Agenda 01/09/2024 Item #16D 2 (Payment for 2 invoices after-the-fact for sand hauling to the parks athletic fields)01/09/2024
EXECUTIVE SUMMARY
Recommendation to approve an after-the-fact payment for two (2) invoices in the total amount of $2,782.89
to Tate Transport Corporation for sand hauling for parks athletic fields ordered and received by Parks and
Recreation Division in June 2023.
OBJECTIVE: To approve the after-the-fact payment in the amount of $2,782.89 for two (2) invoices from Tate
Transport Corporation for sand hauling for parks athletic fields ordered and received by Parks and Recreation
Division in June 2023.
CONSIDERATIONS: On December 1, 2022, the Parks and Recreation Division issued purchase order
#4500222416 to Tate Transport Corporation in the amount of $50,000 for sand hauling to parks athletic fields. The
purchase order was not properly monitored by staff and $2,782.89 was incurred above this threshold.
The Procurement Ordinance requires agreements over $50,000 be approved by the Board. There are two (2) unpaid
invoices that are in excess of $50,000. The two (2) invoices are invoice #23005522 in the amount of $312.34 and
invoice #23005365 in the amount of $2,470.55. The two invoices total $2,782.89.
Parks Maintenance staff has confirmed that the products have been received and are to the satisfaction of the
County. Staff is requesting the after-the-fact approval for payment of these two (2) invoices.
FISCAL IMPACT: Funds in the amount of $2,782.89 are available in Parks Maintenance Cost Center (156338)
General Fund 0001000000.
GROWTH MANAGEMENT IMPACT: There is no Growth Management impact associated with this item.
LEGAL CONSIDERATIONS: This item has been reviewed by the County Attorney, is approved as to form and
legality and requires majority vote for approval. -JAK
RECOMMENDATION: To approve an after-the-fact payment for two (2) invoices in the total amount of
$2,782.89 to Tate Transport Corporation for sand hauling for parks athletic fields ordered and received by Parks
and Recreation Division in June 2023.
Prepared By: Megan Gaillard, Division Director, Corporate Compliance and Continuous Improvement
ATTACHMENT(S)
1. Tate Transport After the Fact Form v5 Signed (PDF)
2. Tate 23005365 (PDF)
3. Tate 23005522 (PDF)
4. Tate Statement 11-2-2023 (PDF)
5. Tate Transp PO list FY23 (PDF)
16.D.2
Packet Pg. 878
01/09/2024
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.D.2
Doc ID: 27290
Item Summary: Recommendation to approve an after-the-fact payment for two (2) invoices in the total amount of
$2,782.89 to Tate Transport Corporation for sand hauling for parks athletic fields ordered and received by Parks
and Recreation Division in June 2023.
Meeting Date: 01/09/2024
Prepared by:
Title: Manager Corp Compliance and Continuous Improvement – Corporate Compliance and Continuous
Improvement
Name: Megan Gaillard
11/16/2023 2:46 PM
Submitted by:
Title: Manager Corp Compliance and Continuous Improvement – Corporate Compliance and Continuous
Improvement
Name: Megan Gaillard
11/16/2023 2:46 PM
Approved By:
Review:
Parks & Recreation Olema Edwards Additional Reviewer Completed 11/16/2023 2:53 PM
Operations & Veteran Services Jeff Weir OVS Director Review Completed 11/17/2023 12:45 PM
Parks & Recreation James Hanrahan Additional Reviewer Completed 11/20/2023 11:49 AM
