BCC Agenda 02/13/2024 Item #16D 3 (Administrative Report of after-the-fact purchases for the Domestic Animal Services Division)02/13/2024
EXECUTIVE SUMMARY
Recommendation to approve the administrative report of “after-the-fact” purchases for the Domestic
Animal Services Division for the payment of $90,542.74 for associated invoices that have not been paid.
OBJECTIVE: To approve/ratify var ious Domestic Animal Services Division’s (DAS) procurement -
related transactions.
CONSIDERATIONS: The Collier County Procurement Ordinance specifies that Unauthorized Purchases,
purchases made in advance of a purchase order when one is required, under expi red contracts, or goods and
services not covered by the current contract or purchase order, require an After-the-Fact form. These forms are
reported to the County Manager, and the Board.
County staff requests acceptance of this administrative report approving the “after-the-fact” memos from DAS and
authorizing the payment of outstanding invoices.
This report includes the following “after-the-facts”:
1. HLP, Inc. - Two (2) invoices for a total of $32,640 for Chameleon Software Maintenance and Licensing.
a. Invoice 190317 for annual maintenance of Web Chameleon from August 1, 2023, through July 31,
2024, for $7,680, received on July 26, 2023.
b. Invoice 190608 for annual support and maintenance for the Chameleon computer system for
services between October 1, 2023, and September 20, 2024, for $24,960, received on December 4,
2023. An increased number of licenses caused DAS to exceed the approved Exemption Waiver and
the failure of the vendor to provide insurance information delayed the issuance of the pur chase
order.
2. PetData, Inc. - One (1) invoice for $3,342.96 for the 2023 animal license tags ordered by the vendor rather
than the County. Under Agreement 22-043-NS, the purchase of the animal license tags is the responsibility
of the County which then distributes these licenses to the vendor.
3. Communications International, Inc. - One (1) invoice for $52,342.80 for twenty (20) handheld radios and
trade-in allowances for nineteen (19) old radios. The disposal of radios occurred after Board approval
through the January 9, 2024, BCC Meeting, which delayed payment of this invoice.
4. Van Roekel & Associates, Inc. - Six (6) invoices for a total of $2,216.98 for livestock veterinary services.
Delays in expense approval and invoice submission processes led to a delay in processing the payment of
the invoices.
The Corporate Compliance and Continuous Improvement Division is currently working with DAS staff to enhance
financial, procurement, and general operations processes. Formal training sessions have bee n conducted with DAS
staff supplemented by written guidance and direction. DAS staff will receive with additional ongoing training to
improve processes including Collier University and Procurement training provided to help mitigate future issues.
FISCAL IMPACT: The net total for the four (4) vendors with outstanding invoices is $90,542.74. Out of
that total, $52,342.80 has already been encumbered by a Purchase Order and the remaining $38,199.94
is available in General Fund (0001) Domestic Animal Services Cost Center 155410.
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
GROWTH MANAGEMENT IMPACT: There is no Growth Management impact associated with this action.
16.D.3
Packet Pg. 684
02/13/2024
RECOMMENDATION: To approve the administrative report of “after-the-fact” purchases for the Domestic
Animal Services Division for the payment of $90,542.74 for associated invoices that have not been paid
Prepared By: Megan Gaillard, Division Director, Corporate Compliance and Continuous Improvement Division
ATTACHMENT(S)
1. Attachment 1 DAS ATF Summary (PDF)
2. 1.ATF HLP Chameleon Combined (PDF)
3. 2. ATF PetData v3 Signed FINAL Combined (PDF)
4. 3.ATF Communications International DAS Radios FINAL combined (PDF)
5. 4. ATF Van Roekel Combined (PDF)
16.D.3
Packet Pg. 685
02/13/2024
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.D.3
Doc ID: 27669
Item Summary: Recommendation to approve the administrative report of “after-the-fact” purchases for the
Domestic Animal Services Division for the payment of $90,542.74 for associated invoices that have not been paid.
Meeting Date: 02/13/2024
Prepared by:
Title: Manager Corp Compliance and Continuous Improvement – Corporate Compliance and Continuous
Improvement
Name: Megan Gaillard
01/08/2024 11:16 AM
Submitted by:
Title: Manager Corp Compliance and Continuous Improvement – Corporate Compliance and Continuous
Improvement
Name: Megan Gaillard
01/08/2024 11:16 AM
Approved By:
Review:
Domestic Animal Services Marcy Perry Additional Reviewer Completed 01/08/2024 11:27 AM
Operations & Veteran Services Jeff Weir OVS Director Review Completed 01/08/2024 3:36 PM
Procurement Services Vanessa Miguel Level 1 Purchasing Gatekeeper Completed 01/10/2024 4:12 PM
Public Services Department Todd Henry Level 1 Department Review Completed 01/11/2024 7:44 AM
Public Services Department Tanya Williams PSD Department Head Review Completed 01/12/2024 9:11 AM
Procurement Services Sandra Srnka Procurement Director Review Completed 01/18/2024 9:05 AM
Office of Management and Budget Debra Windsor Level 3 OMB Gatekeeper Review Completed 01/18/2024 10:47 AM
Corporate Compliance and Continuous Improvement Megan Gaillard Additional Reviewer Completed
01/18/2024 2:26 PM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 01/22/2024 8:44 AM
Office of Management and Budget Blanca Aquino Luque Additional Reviewer Completed 01/23/2024 10:56 AM
County Manager's Office Amy Patterson Level 4 County Manager Review Completed 02/07/2024 4:29 PM
Board of County Commissioners Geoffrey Willig Meeting Pending 02/13/2024 9:00 AM
16.D.3
Packet Pg. 686
Number Vendor Name Description of Project Contract or Purchase Order Outstanding Invoice Amount Comments1 HLP, Inc. Chameleon Software MaintenanceN/A 32,640.00 Staff did not follow Procurement Ordinance requirements and inadvertently exceeded the approved Exemption Waiver limit of $30,000. Staff rejected invoice as duplicate in error and the invoice was not processed in a timely manner. 2 PetData, Inc. License tags 22‐043‐NS/4600005652 3,342.96 Staff did not follow the contract requirements3Communications International, Inc.Handheld radios purchase 15‐6409/4600003924 52,342.80 Capital asset trade‐in request was not approved timely which lead to delay in the payment of the invoice4Van Roekel and Associates, Inc.Livestock veterinary services N/A 2,216.98 Staff did not follow the proper invoice submission processes which led to delay in processing the payment of the invoices.Total Amount 90,542.74 16.D.3.aPacket Pg. 687Attachment: Attachment 1 DAS ATF Summary (27669 : DAS Consolidated ATFs)
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:
Cindy Delgado Domestic Animal Services
Marcy Perry HLP, Inc.
32,640 N/A N/A
HLP, Inc. provides the licensing and maintenance services for the Chameleon software which is being used for tracking all animal movement throughout the Domestic
Animal Services facility. The software also maintains animal medical records, records and tracks animal-related complaints, processes and maintains records of
payments for citations, sales, fees as well as animal-related statistics as required by Florida Statute 823.15
Currently, there is an administratively approved by Procurement Services Division Exemption from competitive process of up to $30,000 with effective date of October
6, 2021 and expiring on September 30, 2024.
Invoice 190317 for WebChameleon annual maintenance from August 1, 2023 through July 31, 2024 in the amount of $7,680 was received on July 26, 2023 (Dolphin
Record 954689). The invoice was rejected in SAP as a duplicate in error by County fiscal staff. The vendor resent the invoice on December 4, 2023 (Dolphin Record
985042) and at that time it was determined the invoice was past due.
Invoice 190608 for the Chameleon annual support and maintenance from October 1, 2023 through September 30, 2024 in the amount of $24,960 was received on
December 4, 2023. The cost of the Chameleon annual support increased due to County request to increase the number of licenses which in turn exceeded the
approved Exemption waiver amount of $30,000. Additionally, the vendor had turnover of staff and experienced multiple delays in providing required insurance
documentation in order to issue a purchase order which has since been provided.
Staff is requesting the after-the-fact approval for payment of the two invoices in the total amount of $32,640 because staff did not follow the Procurement Ordinance and
Procurement Manual for timely payment and also did not properly track the spend and inadvertently exceeded the approved Exemption limit per Fiscal year.
The Domestic Animal Services Division is requesting the Board of County Commissioners to
approve/ratify the payment of the outstanding invoices 190317 and 190608 totaling $32,640 for
the Chameleon and WebChameleon annual maintenance services and deem the transactions
had a valid public purpose.
Domestic Animal Services Division is working on increasing and extending the Exemption waiver for up to $50,000 to
accommodate the outstanding payments and in anticipation of the next WebChameleon annual maintenance billing cycle.
Domestic Animal Service Division staff and fiscal staff involved in these transactions will be assigned Collier University
Training: Procurement 101 (2022) and Procurement 101 (2022) Handout and Procurement Manual and Procurement
Manual Presentation and Quoting 101 (2022) and Quoting 101 (2022) - Handout.
