Agenda 07/25/2023 Item #16B 2 (After-the-fact payment to Vulcan, Inc. for damages related to Hurricane Ian)16.B.2
07/25/2023
EXECUTIVE SUMMARY
Recommendation to authorize the after -the -fact payment in the amount of $10,355.50 to Vulcan, Inc., for
replacement of Emergency location identification R-Monument markers which were damaged or lost during
Hurricane Ian (Fund 1105, Project No. 50280).
OBJECTIVE: To authorize the after -the -fact purchase of 149 replacement Emergency location identification R-
Monument markers from Vulcan, Inc. for $10,355.50 which were damaged or lost during Hurricane Ian.
CONSIDERATIONS: On February 5, 2023, County staff obtained a quote from Vulcan, Inc. under Contract No.
19-7554 in the amount of $10,355.50 for replacement of 149 Emergency location identification R-Monument
markers which were damaged or lost during Hurricane Ian.
Staff planned to use a Purchasing card (p-card) to expedite this purchase by requesting a one-time purchase limit
increase. Staff requested the increase after the product was received on April 26, 2023. When Staff contacted the
Procurement Division Staff was told that the request should have been made immediately after the quote was
received and prior to accepting the shipment.
Additionally, Staff did not confirm the quote against the Contract No. 19-7554 bid tab prior to authorizing the
purchase. Upon receipt of the invoice, it was noted that the specific size of the markers was not part of the contract
bid tab and pricing. For purchases exceeding $3,000, but not greater than $50,000, Staff is required to obtain three
quotes, pursuant to the Procurement Ordinance.
The markers were received on April 26, 2023, and the delivery has been accepted. Accordingly, staff is requesting
after -the -fact authorization of payment to Vulcan, Inc. in the amount of $10,355.50 for 149 replacement Emergency
location identification R-Monument markers which were damaged or lost during the Hurricane Ian. This purchase
is critical for the safety of the public on Collier County beaches.
To reduce the risk of this occurring in the future, staff has been guided on proper procedure and assigned multiple
refresher training classes, which have been completed.
FISCAL IMPACT: Funds in the amount of $10,355.50 are available within Tourist Development Tax Fund
(1105), Hurricane Ian Project (50280).
GROWTH MANAGEMENT IMPACT: No growth management impacts are associated with this action.
ADVISORY COMMITTEE RECOMMENDATION: This item was approved by the Tourist Development
Council (TDC) on July 17, 2023 (6-0 vote), and will be presented to the Coastal Advisory Committee (CAC) on
August 10, 2023.
LEGAL CONSIDERATIONS: This item is approved as to form and legality and requires majority vote
for approval. - CMG
RECOMMENDATION: To authorize the after -the -fact payment in the amount of $10,355.50 to Vulcan, Inc.,
for replacement of Emergency location identification R-Monuments markers which were damaged or lost during
Hurricane Ian and make a finding that this expenditure promotes tourism (Fund 1105, Project No. 50280).
Prepared by: Andrew Miller, P.E., Coastal Zone Management, Capital Project Planning, Impact Fees and Program
Management Division
ATTACHMENT(S)
1. Quote and Invoice Vulcan (PDF)
Packet Pg. 275
16.B.2
07/25/2023
2. ATF - Vulcan Inc (PDF)
Packet Pg. 276
16.B.2
07/25/2023
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.13.2
Doe ID: 25847
Item Summary: Recommendation to authorize the after -the -fact payment in the amount of $10,355.50 to Vulcan,
Inc., for replacement of Emergency location identification R-Monument markers which were damaged or lost
during Hurricane Ian and make a finding that this expenditure promotes tourism (Fund 1105, Project No. 50280).
