trail Naples FL 34112 United States 15 INVOICE Invoice Number Invoice Date Customer Number Project Number Page 1 of 2 2030288 January 17, 2023 83376 238200196 Please Remit To Stantec Consulting Services Inc. (SCSI) 13980 Collections Center Drive Chicago IL 60693 United States Federal Tax ID 11-2167170 Project Description: 0002606000 - Stan Gober Memorial Bridge Repair/Rehabilitation PO# 4500187495 Stantec Project Manager: Authorization Amount: Authorization Previously Billed: Authorization Billed to Date: Current Invoice Due: For Period Ending: Bergeron, Ananda Marie $357,588.07 $301,136.59 $311,701.12 $10,564.53 December 9, 2022 Email to: bccapclerk@collierclerk.com CC: Mario.Puente@colliercountyfl.gov Include: Progress report Due upon receipt or in accordance with terms of the contract Packet Pg. 1167 INVOICE 6 Invoice Number Project Number Purchase Order 4500187495 Contract 16-6700 submit invoices to: bccapclerk@collierclerk.com Top Task CO2.6A CO#2 Labor Professional Services Billing Level Principal Bergeron, Ananda Marie Bergeron, Ananda Marie Bergeron, Ananda Marie Bergeron, Ananda Marie Bergeron, Ananda Marie Professional Services Subtotal Date 2022-12-02 2022-12-05 2022-12-06 2022-12-07 2022-12-08 Hours Rate 2.00 206.00 2.00 206.00 3.00 206.00 1.00 206.00 4.00 206.00 12.00 12.00 Pag 2030288 238200196 Current Amount 412.00 412.00 618.00 206.00 824.00 2,472.00 2,472.00 Top Task CO2.6A Total 2,472.00 Top Task TASK4 Final Submittal Progress Charge Total Previously Invoiced Invoiced 18,449.13 X 100.00 % Complete 18,449.13 10,356.60 Progress Charge Subtotal Top Task TASK4 Total Total Fees & Disbursements INVOICE TOTAL (USD) M N Current >- Amount 8,092.53 a Y 8,092.53 c� m ca u_ w t 8,092.53 d r Q $10,564.53 v r N O $10,564.53 m E t U r r Q Packet Pg. 1168 A —7 D D D D D D D D D O 0 0 0 0 0 0 0 a Cn Cn Cn M M M M M M N N N — — 8 7 7N 7N 777777 O mm00000 m (D CO V (A (n A w N— [p D Cn A W N— F r 0 (D U m N F o m0 00 vD'-5O c cmQn o -5-5 -w=,l OoO_�c 0n-�- Dcn� sc vmm—vNo° in 0) Co CD p C 0 (O v �°— 0 x CD Cl) Cl) m c 3 (s 3 3 D m o CD r 3 r= v o v o m (D F) (3 N O Cn, y N n n p CD CD CoD n CD — O N (Q N N it D W Z Z Z Z a Co 0 (n CD CD N o (b w o v A W N W O_ Cf C7 D O Cc CD 3 a -0 00 CD CD 9 m < D 0 0 m a ru (a U) v (s C 0' 0 3 0 a 0 W D � v CD N D 0 c a � a m m 0 O 3 W Cn N (n 00 V PI)1 N y V V (n W W OD V W O A A aD (n N Cn A -I Co O A A OD O) (O r) V m A .n. < CD W A O O N 0) O aD A O A O (p Cn O O O) O w O (n V oD 9) O O O A OD O d O O (n O V A w w O w O O O O O C V O O O N O W Cn A A O N 0 0 0 0 0 m N W O Cn w V N N N O V W O A O Cn Cn N 3< V W A CO (A CO O m < w (A w OD Cn Cn m Cn O (fl m O w O (o aD O w A 90 V O n m in (01 1 1 1 0 101010)1A M W W Aj o O -p�o 00 O o0 O V m Q �< n C CD O OD N _ Cn O A 7 A (D N O (n (n O 1 1 0 W W O N O 11 0 Cn V W O A O V Cn N O' V V A A W M (0 O M 0) m O m CD 0 o ID m AD C O. (AO c°Dn W ((D W- O w A Cn O 9 O V (A in N O W (n A A O W O O V CD N CI1 V Cn W A 3 0 Co (b O) A A CDN V O Co m CDOD (W O N O O O O O Cn CO N) O O O O aD W y 7 _, y CO O (n O V A 0 0 0 6 0 OD O O O O O A 7 Cn 1 O O O N O O O O O O A 0 0 0 0 0 (O CC e 0 0 W 0 0 0 0 0 90 7 < O O pp O W 0 p O O O O O O N O O O O O aD O (n 0 V O O O O O O O O O O w O N ID n 0 0 00 000000000 0o 6. s 0 � 16.E.2.b 0 CD o m CD m O O d. O. m 3 a 3 N (") N N O OW O O O _ N N OWD Ci tOn N o 0) (0 0 < O Co O O N N CA O oa rn 0 C) O n o c (rt O 0 3 3. Cn 0 3 0 0 Cn v W a CD A CD (D CD 3 (11 7 v 0 7 O A Cn O O_ OD V A (O Cn M 0 CD LL 0 Cn 3 f�C3 � m rt+ LL fl1 t Packet Pg. 1169 18 16.E.2.b CojCie-r Co-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:Mark FowSki Division:INFORMATION TECHNOLOGY Division Director:MARK GILLIS VendorName:DRI*VMWARE Amount:$4,500,00 Contract #: NA Purchase Order: NA Why is this deemed a non -compliant purchase? Choose one. Contract Ordinance Manual ❑ P-Card Other U Details of Purchase: Explain the circumstances behind this purchase. To purchase training credits, to provide training & needed knowledge for the Network Administrators to do their daily assignments successfully. The purchase was made prior to the approval of the exemption. The Manager was unaware he was not following procurements purchasing policy for this transaction. Action Required: What are you asking to be done to remedy the situation, include list of invoices if applicable? Please, approve payment on the p-card purchase transaction # 5544-32 that had been purchased during the holiday season on the p-card prior to the approval of the exemption. Corrective/Preventive Action: What action is being taken to prevent this violation from re -occurring? An exemption is being reviewed/processed to cover for future training credits and seminars. The approval of this document will be attached to future payments made to this vendor for future training credits and it will be attached to the transaction to ensure we have the appropriate documentation so we are abiding by the procurement procedures and purchasing policies. The requestor affirms that to the best of their knowledge the information provided in this document is true. Requested by: Mark FOwski Digitally signed by FowskiMark Signature:FowskiMark Date: 2023.01.1210:25:51 -05'00' Date: Division Director: Mark Gillis Digly signed Signature: G i l l i s M a rk Datlea12023.01.12y11:40SM5rk -05'00' Date: Revised 06/17/2021 Packet Pg. 1170 19 16.E.2.b Store Home Order # 16 December 9, 2022 Items Ordered 000797021 Product Name SKU Price Qty Subtotal Learning 311018400 $90.00 50 $4,500.00 Credits Order Information Billing Address MARK FOWSKI 3299 Tamiami Trail East Naples, Florida, 34112 United States T: +0 Payment Method Visa ending in 7690 Subtotal $4,500.00 Grand Total $4,500.00 M N LL Q m U- w L d r w Q v r N O c m E z U a Q Packet Pg. 1171