Cindy Delgado
Marcy Perry
✔✔
DelgadoCindy Digitally signed by DelgadoCindy
Date: 2024.01.05 15:49:31
-05'00'
PerryMarcy Digitally signed by PerryMarcy
Date: 2024.01.05 21:49:47
-05'00'
✔
16.D.3.b
Packet Pg. 688 Attachment: 1.ATF HLP Chameleon Combined (27669 : DAS Consolidated ATFs)
Invoice
Date
8/1/2023
Invoice #
190317rv
Bill To
Collier Domestic Animal Services
Accounts Payabale
3299 Tamiami Trail East 700
Naples, FL 34112-2749
Services Provided To
Collier Domestic Animal Services
Attn: Darcy Andrade
7610 Davis Blvd.
Naples, FL 34104
HLP, INCChameleon Software Products
9878 West Belleview Ave. #110
Littleton, CO 80123
P.O. No.
4500209615
Due Date
8/31/2023
Account #
CLLR
FEIN
Period Covered - 1 year from invoice date
Phone #
800-459-8376
Fax #
866-844-3924
E-mail
Accounting@chameleonbeach.com
Web Site
www.chameleonbeach.com
Total
Balance Due
86-0487620
DescriptionQuant Rate Amount
WebChameleon Software Annual Support & Maintenance - Server1 2,880.00 2,880.00
WebChameleon Software Annual Support & Maintenance - Concurrent User5 960.00 4,800.00
Period covered one year from invoice date.
Sales Tax 0.00% 0.00
Please make checks payable to HLP, Inc. Please note that a late fee
will be charged monthly after 60 days.
$7,680.00
$7,680.00
16.D.3.b
Packet Pg. 689 Attachment: 1.ATF HLP Chameleon Combined (27669 : DAS Consolidated ATFs)
Invoice
Date
10/1/2023
Invoice #
190608
Bill To
Collier Domestic Animal Services
Accounts Payabale
3299 Tamiami Trail East 700
Naples, FL 34112-2749
Services Provided To
Collier Domestic Animal Services
Attn: Amanda Towsend
7610 Davis Blvd.
Naples, FL 34104
HLP, INCChameleon Software Products
9878 West Belleview Ave. #110
Littleton, CO 80123
P.O. No.Due Date
10/31/2023
Account #
CLLR
FEIN
Thank you for your business.
Phone #
800-459-8376
Fax #
866-844-3924
E-mail
Accounting@chameleonbeach.com
Web Site
www.chameleonbeach.com
Total
Balance Due
86-0487620
DescriptionQuant Rate Amount
Chameleon/CMS Annual Support & Maintenance1 24,000.00 24,000.00
* Limited to 1 single Server & unlimited Workstations and field service
units
Public Access Software Annual Support & Maintenance
ChamCam imaging included with any licensed Chameleon workstation.1 0.00 0.00
PaWWW Kiosk software Annual Support & Maintenance1 960.00 960.00
Sales Tax 0.00% 0.00
Please make checks payable to HLP, Inc. Please note that a late fee
will be charged monthly after 60 days.
$24,960.00
$24,960.00
16.D.3.b
Packet Pg. 690 Attachment: 1.ATF HLP Chameleon Combined (27669 : DAS Consolidated ATFs)
Exemptions from the Competitive Process
Revised 06/17/2021
Start End Multi-Year Approval: One year approval One time approval
For Procurement Use Only:
Requester Name: Vendor Name:
Division: Item / Service:
Budget Year: Not to Exceed Amount:
(Fiscal Year)
One time purchase:
Multiple purchases: Requested
date range:
Is there an agreement
associated with this
Exemption?
Yes No
1. Government Agency/Non-
Profit
2. Registrations/dues/
training
3. Subscriptions/periodicals/
printed materials
4. Advertisements
5. Utility services subject
to government control
6. Education/academic
programs/trainers, speakers
7. Legal services 8. Purchases required by
grants/gifts
9.Compatibility/proprietary
with current systems
10. Shop estimates on
disassembled equipment
11. Personnel/recruitment
services
12. Works of art for public
display
13. Direct purchases 14. Financial instruments 15. Entertainment services
for County sponsored events
16. Management studies as
directed by County Manager
17. Resolution/BCC direction (Indicate resolution number and approval date):
Description of Purchase: Enter a description of the item(s) items that will be purchased under this exemption.
Purpose: Describe in detail, the purpose of the requested item(s).
Requester: Signature: Date:
Division Director: Signature: Date:
Procurement Strategist: Signature: Date:
Procurement Director:
Or designee
Signature: Date:
Instructions
The following procurement categories may be eligible for exemption from the competitive process based upon the determination
of the County manager or Designee that approval of such an exemption is in the best interest of the County.
Purchases greater than $50,000 will require final approval by the Board of County Commissioners.
Yahaira Magee - Kellie Carroll HLP, Inc.
Domestic Animal Services - Darcy Andrade Annual Licensing & Maintenance
FY2022 - FY2025 $30,000.00
10/01/2021-09/30/2025
Annual licensing and maintenance agreement for Chameleon software. We are requesting a
waiver under Ord. 17-08, Section 8.9: Products or services necessary to maintain existing
warranties and licenses or to maintain compatibility with existing Collier County systems.
Chameleon is used to track all animal movement throughout the facility, maintain animal medical
records, create and respond to animal-related complaints from the public, to create, process and
maintain receipts for citations, sales, fees, and maintain animal-related statistics required by
F.S. 823.15.
Marcy Perry
09/09/2021
Kimberly Grant
Sara Schneeberger
Catherine Bigelow
10/06/2021 09/30/2024
PerryMarcy Digitally signed by PerryMarcy
Date: 2021.09.09 11:16:44
-04'00'
GrantKimberley Digitally signed by GrantKimberley
Date: 2021.10.04 09:40:40 -04'00'
SchneebergerSara Digitally signed by
SchneebergerSara
Date: 2021.10.06 10:17:50 -04'00'
BigelowCatherine Digitally signed by
BigelowCatherine
Date: 2021.10.06 10:56:09 -04'00'
16.D.3.b
Packet Pg. 691 Attachment: 1.ATF HLP Chameleon Combined (27669 : DAS Consolidated ATFs)
C-autty
After the Fact Form
lnstructions
R€questar Name: Cindy DelgadO Division: DOmeStic Animal ServiCeS
Division Director: Mafcy Pefry vendor Name: PetData, lnC.
lmount: l, J{1.$$contract #: 4600005652/22-043-NS Purchase Order: N/A
Why is this deemed a non-compliant purchase? Choose one
Contract Ordinance Manual P-Card Other a
Details of Purchase: Explain ths circumstances behind this purchase.
PetData, lnc. provides the animal liconsing services and software for trackang and collecting animal licenses for the County. The Single Source
waiver and non-standard agreemont 22-043-NS with PetData, lnc. were approved by the Boa.d on Novemb€r 8, 2022, Ag€nda item 16.D.8.
lnvoice 11863 dated May 22,2023 for licens€ tags for 2023 which wer6 o.dered in November 2022 in th€ amount of $3,342.96 was received on
October 4, 2023 (Dolphin Record 972135). Ac@rding to the agreemont, the County is responsiblo for purchasing the license tags and shipping
them directly to th€ v6ndor. County staffdid nol tollow the agreement requirements and approvgd the vendo/s proposal to order the license tags
Additionally, it is unknown why the vendor billed six months afler the od6rwas placed and why th€ invoice was not received until October 2023.
Staff is requesting the after-the-facl approval for payment of invoice '11863 in th6 total amount of $3.342.96 because staff did nol follow the
agreemenl requirements. The sum is due to the vendor because they did obtain the licons€ tags which were used throughout 2023.
Action Roquired: What are you asking to be done to remedy the situaton, include list of invoices if applicable?
The Domestic Animal Services Division is requesting the Board of County Commissioners to
approve the payment of the outstanding invoice 1 1863 totaling $3,342.96 for license tags and
deem the transaction had a valid public purpose.
Conectiv€/Prcventive Action: v\/hat action is being taken to prcvant this violalon from re-occuning?
Domestic Animal Services Division staff is now aware of the agreement requirement and followed the agreement
by purchasing the license tags for 2024.
Domestic Animal Service Division staff involved in these transactions will be assigned Collier University Training:
Procurement 101 (2022\ and Procurement 101 (2022) Handout and Procurement Manual and Procurement Manual
Presenlalion and Quoting 101 (2022\ and Quoting 101 (2022) - Handout.