Meeting Date: 07/25/2023
Prepared by:
Title: — Capital Project Planning, Impact Fees, and Program Management
Name: Farron Bevard
06/13/2023 3:41 PM
Submitted by:
Title: Division Director - Capital Proj Plan, Impact Fees — Capital Project Planning, Impact Fees, and Program
Management
Name: Beth Johnssen
06/13/2023 3:41 PM
Approved By:
Review:
Procurement Services Ana Reynoso Level 1 Purchasing Gatekeeper
Capital Project Planning, Impact Fees, and Program Management Beth Johnssen
Transportation Management Services Department Ellen Sheffey
Department
Public Transit & Neighborhood Enhancement Yousi Cardeso
Transportation Management Operations Support Raquel Ovares
Transportation Management Operations Support Michelle DAndrea
Transportation Management Operations Support Brandy Otero
Transportation Management Services Department Trinity Scott
Grants
Procurement Services
County Attorney's Office
Office of Management and Budget
Grants
Community & Human Services
County Attorney's Office
Erica Robinson
Level 2 Grants Review
Sandra Herrera
Procurement Director Review
Colleen Greene
Level 2 Attorney Review
Debra Windsor
Level 3 OMB Gatekeeper Review
Therese Stanley
Additional Reviewer
Maggie Lopez
Additional Reviewer
Jeffrey A. Klatzkow Level 3 County Attorney's Office Review
Completed 06/13/2023 4:16 PM
Additional Reviewer Completed
06/13/2023 4:36 PM
Transportation Management Services
Completed 06/30/2023 1:45 PM
Additional Reviewer Completed
07/03/2023 2:06 PM
Additional Reviewer Skipped
07/06/2023 10:29 AM
Additional Reviewer Completed
07/06/2023 10:49 AM
Additional Reviewer Completed
07/06/2023 12:50 PM
Transportation Completed
07/11/2023 11:45 AM
Completed 07/13/2023 2:46 PM
Completed 07/17/2023 8:29 AM
Completed 07/17/2023 12:49 PM
Completed 07/17/2023 2:03 PM
Completed 07/17/2023 2:06 PM
Completed 07/18/2023 9:07 AM
Completed 07/18/2023 9:53 AM
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16.B.2
07/25/2023
County Manager's Office
Board of County Commissioners
Ed Finn Level 4 County Manager Review
Geoffrey Willig Meeting Pending
Completed 07/19/2023 3:44 PM
07/25/2023 9:00 AM
Packet Pg. 278
16.B.2.a
Customer Invoicp
Vulcan Inc
Vulcan, Iuc. 410 E Berry Ave.
Foley, AL 36535
Tel 251-943-7000
ORDERINFO
Cust PO No:
Email Brian
Invoice Date:
4/19/2023
Due Date:
5/19/2023
Terms:
Net 30
Order No:
29350 (03/03/2023)
N ote:
BILL TO
Collier County
Collier County
Board Of County Commissioners
Attn: Accounts Payable
3299 Tamiami Trl E Ste 700
Naples, FL 34112-5749
USA
SHIP TO
2685 5 Horseshoe Dr
Collier County
Coastal Zone Management
2685 S Horseshoe Dr, Suite 103
Naples, FL 34104
USA
Remit Dept # 6397
To: Vulcan, Inc.
P O Box 11407
Birmingham, AL 35246-6397
ISHIPPING INFO
Ship Date:
4/19/2023
Shipper No:
R30928
Ship Via:
Southeastern Freight Lines
Tracking No:
7772 4605-7
Trailer No:
Freight Terms:
Prepaid
FOB:
Destination
UM
Line
Description
Order
Qty
Ship
Qty
Unit Price
P1
1
0369370801824393ODSDP: Custom .080 x 18" x 24" 3930DS DP Collier Co Emergency
9
9
69.5000/ea
62!
Location (2 digit) (P1 1 112" CR,2-3/8,10") -
03693708018243930DSDP
1 EA: R1 thru R9
2
0369380801824393ODSDP: Custom .080 x 18" x 24" 393ODS DP Collier Co Emergency
90
90
69.5000/ea
6,25`.
Location (3 digit) (P1 1 112" CR,2-3/8,10") -
03693808018243930DSDP
1 EA: R10 thru R99
3
0369390801824393ODSDP: Custom .080 x 18" x 24" 393ODS DP Collier Co Emergency
49
49
69.5000/ea
3,40`.
Location (4 digit) (P1 1 1/2" CR,2-3/8,10") -
03693908018243930DSDP
1 EA: R100 thru R148
4
0369400801824393ODSDP: Custom .080 x 18" x 24" 3930DS DP Collier Co Emergency
1
1
69.5000/ea
6�
Location (5 digit) (P1 1 1/2" CR,2-3/8,10") -
03694008018243930DSDP
R127A
Note: Sales Amount: $10,355.
Freight Charge: $0.
Total: $10,355.
Payments: $0.
Balance: $10,355.
No return goods will be accepted without prior written authorization. Our receipt from the transportation company constitutes delivery in good order and you
must look to them for any damage to goods in transit. Note: a finance charge of 1.5% will be charged on balances which exceed terms shown on invoice; 18%
APR.
