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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 Packet Pg. 277 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 Packet Pg. 281