Date: 0'1-05-2024srsnatu,e,C \N_Q*&0!DRequested by: Cindy DelgadO
oate: 1 f gf2-2SignatureWrrrlrrvClw-yDivision Direclor: MafCy Pefry
Revised 06i 1712021
As per section 21 of the Procurcment Manual, all purchases shall be consistent and in compliance with the Procurement
Ordinance (2017-08). Should wot* be authoized or purchases made that is inconsistent with County policy, procedure, or
contnct ter,,s, an Afrer-th*Fact Procurcment Fom is rcquiad. This includas purchases made in advance of a Purchase Order,
when a Purchase Or&r is requircd to authoize such activity, and purchases made under an expired contracl, or lor goods and
sefvicas not covered by the cuient contract or purchase oder. All such 'After the Fact Procurements" will be repofted to the
County Manager.
I
Th€ requestor afllrms that to tho best of tholr knowledge tho Informatlon p,ovidod in thla documont la truo.
16.D.3.c
Packet Pg. 692 Attachment: 2. ATF PetData v3 Signed FINAL Combined (27669 : DAS Consolidated ATFs)
Phone: 214-821-3100
PetData
PO Box 141929
Irving, TX 75014 US
INVOICE
BILL TO
Marcy Perry
Collier County, FL
7610 Davis Blvd
Naples, FL 34104
INVOICE #11863
DATE 05/22/2023
DUE DATE 06/21/2023
CONTRACT NUMBER
22-043-NS
DESCRIPTION QTY RATE AMOUNT
Tag Order - 11/17/22 1 3,342.96 3,342.96
Thank you!
Please remit to:
PetData
PO Box 141929
Irving, TX 75014-1929
BALANCE DUE $3,342.96
16.D.3.c
Packet Pg. 693 Attachment: 2. ATF PetData v3 Signed FINAL Combined (27669 : DAS Consolidated ATFs)
INVOICE
Page 1 of 2
196487
National Band & Tag Company
INTERNATIONAL IDENTIFICATION INC.
721 York Street PO BOX 72430
Newport, KY 41072-0430 USA
859-261-2035Phone:
Fax:800-261-TAGS (8247)
tags@nationalband.comEmail:
www.nationalband.com
Fed ID:61-0609185
PETDATA, INC.
8585 N Stemmons Freeway
Ste. 1100N
Dallas, TX 75247
PETDATA, INC.
PO Box 141929
Irving, TX 75014-1929
US
Account Address:Shipment Address:
12/12/22
Invoice Date
Net 30
TERMS
ACCOUNT NO.
12/12/22 11/17/22
ORDERED BY
CUSTOMER P.O. NUMBER
SHIP TERMS/FOB NBT ORDER NO.ORDER DATESHIPMENT DATE
ENTERED BY
193863
REF #
03541FOB: ORIGIN
01 - U17 - UPS GROUNDINVOICES
Valerie EMAIL MARILEE 11/17/22
EA 18,000 18,000
Order Qty Ship Qty Part ID/Description U/M Unit Price Extended Price
153
Rev
153 $3,114.00 0.17300
BELL
Shipment 154539
Tags Summary
Heading Description Qty Unit Price Line Price
Product
Style: 153 - BELL 18,000 0.10400 $1,872.00
Material/Color: .050 X 1-1/2" XE GREEN
Material Needed: 177.02022375
Holes
Number of Holes: 1
Hole Size: 1/8
Hole Position: Top
Stamp/Laser/Fusion
Stamping:
Line 1: 2023
Line 2: (SERIAL NO)
Line 3: COLLIER COUNTY
Line 4: 239-252-7387
***Format For Best Fit And Appearance***
Notes
NO "RABIES VACC" CORRECT
Numbering
Stamped Numbering
1 Set(s): Nmbr: 00001 - 18000 Total: 18000
Packing:
Flat Pack: 1506 - 11/16" O.D. RING 18,000 0.06900 $1,242.00
Pack Total 18,000
LABELS FOR NUMBERING TO BE ON THE SMALL SIDE
Factory Notes
AR Invoice Print NBT 12/13/2022 Continued over .../
16.D.3.c
Packet Pg. 694 Attachment: 2. ATF PetData v3 Signed FINAL Combined (27669 : DAS Consolidated ATFs)
INVOICE
Page 2 of 2
196487
National Band & Tag Company
INTERNATIONAL IDENTIFICATION INC.
721 York Street PO BOX 72430
Newport, KY 41072-0430 USA
859-261-2035Phone:
Fax:800-261-TAGS (8247)
tags@nationalband.comEmail:
www.nationalband.com
Fed ID:61-0609185
PETDATA, INC.
8585 N Stemmons Freeway
Ste. 1100N
Dallas, TX 75247
PETDATA, INC.
PO Box 141929
Irving, TX 75014-1929
US
Account Address:Shipment Address:
12/12/22
Invoice Date
Net 30
TERMS
ACCOUNT NO.
12/12/22 11/17/22
ORDERED BY
CUSTOMER P.O. NUMBER
SHIP TERMS/FOB NBT ORDER NO.ORDER DATESHIPMENT DATE
ENTERED BY
193863
REF #
03541FOB: ORIGIN
01 - U17 - UPS GROUNDINVOICES
Valerie EMAIL MARILEE 11/17/22
No Previous Job Traveler
Totals 18,000 0.17300 $3,114.00
Invoice Total
Invoice Sub-total
Tax
Shipping/Handling 228.96
$3,114.00
0.00
$3,342.96
Discount 0.00
$3,342.96 Invoice Balance
Finance Charge 1.5% per month, 18% per year
Write invoice number on check.
To view our full Terms & Conditions, please visit our website: www.nationalband.com/terms-conditions
16.D.3.c
Packet Pg. 695 Attachment: 2. ATF PetData v3 Signed FINAL Combined (27669 : DAS Consolidated ATFs)
From:PerryMarcy
To:Marilee Seay
Subject:RE: National Band & Tag Quote 193863 - Please Review **APPROVAL NEEDED TO PROCESS ORDER - WILL
REMAIN A QUOTE UNTIL APPROVED** - Message
Attachments:image001.jpg
Thank you, I approve.
Respectfully,
Marcy Perry
Director
Domestic Animal Services
7610 Davis Blvd Naples, FL 34104
Phone: 239.252.7387 Fax: 239.530.7775
From: Marilee Seay <mseay@petdata.com>
Sent: Thursday, November 17, 2022 3:59 PM
To: PerryMarcy <Marcy.Perry@colliercountyfl.gov>
Subject: FW: National Band & Tag Quote 193863 - Please Review **APPROVAL NEEDED TO PROCESS
ORDER - WILL REMAIN A QUOTE UNTIL APPROVED** - Message
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.
Hi Marcy,
Would you please review the attached tag quote details, especially the verbiage on the tags, and let me know if you
approve?
Thank you,
Marilee Seay
mseay@petdata.com
Toll-Free: 1-800-738-3463, ext 516
From: Valerie Coombs <Valerie@nationalband.com>
Date: Thursday, November 17, 2022 at 1:37 PM
To: Marilee Seay <mseay@petdata.com>
Subject: National Band & Tag Quote 193863 - Please Review **APPROVAL NEEDED TO PROCESS
ORDER - WILL REMAIN A QUOTE UNTIL APPROVED** - Message
Attached is your QUOTE
16.D.3.c
Packet Pg. 696 Attachment: 2. ATF PetData v3 Signed FINAL Combined (27669 : DAS Consolidated ATFs)
Approval is needed to process this order
Please verify that everything is correct and let me know if any changes need to be made.
***Customer notes have been made on this quote. Please review carefully***
If you would like to proceed with this order, please let me know.
Due to the Supreme Court ruling on June 21, 2018, we are now required to collect sales tax from all qualifying
states. Please send your tax exempt form in order to avoid being charged sales tax (unless you have previously
provided it).
Thank you,
Please be aware that due to COVID, shipments may be late. We are operating as efficiently and safely as
possible, and strive to serve our customers as best we can. Thank you for your understanding and
patience.
Valerie Coombs
Customer Service Specialist
National Band & Tag Company
859-261-2035 Office
859-261-8247 Fax
www.nationalband.com
Happy with your service? Leave us a review!
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.
16.D.3.c
Packet Pg. 697 Attachment: 2. ATF PetData v3 Signed FINAL Combined (27669 : DAS Consolidated ATFs)
Waiver Request Form
Revised 06/17/2021
Instructions
Completed waiver requests accompanied by any associated backup documentation (sole source letter, business case, etc.) must be
submitted to the division’s Procurement Strategist for any procurement, without competition, in excess of $3,000. Waiver requests
greater than $50,000 will require approval by the Board of County Commissioners.
Sole source refers to a procurement where the selection of one particular supplier to the exclusion of all others may be based on having
only one supplier in the marketplace, proprietary technology, copyright, patent, or a supplier’s unique capability.
Single source refers to a procurement directed to one source because of standardization, warranty, geographic territory, or other factors,
even though other competitive sources may be available.
Requester Name: Division:
Item/Service: Vendor Name:
Historical
Countywide
Spend: ______________________
Requested
date range: _____________
Not to Exceed
Amount per
Fiscal Year: __________________
Is there an agreement associated with this
waiver to be reviewed by Contracts?