Procurement Services Sandra Srnka Level 1 Purchasing Gatekeeper Completed 11/21/2023 3:13 PM
Public Services Department Todd Henry Level 1 Department Review Completed 11/27/2023 3:26 PM
Public Services Department Tanya Williams PSD Department Head Review Completed 11/29/2023 8:50 AM
Procurement Services Sandra Srnka Procurement Director Review Completed 11/29/2023 9:52 AM
Office of Management and Budget Debra Windsor Level 3 OMB Gatekeeper Review Completed 11/29/2023 10:47 AM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 11/29/2023 2:07 PM
Corporate Compliance and Continuous Improvement Megan Gaillard Additional Reviewer Completed
11/29/2023 7:56 PM
Office of Management and Budget Blanca Aquino Luque Additional Reviewer Completed 12/03/2023 7:54 AM
County Manager's Office Dan Rodriguez Level 4 County Manager Review Completed 01/02/2024 11:39 AM
Board of County Commissioners Geoffrey Willig Meeting Pending 01/09/2024 9:00 AM
16.D.2
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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:
16.D.2.a
Packet Pg. 880 Attachment: Tate Transport After the Fact Form v5 Signed (27290 : ATF Tate Transport Corp (Parks))
16.D.2.b
Packet Pg. 881 Attachment: Tate 23005365 (27290 : ATF Tate Transport Corp (Parks))
16.D.2.b
Packet Pg. 882 Attachment: Tate 23005365 (27290 :
16.D.2.b
Packet Pg. 883 Attachment: Tate 23005365 (27290 :
16.D.2.b
Packet Pg. 884 Attachment: Tate 23005365 (27290 :
16.D.2.b
Packet Pg. 885 Attachment: Tate 23005365 (27290 :
16.D.2.b
Packet Pg. 886 Attachment: Tate 23005365 (27290 :
16.D.2.b
Packet Pg. 887 Attachment: Tate 23005365 (27290 :
16.D.2.b
Packet Pg. 888 Attachment: Tate 23005365 (27290 :
16.D.2.c
Packet Pg. 889 Attachment: Tate 23005522 (27290 : ATF Tate Transport Corp (Parks))
11/02/2023
TATE TRANSPORT CORPORATION
2830 W State Rd 84, Suite#102
Ft. Lauderdale, FL 33312
954 581-3545 Fax 954 581-6038
Run Date:
STATEMENT 11:01
JOB NAME
COLLIER COUNTY PARKS & RECREATION
ATTN: ACCOUNTS PAYABLE
3299 TAMIAMI TRL E STE 700
NAPLES FL 34112-5749
DATE INVOICE #DUE
CCPR 239 514-8657
6/17/2023 23005365 2,470.55VINEYARDS COMMUNITY PARK
6/17/2023 23005522 312.34STARCHER PETTAY
2,782.89 2,782.89
CURRENT 30 60 90 120DUE
1Page:
16.D.2.d
Packet Pg. 890 Attachment: Tate Statement 11-2-2023 (27290 : ATF Tate Transport Corp (Parks))
Vendor Name1 PO Date PO # Line PO Short Text PO Amt Inv Amt Fund F/C Ctr P.PurpTATE TRANSPORT CORPORATION 10/19/2022 4500221512 10 SQ MATERIALS 156332 3,000.00 1,782.11 1011000000 156332 NEEDED FOR PARKS FIELDSTATE TRANSPORT CORPORATION 10/19/2022 4500221521 10 SQ MATERIALS 156338 3,000.00 2,900.37 0001000000 156338 NEEDED FOR PARKS FIELDSTATE TRANSPORT CORPORATION 12/1/2022 4500222416 10 3Q HAULING SAND/REGIONAL PARKS 22,445.00 22,444.20 0001000000 156338 TO MAINTAIN TURF FIELDS TO KEEP SAFE FOR THE PUBLICTATE TRANSPORT CORPORATION 12/1/2022 4500222416 20 3Q HAULING SAND/COMMUNITY PARKS 27,555.00 27,484.70 3062000000 156302 TO MAINTAIN TURF FIELDS TO KEEP SAFE FOR THE PUBLICTATE TRANSPORT CORPORATION 12/9/2022 4500222530 10 3Q HAULING SAND/CLAY VARIOUS LOCATION 700.00 700.00 1011000000 156332 NEEDED TO KEEP FIELDS HEALTHY FOR PLAY56,700.00 55,311.38ATF Inv 23005522 312.34ATF Inv 23005365 2470.55Total FY 2023 Spend 58,094.2716.D.2.ePacket Pg. 891Attachment: Tate Transp PO list FY23 (27290 : ATF Tate Transport Corp (Parks))