412112023 2:24 PM Pa
r
a
Packet Pg. 279
I 16.B.2.a I
tVulcanpIn
Vulcan Inc
410 E Berry Ave.
Foley, AL 36535
Tel 251-943-7000
QUOTE ACKNOWLEDGEMEN'
CUSTOMER
ORDER
Sold To: Collier County
Order No: 29350
Date: 2/5/2023
Board Of County Commissioners
Ordered By: Bryan King
Phone: 239-252-2951
Attn: Accounts Payable
Cust PO No: Quote
FOB: Destination
3299 Tamiami Trl E Ste 700
Naples, FL 34112-5749
Ship Via: Best Possible Way
Terms: Net 30
Ship To: Collier County
Building Name: Vulcan Signs
Inside Sales:
Coastal Zone Management
Order Taker: Melissa Deisner
2685 S Horseshoe Dr, Suite 103
Naples, FL 34104
USA
Line No Due Date Customer Part Description/Note Freight Terms Quantity Unit Unit Price Extended Pric
1 Quote Part Only Pre Paid 149 Ea $69.5000 $10,355
Custom .080 x 18" x 24" Rectangle 393ODS DP Emergency Location Identification
Signs
1 EA: R1 thu R148
1 EA: R127A '
Total) $10,355
Grand Total I $10,355.
Notes
Plex Manufacturing Cloud mdeis
Packet Pg. 280
16. B.2.b
Co�e-r County
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: Andrew Miller
Division: Capital Project Planning, Impact Fees, & Program Management
Division Director: Beth JOhnssen
Vendor Name: Vulcan, Inc.
Amount:10,355.50
Fcontract #- 19-7554
Purchase Order: NSA
Why is this deemed a non -compliant purchase? Choose one.
Contract W]
Ordinance W]
Manual ❑
P-Card
Other ❑
Details of Purchase: Explain the circumstances behind this purchase.
The request for quote of replacement R-Monument Markers (original markers were damaged/lost during Hurricane Ian) was received on February 5, 2023, as
Contract No. 19-7554 was set to expire on February 28, 2023 (Vendor declined to renew). The total amount of the purchase was $10,355.50 for 149 Markers with
custom size 0.080x18x24 Rectangle. The intention of payment for this purchase was to utilize a P-Card by receiving a one-time increase. The request for
increase was made after the product was already received on April 26, 2023. After contacting Procurement for the P-Card Limit increase, we were told that the
request should have been made immediately after the quote was received, prior to accepting the shipment. This violated the p-card manual requirements.
Additionally, staff did not confirm the quote against the contract 19-7554 bid tab and upon receipt of the invoice it was noted that the specific size of the markers
was not part of the contract 19-7554 bid tab. Per Procurement Ordinance 2017-08, as amended Section 10 Informal Competition (Purchases Exceeding $3,000
but Not Greater Than $50,000) for purchases over $3,000 but not greater than $50,000 staff is required to obtain three quotes, which did not occur.
The after -the -fact is requested because staff inadvertently authorized purchase of items which did not follow the contract, the Procurement Ordinance, or the
P-card Manual. However, the markers have been received and the delivery has been accepted as satisfactory; therefore, the amount of $10,355.50 is due to the
vendor.
Action Required: What are you asking to be done to remedy the situation, include list of invoices if applicable?
Coastal Zone Management (CZM) staff respectfully requests the Board of County
Commissioners to approve/ratify the payment of Invoice No. R30976 in the amount of
$10,355.50 for replacement R-Monument Signage received on April 26, 2023 that has already
been accepted. Upon Board approval, a purchase order will be requested to process payment to
Vulcan, Inc. for this purchase.
Corrective/Preventive Action: What action is being taken to prevent this violation from re -occurring?
CZM staff has been guided by Procurement of the proper procedure when intending to utilize P-Card for an item(s) that require one-time
increases. Request for increase needs to follow immediately after receiving quote rather than after items have been received.
Staff will confirm the quotes against the contract, if applicable to ensure that the pricing complies with contract and Procurement
Ordinance.
Additionally, staff responsible for obtaining quotes and the P-card holder will be assigned Collier University training for Procurement 101,
Quoting 101, and the Purchasing Cardholder refresher training.
The requestor affirms that to the best of their knowledge the information provided in this document is true.
Requested by: Andrew Miller
Digitally signed by MillerAndrew
p
Signature: MiIlerAndreW Date. 2023.06.1313:02:05
-04'00'
Date:
Division Director: Beth JohnSSen
Digitally signed by Johnssen_b
Signature:JOhnSsen bDate :2023.06.1315:53:57
—-04'001
Date:
Revised 06/17/2021
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