Yes No
Sole Source Single Source One Time Purchase Multiple Purchases
Description of Purchase: Enter a description of the item(s) that will be purchased under this waiver.
Purpose: Describe in detail, the public purpose of the requested item(s) and why it is essential to County operations.
Information Technology: Select Yes if the products/services are related to Information Technology. If yes, please provide the Purchasing
Compliance Code (PCC) number or email approval documentation.
Yes No If yes, provide the PCC number:__________________________________________________
16.D.3.c
Packet Pg. 698 Attachment: 2. ATF PetData v3 Signed FINAL Combined (27669 : DAS Consolidated ATFs)
Waiver Request Form
Revised 06/17/2021
Justification: Identify the criteria that qualifies this purchase as a sole or single source. Select from the list below.
Check all that apply (if box is checked, please make sure to provide an explanation below):
Sole Source
Only Authorized Vendor or Distributor: Is this vendor the only vendor authorized to sell this product/service? If yes, explain
below and provide documentation from the manufacturer confirming claims made by the distributors.
No Comparable Product or Service: Is there another vendor who can provide a similar product/service, regardless of cost,
convenience, timeliness, etc.?
Product Compatibility: Does this product/service provide compatibility with existing equipment that prohibits switching to
another comparable brand/vendor? If yes, provide the detailed explanation below, including what would occur if the other brand/vendor
were used.
Proprietary: Is this product/service proprietary? If yes, provide a detailed explanation below on how its use is restricted by
patent, copyright or other applicable laws and provide documentation validating that claim.
Single Source
Standardization: Is this product/service part of a purchase that the County has already standardized on? If yes, please provide
the detailed information below.
Date of BCC Standardization: ___________________ BCC Agenda Item number: __________________
Warranty: Is this the only vendor able to complete factory-authorized warranty services on County owned equipment? If yes,
provide the documentation verifying the warranty.
Geographic Territory: Is this vendor the only vendor authorized to sell this product/service in our region? If yes, provide
documentation from the manufacturer confirming those claims.
Other Factors: Any other reason not listed above, explain below.
Explain: How does this purchase meet the identified sole or single source criteria listed above?
16.D.3.c
Packet Pg. 699 Attachment: 2. ATF PetData v3 Signed FINAL Combined (27669 : DAS Consolidated ATFs)
Waiver Request Form
Revised 06/17/2021
How was the decision made to use this vendor? Describe in detail if a formal standardization process was performed via
Procurement or if there is a historical precedence established for the use of the product, please explain purchase, and use history and the
current level of County investment in the product.
Explain why it is in the County’s best interest to use this product/service rather than issuing a competitive solicitation: What are
the benefits from the continued use? Are there costs that would be incurred if a different vendor/product were used? What would occur if
another brand/vendor were used?
Explain how this pricing compares to other vendors/products and is it considered to be fair and reasonable: Provide information
on historical use and whether pricing has increased/decreased. If sole source and no other product is available, provide the cost for
addressing the needs via an alternate approach.
Will this purchase obligate us to future ancillary products or services? Either in terms of maintenance or standardization.
Yes No
If yes, explain what types:
16.D.3.c
Packet Pg. 700 Attachment: 2. ATF PetData v3 Signed FINAL Combined (27669 : DAS Consolidated ATFs)
Waiver Request Form
Revised 06/17/2021
Market research and market alternatives: When was the last time a market evaluation was performed to determine if either the
technology or vendor offerings have changed? Based on the life expectancy of the product, when do you anticipate evaluating the market
again? Please attach a detailed market evaluation report should the complexity, duration, and dollar amount of the purchase be a high risk
to the County.
It is a felony to knowingly circumvent a competitive process for commodities or services by fraudulently specifying sole
source. Florida Statute 838.22(2).
Requested by: Signature: Date:
Division Director: Signature: Date:
Department Head: Required if over $50,000 Signature: Date:
Procurement Strategist: Signature: Date:
Procurement Director:
Or designee Signature: Date:
For Procurement Use Only:
Approved Requesting Additional Information Requires RFI/Intent to Sole Source Rejected
Procurement Comments:
Current FY Approval Multi-Year Approval Start Date: ______________ End Date: __________
16.D.3.c
Packet Pg. 701 Attachment: 2. ATF PetData v3 Signed FINAL Combined (27669 : DAS Consolidated ATFs)
COLLIER COUNTY AGREEMENT#22-043-NS
AGREEMENT FOR ANIMAL LICENSING SERVICES
THIS AGREEMENT FOR ANIMAL LICENSING SERVICES ("Agreement") is made and entered into
by and between COLLIER COUNTY, a political subdivision of the State of Florida, hereinafter called
COUNTY," and PETDATA, INC., a Texas for-profit corporation authorized to do business in the State
of Florida,hereinafter called"CONTRACTOR," (collectively,the"Parties"), as of the date last signed by
a party as reflected on the signature page of this Agreement("the Execution Date").
For good and valuable consideration, COUNTY and CONTRACTOR agree as follows:
1.SERVICES
For the consideration set forth below,CONTRACTOR agrees to provide to COUNTY the animal licensing
services described under "CONTRACTOR's RESPONSIBILITIES" in Exhibit A, attached hereto and
incorporated herein by reference (collectively, the "Services"), upon the terms and conditions of this
Agreement. The Services relate to COUNTY's licensing and registration of pets. COUNTY agrees to
perform"COUNTY's RESPONSIBILITIES"described in Exhibit A. In the event of any conflict between
any of the contents of Exhibit A and any of the provisions of the main body of this Agreement, the
provisions of the main body of this Agreement will prevail.
2.OVERSIGHT AND COORDINATION
All Services shall be performed to the reasonable satisfaction of COUNTY, as reasonably determined by
COUNTY's Administrator or other person whom COUNTY shall from time to time designate to monitor
the performance of the Services by CONTRACTOR.COUNTY agrees to promptly notify CONTRACTOR
of the name and contact information of the person who will monitor the performance of the Services on
behalf of COUNTY, and to promptly notify CONTRACTOR of any changes to COUNTY'S monitoring
designee or the contact information for COUNTY's monitoring designee.
3. PERFORMANCE OF SERVICES
CONTRACTOR acknowledges that,prior to signing this Agreement,CONTRACTOR has become familiar
with the scope of the Services required under this Agreement. Subject to CONTRACTOR's fulfillment of
its obligations under this Agreement, the means, methods,timing, and manner of performing the Services
shall be within the sole discretion of CONTRACTOR. CONTRACTOR may perform the Services at such
location(s)that CONTRACTOR may from time to time determine,and shall not be required to perform any
of the Services at a COUNTY location. COUNTY acknowledges that CONTRACTOR shall not be
obligated to commence the performance of the Services until the Commencement Date, as hereinafter
provided.CONTRACTOR shall not be responsible or liable to COUNTY or any third party for any delays,
errors or omissions in the performance of the Services or any losses or damages sustained by COUNTY or
any third party that are caused by (i) COUNTY or any of COUNTY's employees or agents, (ii) the
inaccuracy, incompleteness, or other insufficiency of any data furnished by or on behalf of COUNTY to
CONTRACTOR under or in connection with this Agreement, or (iii) any other items furnished by or on
behalf of COUNTY to CONTRACTOR under or in connection with this Agreement.
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4.CUSTOM SUPPLIES
If COUNTY requests that CONTRACTOR utilize specific supplies in connection with the performance of
the Services,such as,for example,forms,brochures,or rabies books,COUNTY will provide those supplies
to CONTRACTOR without charge.
5.BANK ACCOUNTS
Licensing fees and any other amounts that are collected by CONTRACTOR for the benefit of COUNTY
under this Agreement will be deposited into an account of one of the following types that is from time to
time designated by COUNTY(a"Bank Account"):
A. An account established and maintained by COUNTY in its name at a bank or other financial
institution(a"COUNTY Account").
The CONTRACTOR will at minimum make weekly deposits and transmit verification of said deposits to
designated County staff for all receipts collected for license fees, with the exception of those payments
made via credit card into Bank Account.
CONTRACTOR may accept license fees from licensees via the following forms of payment at a minimum:
check,money order, MasterCard or Visa-branded debit card, or credit cards.
CONTRACTOR shall use their own designated Merchant Service Provider to conduct all credit card
transactions. CONTRACTOR will collect and report electronic and charge card payments and transmit
verification of said deposits to designated COUNTY staff within fifteen business days after the end of the
calendar month in which collected.
Default in Payment. If payment from CONTRACTOR is not received within fifteen (15) business days
after the end of each month, a late charge of$100 per day will be added to amount due beginning on the
16th business day. Late charges will not be triggered by delays outside CONTRACTOR'S control.
CONTRACTOR will make reasonable effort to notify COUNTY of such delays.
6.COMPENSATION TO CONTRACTOR
In consideration of the Services, CONTRACTOR shall be entitled to the following compensation:
A. Basic Fees.
COUNTY shall pay to CONTRACTOR the following fees for all animal licenses issued during the term of
this Agreement,regardless of whether they are issued by COUNTY,CONTRACTOR,veterinarians,or any
other persons:
1) $4.30 for each one-year license or replacement tag and for the first year for each multi-
year license(which amount is subject to adjustment as provided below).
2) $2.00 for each additional year after the first year for each multi-year license.
3) $2.50 collection service fee for each late fee, if any, paid by a Licensee during the term of
this Agreement.
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Packet Pg. 703 Attachment: 2. ATF PetData v3 Signed FINAL Combined (27669 : DAS Consolidated ATFs)
The fee provided for in clause 1), above, will be adjusted as follows during any of the following periods
that fall within the term of this Agreement: (a) commencing on the third (3rd) annual anniversary of the
Execution Date and continuing until the fifth (5th) annual anniversary of the Execution Date, the fee
provided for in clause 1), above,will be $4.40; and(b) if the term of this Agreement is for more than five
5)years,then, commencing on the fifth(5th)annual anniversary of the Execution Date and continuing on
each annual anniversary of the Execution Date thereafter throughout the remaining term of this Agreement,
the fee provided for in clause 1), as previously adjusted, will increase by an amount equal to five percent
5%)of the fee under clause 1)that is in effect immediately prior to the respective anniversary,and the fee,
as so increased,will thereupon become the fee payable under clause 1)unless and until further adjusted in
accordance with this clause(b).
An animal license will be considered "issued" for purposes of this Agreement regardless of the means,
method,program,process,or agency used for the issuance or registration of the license,and whether or not
a fee or other consideration is charged or received by the COUNTY for the license. Without limiting the
generality of the foregoing, an animal license that is donated or issued free of charge by the COUNTY or
that is issued as part of a bundling of COUNTY services or programs will be considered "issued" for
purposes of this Agreement.Further,any animal license that is processed by CON TRACTOR for COUNTY
during the term of this Agreement will be considered"issued"for purposes of this Agreement,whether or
not the license was or is actually issued or delivered before,during,or after the term of this Agreement.
Notwithstanding the preceding provisions of this Section 6A, the parties agree that CONTRACTOR's
minimum aggregate fees under this Section 6A are $6,000.00 per calendar year. In order to assure the
payment of such minimum aggregate annual fees to CON TRACTOR,the parties agree that if the aggregate
fees payable to CONTRACTOR under this Section 6A for a calendar month would,but for the application
of this sentence,be less than$500.00,then the aggregate fees payable to CONTRACTOR under this Section
6A for that calendar month will be$500.00.However,the foregoing minimum monthly amount will not be
applicable if the aggregate fees paid to CONTRACTOR under this Section 6A have already equaled or
exceeded, or in the opinion of CONTRACTOR are reasonably expected to otherwise equal or exceed,
6,000.00 for that calendar year. If the aggregate annual fees paid to CONTRACTOR under this Section
6A during any calendar year do not equal or exceed $6,000.00,then COUNTY shall pay an amount equal
to the positive difference between(i)the amount previously paid to CONTRACTOR for that calendar year
and (ii) $6,000.00, upon demand by CONTRACTOR. The $6,000.00 minimum annual amount shall be
prorated for any partial calendar year during the term of this Agreement.No delay or failure on the part of
CONTRACTOR in imposing or collecting the aforesaid monthly minimum amount shall affect
CONTRACTOR's right to receive the aforesaid minimum aggregate annual fees or to collect the aforesaid
minimum aggregate monthly amount either then or in the future.COUNTY acknowledges that the aforesaid
minimum fee amounts apply only to the fees payable to CONTRACTOR under this Section 6A,and do not
include, by way of example and not by way of limitation, any Start-Up Fee payable to CONTRACTOR
under Section 6B.
The fees paid to CONTRACTOR under this Section 6A are further subject to reasonable adjustment in the
event that COUNTY adds, modifies, or eliminates any fees that are charged to Licensees during the term
of this Agreement. COUNTY and CONTRACTOR agree to negotiate any such reasonable adjustments in
good faith.
As used in this Agreement,the term "Licensee" refers to any person who applies for an animal license to
be issued by or on behalf of COUNTY.
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B. Start-Up Fee.
COUNTY shall pay to CONTRACTOR,a$1,000,one-time only,"Start-Up Fee". The Start-Up Fee is due
upon receipt of a proper invoice and in compliance with Chapter 218, Fla. Stats., otherwise known as the
Local Government Prompt Payment Act" after the Execution Date. There are no Start-Up Fees for term
extensions or any renewals of this Agreement that may hereafter be entered into by the parties.
C. Additional Service Fees or Costs.
The following fees or cost reimbursements will apply to the extent that the corresponding services described
below are requested by COUNTY:
1) Supply Fee. If COUNTY requests changes to supplies or notices that it has previously
approved, including but not limited to fee or program changes, COUNTY will be
responsible for the actual costs associated with changing, replacing or discontinuing the
use of the previously approved supplies. If COUNTY terminates this Agreement for any
reason other than for cause, COUNTY will remain responsible for the actual cost of
supplies purchased on its behalf.
D. Charges to Licensees.
COUNTY agrees that CONTRACTOR may charge and collect the following fees directly from Licensees,
and CONTRACTOR shall be entitled to retain any such fees so collected as part of CONTRACTOR's
compensation under this Agreement,except as otherwise provided below:
1) $2.00 for each on-line transaction engaged in by a Licensee.
2) CONTRACTOR may charge a fee to a Licensee of no more than $25.00(or, if lower,the
maximum amount permitted by applicable law from time to time in effect)for each check
or other payment from that Licensee that is returned uncollected for any reason.Any such
returned item fee related to a Maintained Account that is actually collected shall be
deposited into the Maintained Account and shall be for the benefit of COUNTY;otherwise
the fee shall be retained by CONTRACTOR.
Note: More than one pet can be licensed per on-line transaction and pet owner will be charged a single fee
for that on-line transcation.
7.MODIFICATIONS OF SERVICES
If COUNTY requests Services in addition to those described in this Agreement, and CONTRACTOR
agrees to provide those additional Services, then CONTRACTOR shall be entitled to additional
compensation for those additional Services as shall be agreed upon by CONTRACTOR and COUNTY in
a written modification to this Agreement that is signed by an authorized representative of COUNTY and
CONTRACTOR.CONTRACTOR shall not be required to perform any such additional Services unless and
until the parties have entered into a written modification of this Agreement.Without limiting the other types
of services that may be considered to be outside of the scope of the Services described in this Agreement,
the following types of Services would be considered to be outside of the scope of the Services described in
this Agreement and, therefore, the subject of additional compensation to CONTRACTOR: customized
software projects;requests for new features in CONTRACTOR's software;or requests for CONTRACTOR
to implement new procedures or operations.COUNTY may determine after the Execution Date that certain
portions of the Services are no longer necessary,in which event COUNTY shall notify CONTRACTOR of
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Packet Pg. 705 Attachment: 2. ATF PetData v3 Signed FINAL Combined (27669 : DAS Consolidated ATFs)
the portions of the Services that are no longer required, and CONTRACTOR shall be relieved of the
responsibility for performing those portions of the Services. However, there shall be no adjustment in
CONTRACTOR's compensation hereunder for any portions of the Services that CONTRACTOR is not
required to perform.
8.REPORTS
A. Reports from CONTRACTOR. Within fifteen (15) business days after the end of each calendar
month during the term hereof, CONTRACTOR will submit an animal licensing summary report for the
preceding calendar month to COUNTY in a format that is mutually agreed upon by COUNTY and
CONTRACTOR. Any such report may be transmitted electronically or by any other means.
B. Reports from COUNTY.Within ten(10) calendar days after the end of each calendar month during
the term hereof, COUNTY will submit a report to CONTRACTOR of all license fees that COUNTY has
received during the preceding calendar month from Licensees,veterinarians or any other source other than
CONTRACTOR.Any such report may be transmitted electronically or by any other means.
9.PAYMENTS
A. COUNTY Account Used. If and for so long as a COUNTY Account is utilized hereunder, the
following provisions shall apply :
Within 15 business days after the end of each calendar month, CONTRACTOR will submit to COUNTY
an invoice with supporting documentation for the compensation due CONTRACTOR under this Agreement
for that calendar month. COUNTY will pay CONTRACTOR the invoiced amount by means of check,
ACH payment or other form of payment acceptable to CONTRACTOR in compliance with the "Local
Government Prompt Payment Act"Chapter 218, Florida Statutes. Invoices that are not timely paid will, at
CONTRACTOR's option,bear interest from the 30th day after the date that CONTRACTOR submits the
invoice to COUNTY and pursuant to Section 218.74, Florida Statutes. Invoices will be submitted
electronically to the e-mail address that COUNTY shall from time to time provide CONTRACTOR for the
submission of invoices or in such other manner as COUNTY may from time to time request in writing to
CONTRACTOR and that is acceptable to CONTRACTOR.
B. Direct Collections by COUNTY. If COUNTY collects any animal license fee or any other amount
that is subject to this Agreement directly from a Licensee, veterinarian or other source, other than
CONTRACTOR, COUNTY may either forward the amount collected to CONTRACTOR within fifteen
15)business days for deposit into a Maintained Account, if a Maintained Account is in effect,or retain the
amount. In either event, COUNTY shall report the amount so collected to CONTRACTOR in accordance
with Section 8B so that the fee(s)due CONTRACTOR hereunder with respect to the amount collected by
COUNTY may be determined and paid in accordance with this Agreement.
10. TERM
The initial term of this Agreement will commence on the Execution Date and will expire at the close of
business on the last day of the 12th full calendar month after that date, unless this Agreement is sooner
terminated in accordance with other provisions of this Agreement. The COUNTY, at its sole discretion,
may renew this Agreement for up to four consecutive one-year periods on the same terms as set forth in
this Agreement,by executing a letter of renewal signed by the COUNTY and the CONTRACTOR.
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Packet Pg. 706 Attachment: 2. ATF PetData v3 Signed FINAL Combined (27669 : DAS Consolidated ATFs)
11. TRANSITION PHASE
The period beginning on the Execution Date and expiring at the close of business on the sixtieth(60th)day
thereafter is referred to as the "Transition Phase." CONTRACTOR shall begin processing licenses within
a reasonable time following the Transition Phase subject to COUNTY's timely fulfillment of its obligations
under this Section 11. CONTRACTOR, in its discretion, may begin processing licenses prior to the
expiration of the Transition Phase. COUNTY acknowledges that any delay in the performance of its
obligations under this Section 11 may result in a delay in the commencement of the Services. The date on
which CONTRACTOR commences the processing of licenses hereunder is referred to in this Agreement
as the"Commencement Date."CONTRACTOR shall notify COUNTY of the Commencement Date within
a reasonable period before or after the Commencement Date.
During the Transition Phase:
A.License Data.
COUNTY shall provide historical license data files consisting of licenses older than 90 days within fifteen
days after the Execution Date. The said historical data shall be made available to CONTRACTOR in an
electronic format that is readily importable by CONTRACTOR.
B. Deliverables.
Within ten days after request from CONTRACTOR, COUNTY shall provide to CONTRACTOR agreed
upon supplies, data, feedback, process information, the initial designation regarding the type of Bank
Account under Section 5, and required approvals for items such as form designs (collectively,
Deliverables"). Deliverables may be requested throughout the Transition Phase.
C. Tags.
COUNTY shall purchase, at COUNTY's expense, and cause to be delivered to CONTRACTOR license
tags that meet CONTRACTOR's specifications, which have been provided to COUNTY.
12. PERMITS AND REQUIREMENTS
A. Permits.
CONTRACTOR shall obtain the necessary permits(s), if any, required by COUNTY or its governing
ordinances for the performance of the Services. COUNTY agrees to provide CONTRACTOR with a list of
any and all such permits and to cooperate and assist CONTRACTOR in good faith to aid CONTRACTOR
in obtaining any such permits in a timely fashion.
B. Legal Requirements.
CONTRACTOR shall, in performing the Services under this Agreement, comply with all federal, state,
county, or COUNTY statutes, laws, codes and ordinances, as amended, that are directly applicable to
CONTRACTOR's performance of the Services. COUNTY shall notify CONTRACTOR of changes to
laws, codes or ordinances affecting CONTRACTOR's performance of Services under this Agreement of
which COUNTY obtains actual knowledge during the term of this Agreement.
By executing and entering into this Agreement,the Contractor is formally acknowledging without
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exception or stipulation that it agrees to comply, at its own expense,with all federal, state and local laws,
codes,statutes,ordinances,rules,regulations and requirements applicable to this Agreement,including but
not limited to those dealing with the Immigration Reform and Control Act of 1986 as located at 8 U.S.C.
1324, et seq. and regulations relating thereto,as either may be amended;taxation,workers' compensation,
equal employment and safety including, but not limited to, the Florida Public Records Law Chapter 119,
including specifically those contractual requirements at F.S. § 119.0701(2)(a)-(b)as stated as follows:
IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER
119,FLORIDA STATUTES,TO THE CONTRACTOR'S DUTY TO PROVIDE PUBLIC
RECORDS RELATING TO THIS CONTRACT,CONTACT THE CUSTODIAN OF PUBLIC
RECORDS AT:
Communications,Government&Public Affairs Division
3299 Tamiami Trail East, Suite 102
Naples,FL 34112-5746
Telephone: (239)252-8999
Email: PublicRecordRequest@colliercountyfl.gov
The Contractor must specifically comply with the Florida Public Records Law to:
1. Keep and maintain public records required by the public agency to perform the service.
2. Upon request from the public agency's custodian of public records, provide the public
agency with a copy of the requested records or allow the records to be inspected or copied
within a reasonable time at a cost that does not exceed the cost provided in this chapter or
as otherwise provided by law.
3. Ensure that public records that are exempt or confidential and exempt from public records
disclosure requirements are not disclosed except as authorized by law for the duration of
the contract term and following completion of the contract if the Contractor does not
transfer the records to the public agency.
4. Upon completion of the contract,transfer,at no cost,to the public agency all public records
in possession of the Contractor or keep and maintain public records required by the public
agency to perform the service. If the Contractor transfers all public records to the public
agency upon completion of the contract,the Contractor shall destroy any duplicate public
records that are exempt or confidential and exempt from public records disclosure
requirements.If the Contractor keeps and maintains public records upon completion of the
contract,the Contractor shall meet all applicable requirements for retaining public records.
All records stored electronically must be provided to the public agency,upon request from
the public agency's custodian of public records, in a format that is compatible with the
information technology systems of the public agency.
If Contractor observes that the Contract Documents are at variance therewith, it shall promptly notify the
County in writing. Failure by the Contractor to comply with the laws referenced herein shall constitute a
breach of this Agreement and the County shall have the discretion to unilaterally terminate this Agreement
immediately.
13. COVENANTS REGARDING DATA
CONTRACTOR agrees that it will not,without COUNTY's consent,use personal data collected on behalf
of COUNTY other than for the performance of the Services or other uses permitted by this Agreement or
under applicable law. Further, CONTRACTOR agrees that it will not sell, or intentionally transfer or
release, to any third party personal data that CONTRACTOR has collected in performing the Services,
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except as may otherwise be required by this Agreement or applicable law,and that it will take commercially
reasonable measures to prevent the unauthorized release of any such third party personal data.
Upon the termination of this Agreement, CONTRACTOR agrees to return or transfer to COUNTY, in a
mutually acceptable format,all animal licensing data maintained by CONTRACTOR under this Agreement
within 15 business days after CONTRACTOR has received all sums due CONTRACTOR under this
Agreement.
14. INDEMNITY
Subject to the limitations on CONTRACTOR's liability set forth elsewhere in this Agreement,
CONTRACTOR agrees to indemnify and hold harmless COUNTY and its officers and employees from
and against any and all claims, lawsuits, judgments, costs and expenses for personal injury (including
death),property damage or other harm for which recovery of damages is sought, suffered by any person or
persons,arising out of CONTRACTOR's gross negligence or willful misconduct in the performance of the
Services under this Agreement. In the event of joint and concurring responsibility of CONTRACTOR and
COUNTY,responsibility and indemnity, if any, shall be apportioned comparatively. The provisions of this
paragraph are solely for the benefit of the parties hereto and are not intended to create or grant any rights,
contractual or otherwise, in or to any other person or entity.
15. INSURANCE REQUIREMENTS
CONTRACTOR shall procure, pay for, and maintain during the term of this Agreement:
A. Commercial Liability Insurance with a minimum combined single limit coverage of$1,000,000
per occurrence, and a $2,000,000 General Aggregate Limit for all damages due to bodily injury, sickness
or disease, or death to any person, and damage to property, including the loss of use thereof.
B. Workers Compensation Insurance to cover obligations imposed by federal and state statutes having
jurisdiction or employees engaged in the performance of the work or services of not less than $1,000,000
per accident, $1,000,000 disease for each employee, and$1,000,000 disease policy limit.
C. Crime/Employee Dishonesty: $50,000/single limit
CONTRACTOR shall furnish evidence of such coverage to COUNTY and will provide 30 days' written
notice of policy lapse or cancellation, or of a material change in policy terms. The Contractor shall provide
County with certificates of insurance meeting the required insurance provisions. Renewal certificates shall
be sent to the County thirty(30)days prior to any expiration date.
Collier County Board of County Commissioners shall be listed as the Certificate Holder and included as an
Additional Insured" on the Insurance Certificate for Commercial General Liability where required. This
insurance shall be primary and non-contributory with respect to any other insurance maintained by, or
available for the benefit of, the Additional Insured and the Contractor's policy shall be endorsed
accordingly. The Certificate of Insurance must state the Contract Number, or Specific Project Description
or must read: For any and all work performed on behalf of Collier County.
CONTRACTOR does not own any vehicles.However,CONTRACTOR does have coverage for non-owned
vehicles under its commercial liability policy. Therefore, CONTRACTOR does not carry and shall not be
obligated to carry separate automobile liability coverage.
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16. TERMINATION
A. Expiration.
If the term of this Agreement expires and is not extended in accordance with other provisions of this
Agreement, then CONTRACTOR shall be paid all amounts due CONTRACTOR hereunder with respect
to all periods through the date of termination, including CONTRACTOR's basic fees under Section 6A
with respect to animal licenses or renewals that are in process at the time of termination.
B. For Cause.
If CONTRACTOR materially breaches this Agreement and fails to cure the breach within thirty(30)days
after COUNTY notifies CONTRACTOR of the breach and specifies the details of the breach, COUNTY
may terminate this Agreement upon notice to CONTRACTOR. In the event of such termination,
CONTRACTOR shall be entitled to payment for all amounts due CONTRACTOR hereunder with respect
to all periods through the date of termination, including CONTRACTOR's basic fees under Section 6A
with respect to animal licenses or renewals that are in process at the time of termination.
C. For Convenience.
The COUNTY may terminate this Agreement for convenience with a thirty (30) day written notice to
CONTRACTOR.
D. Termination of Licensing Program.
COUNTY may terminate this Agreement upon not less than 90 days prior notice to CONTRACTOR if
COUNTY determines to terminate its animal licensing program. Upon such termination, CONTRACTOR
shall be entitled to payment for all amounts due CONTRACTOR hereunder with respect to all periods
through the date of termination plus an additional amount(the "Cancellation Fee") equal to the sum of all
compensation payable to CONTRACTOR under this Agreement for the three calendar months in which the
highest monthly compensation was payable to CONTRACTOR hereunder during the twelve calendar
months preceding the date of termination(or if shorter during the period from the Execution Date until the
date of termination). The parties agree that the Cancellation Fee is reasonable compensation to
CONTRACTOR for its lost revenue resulting from the early termination of this Agreement by COUNTY
and is not a penalty.
17. UNFORESEEN CIRCUMSTANCES
CONTRACTOR shall not be responsible for any delay or omission in the performance of any of
CONTRACTOR's obligations under this Agreement to the extent caused by natural disaster, power
outages, war, civil disturbance, labor dispute or other cause beyond CONTRACTOR's reasonable control.
To the extent CONTRACTOR is able to do so, CONTRACTOR shall provide notice to COUNTY of any
event described in this Section within ten(10)business days after the occurrence of such event.
18. RECORDS/AUDIT
CONTRACTOR shall maintain in electronic form or on a database material books,records,and documents
directly related to the performance of the Services (collectively, "Records") during the term of this
Agreement and for a period of three years thereafter. CONTRACTOR shall further maintain any Records
that were either received or originally generated by CONTRACTOR in paper form for a period of three
years after the date(s) that the respective Records were originally received or generated or until the
Page 9 of 16
v
16.D.3.c
Packet Pg. 710 Attachment: 2. ATF PetData v3 Signed FINAL Combined (27669 : DAS Consolidated ATFs)
termination, by expiration or otherwise, of this Agreement, whichever occurs first. Any paper Records in
existence at the expiration of any such three-year period or at the termination of this Agreement shall either
be shipped to COUNTY or destroyed, at COUNTY's option and at COUNTY's expense in either case.
During the term of this Agreement and for a period of three years thereafter,COUNTY shall have the right
to inspect and audit, at COUNTY's expense, and upon reasonable advance notice to CONTRACTOR,the
Records that CONTRACTOR is obligated to maintain hereunder as of the time of any such inspection or
audit.Notwithstanding the foregoing, any Records maintained by CONTRACTOR during the term of this
Agreement that relate to any litigation, appeal, or related settlement arising under or in relation to this
Agreement shall be preserved until a final disposition has been made of such litigation. However,
CONTRACTOR shall not have any liability for disposing of paper Records in accordance with this
Agreement prior to the time that CONTRACTOR obtained actual knowledge of the existence of the
litigation.
Confidentiality of information contained in this Agreement is subject to the requirements of the Florida
Public Records Act,Chapter 119, Fla. Stat., and the Florida Sunshine Law, Chapter 286,Fla. Stat.
19. NOTICES
Any notice, statement, or demand required or permitted to be given hereunder by either party to the other
shall be in writing and shall be given personally or by courier, by overnight delivery service, by certified
mail, return receipt requested, postage prepaid, or by confirmed (either machine or personal) facsimile
transmission, addressed to the recipient as follows:
Notices to COUNTY shall be addressed as follows:
Collier County Domestic Animal Services Division
7610 Davis Blvd
Naples,Florida 34104
Attention:
Marcy Perry,Division Director
Phone: (239)252-6952 / Email: Marcy.Perry@colliercountyfl.gov
Or
Viviana Giarimoustas, Contract Administration Specialist
Phone: (239)252-4915 /Email: Viviana.Giarimoustas@colliercountyfl.gov
Notices to CONTRACTOR shall be addressed as follows:
Chris Richey, President
PetData,Inc.
P.O. Box 141929 if mailed)
Irving,Texas 75014-1929
8585 N Stemmons Fwy, Suite 1100N (if delivered)
Dallas,Texas 75247
214-821-3106 facsimile)
Page 10 of 16
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16.D.3.c
Packet Pg. 711 Attachment: 2. ATF PetData v3 Signed FINAL Combined (27669 : DAS Consolidated ATFs)
Any such notice shall be effective (a) if delivered personally or by courier, when received, (b) if
sent by overnight courier, when received, (c) if mailed, on the second business day after being mailed as
described above,and(d)if sent by confirmed(either personal or machine)written telecommunication,when
dispatched. Any party may change any of its contact information for notices upon not less than ten (10)
days'prior notice to the other party in accordance with this Section.The provisions of this Section shall not
govern the means of submission of invoices by CONTRACTOR to COUNTY under this Agreement.
20. CONTRACTOR'S SYSTEM
COUNTY acknowledges that CONTRACTOR has developed and coordinated proprietary means and
methods of performing the Services and related know-how,skills,and property(collectively,the"System").
The System includes,among other items,an interactive website,databases,software,and related items.The
System is special and unique to CONTRACTOR and has been developed by CONTRACTOR at great cost
and expense to CONTRACTOR. COUNTY acknowledges that COUNTY is not acquiring any rights in or
to the System, and that the System is and will remain the sole and exclusive property of CONTRACTOR.
COUNTY further acknowledges and agrees that any information that COUNTY obtains related to the use,
formulation or operation of the System that is not generally known is CONFIDENTIAL,may only be used
by COUNTY for the limited purposes described in this Agreement, and may not be disclosed to any third
parties except as may be required under applicable law or with CONTRACTOR's prior, express written
consent in CONTRACTOR's sole discretion. Upon the termination of this Agreement, any information
and materials, in whatever media or format,related to the System that COUNTY has in its possession will
be returned to CONTRACTOR or destroyed at CONTRACTOR's option.COUNTY agrees that it will not
attempt to discover,duplicate, or replicate the System in any manner.
21. MISCELLANEOUS
A. Governing Law and Venue.
This Agreement shall be governed by and construed in accordance with the laws of the state in which
COUNTY is located. Any suit or action brought by either party to this Agreement against the other party
relating to or arising out of this Agreement must be brought in the appropriate federal or state courts in
Collier County,Florida,which courts have sole and exclusive jurisdiction on all such matters.
B. Relationship of Parties.
The relationship of COUNTY and CONTRACTOR is that of independent contractors. Nothing in this
Agreement is intended to create a partnership or joint venture between the parties,to establish a fiduciary
relationship between the parties, or to render either party liable or responsible for any debts, liabilities or
other obligations of the other party.
C. Entire Agreement.
This Agreement, including any exhibits hereto,embodies the complete agreement of the parties hereto,and
supersedes all oral or written previous or contemporary agreements or understandings between the parties
relating to any of the matters herein. This Agreement may not be amended or otherwise modified except in
a writing executed by both parties. The expiration or other termination of this Agreement shall not
extinguish any right or remedy existing at the time of termination.
Page 11 of 16
O
16.D.3.c
Packet Pg. 712 Attachment: 2. ATF PetData v3 Signed FINAL Combined (27669 : DAS Consolidated ATFs)
D. Severability.
In case any one or more of the provisions contained in this Agreement shall for any reason be held to be
invalid, illegal, or unenforceable in any respect, such invalidity, illegality, or unenforceability shall not
affect any other provision thereof, and this Agreement shall be considered as if such invalid, illegal, or
unenforceable provision had never been contained in this Agreement.
E. Dispute Resolution
Prior to the initiation of any action or proceeding to resolve disputes between the parties,the parties shall make
a good faith effort to resolve any disputes by negotiation. The negotiation shall be attended by representatives
of CONTRACTOR with full decision-making authority and by County's staff person who would make the
presentation of any settlement reached during negotiations to County's Board for approval. Failing resolution,
and prior to the the commencement of any litigation between the parties arising out of this Agreement,the parties
shall attempt to resolve the dispute through mediation before an agreed-upon Circuit Court Mediator certified
by the State of Florida. The mediation shall be attended by representatives of CONTRACTOR with full
decision-making authority and by County's staff person who would make the presentation of any settlement
reached at mediation to County's Board for approval. Should either party fail to submit to mediation as required
hereunder,the other party may obtain a court order requiring mediation under Section 44.102 Fla. Stat.
F.Assignment;Binding Effect.
Neither party may assign this Agreement without the prior written consent of the other party.
Notwithstanding the foregoing,the transfer of CONTRACTOR's interest in this Agreement to an affiliate
of CONTRACTOR or in connection with a merger, consolidation, sale of substantially all of
CONTRACTOR's assets, or business combination involving CONTRACTOR shall not be deemed to be
an assignment in violation of this Section, provided that such transferee shall be subject to all of the terms
and conditions of this Agreement. This Agreement shall be binding upon and inure to the benefit of the
parties hereto and their respective heirs, executors, administrators, successors, and, where permitted,
assigns.
G. General.
All references in this Agreement to sections and other subdivisions refer to corresponding sections and
other subdivisions of this Agreement unless the context indicates otherwise. Titles appearing at the
beginning of any such sections or subdivisions are for convenience only and shall not constitute part of
such sections or subdivisions and shall be disregarded in construing the language contained in such sections
or subdivisions. These words "this Agreement", "this instrument", "herein", "hereof', "hereby",
hereunder" and words of similar import refer to this Agreement as a whole and not to any particular
subdivision unless expressly so limited. Words in the singular form shall be construed to include the plural
and vice versa, unless the context otherwise requires. Words in any gender(including the neutral gender)
shall include any other gender, unless the context otherwise requires. Examples shall not be construed to
limit, expressly or by implication, the matter they illustrate. The word"includes"and its derivatives shall
mean "includes, but is not limited to" and corresponding derivative expressions. The term "or" includes
and/or." All exhibits attached to this Agreement are incorporated herein by reference. No consideration
shall be given to the fact or presumption that one party had a greater or lesser hand in drafting this
Agreement. All references herein to "$", "dollars", or other sums of money shall refer to U.S. Dollars.
References in this Agreement to"business days"shall refer to days other than Saturdays, Sundays,or other
days on which COUNTY offices are closed.Any references in this Agreement to"days"other than business
days shall refer to calendar days. Time is of the essence of this Agreement. No delay or forbearance in
Page 12 of 16
C1Z0
16.D.3.c
Packet Pg. 713 Attachment: 2. ATF PetData v3 Signed FINAL Combined (27669 : DAS Consolidated ATFs)
asserting any right or enforcing any obligation under this Agreement shall constitute a waiver of such right
or obligation.
H. Authorization.
Each of the parties represents and warrants to the other that this Agreement has been duly authorized by all
necessary corporate or governmental action on the part of the representing party and that this Agreement is
fully binding on such party.
I.Public Entity Crime.
By executing and entering into this Agreement, the CONTRACTOR acknowledges to comply with the
terms of Section 287.133 of the Florida Statutes and inform the County of the conviction of a public entity
crime.
J.Non-Appropriation.
It is further understood and agreed by and between the parties herein that this Agreement is subject to
appropriation by the Board of County Commissioners.
K. Counterparts.
This Agreement may be executed in any number of counterparts,each of which shall be deemed an original
and all of which together shall constitute one and the same instrument. It shall not be necessary for each
party to sign each counterpart, and separate signature pages may be attached to any counterpart in order to
make a complete counterpart. For purposes of the execution of this Agreement or any amendment hereto
or modification hereof, a signature transmitted by facsimile, computer file or other electronic means shall
be fully binding as an original signature.
Signature page follows]
Remainder of this page intentionally left blank******************
Page 13 of 16
16.D.3.c
Packet Pg. 714 Attachment: 2. ATF PetData v3 Signed FINAL Combined (27669 : DAS Consolidated ATFs)
EXECUTED by COUNTY and by CONTRACTOR on the respective dates set forth below to be effective
as of the Execution Date.
ATTEST:
Crystal K. Kinzel,Clerk:of Circuit Court BOARD OF COU COMMISSIONERS
and Comptroller ' - COLLIER COU.. `i, FLO' • •
ilitfr
BY: . A 4
r By: mo -
Pr WILL AM L. MCDANIEL JR.,Chairman
Dated: aWWi I ,
SEAL)
Atest ate:WHIRRti
slgnahlf 'allay:
Contractor's Witnesses: CONTRACTOR:
PETDA ,INC.
A
CC//
y//TTyy'J//
J•NN
I
By:
First Witness Signature
Mari Ite Je4A'' C Itr,.f Io I i A. I?i G LLLy Tres, L
1'Type/print witness pfneT Type/print signature and title'/
Second Witness Cc 1 y Z f' ti Z
o,- 1\ -TV
Date
Type/print witness name'
oandalitY:
County Attorney
n 1TDr"14 ko
Print Name
Page 14 of 16
16.D.3.c
Packet Pg. 715 Attachment: 2. ATF PetData v3 Signed FINAL Combined (27669 : DAS Consolidated ATFs)
EXHIBIT A
Description of Services
This exhibit is attached to and a part of the above and foregoing Agreement for Animal Licensing
Services(Agreement). Terms used in this exhibit that are not defined in this exhibit but which are
defined elsewhere in the Agreement shall have the respective meanings given to them in the other
provisions of the Agreement. In the event of any conflict between any of the provisions of this
exhibit and the other provisions of the Agreement, the other provisions of the Agreement shall
control.
CONTRACTOR RESPONSIBILITIES
1. Process License Applications
A. Receive and process animal license applications through the mail.
B. Provide online licensing and process applications initiated through CONTRACTOR's
website.
C. Enter new and renewal license applications into CONTRACTOR's proprietary
database.
D. Deposit, or transmit for deposit, all receipts collected for license fees, with the
exception of those payments made via credit card, into a Bank Account.
E. Mail license tags within ten (10) business days after receipt of payment and complete
documentation as required by local ordinance and/or COUNTY policy.
F. Update license information in CONTRACTOR'S database and issue replacement tags
as needed.
G. If CONTRACTOR collects any payments due COUNTY from Licensees via credit
card transactions that are paid to CONTRACTOR, those payments will be deposited,
or transmitted for deposit, into a Bank Account within 15 business days after the end
of the calendar month in which collected.
2. Mail License Notices
A. Mail renewal and reminder notices for expiring animal licenses. Renewal notices will
be mailed in the month prior to the license expiration date,or as otherwise agreed upon
between CONTRACTOR and COUNTY.
B. Mail billing notices to pet owners who have vaccinated a pet against rabies but have
not licensed, if COUNTY collects rabies vaccination reports from veterinarians.
3. Customer Service for Licensing Program
A. Provide customer service to pet owners via phone, email and mail, and respond to
requests in a timely fashion.
B. Provide customer service to COUNTY staff, and respond to COUNTY requests in a
timely fashion.
C. Provide online access to licensing data to appropriate personnel via CONTRACTOR's
proprietary website, at no additional charge.
4. Manage Reports from Authorized Registrars and Veterinary Clinics
Exhibit A—Page 1
16.D.3.c
Packet Pg. 716 Attachment: 2. ATF PetData v3 Signed FINAL Combined (27669 : DAS Consolidated ATFs)
A. Process and enter license sales records from any registrars and veterinary clinics
authorized to sell animal licenses.
1) Track tag inventories at all authorized registrars, and reconcile reports.
2) Invoice authorized registrars for licenses sold as needed
B. Process and enter rabies vaccination records from local veterinary clinics if rabies
reporting is required by COUNTY.
C. Follow up with delinquent clinics and registrars and report delinquent clinics and
registrars to COUNTY as needed.
5. Provide veterinarians and other authorized registrars with reasonable quantities of supplies
reporting forms, applications or vaccination certificates, citizen mailing envelopes, etc.)
necessary to sell license tags and/or report rabies vaccinations to CONTRACTOR.
Supplies are to be printed in one color with the design and layout to be determined by
CONTRACTOR.
6. Reporting to COUNTY
A. Send reports to COUNTY within 15 business days after the end of each month
including the number of licenses sold at each location.
B. Provide statistical reports to COUNTY as requested within a timely manner.
Depending on the information requested, CONTRACTOR can provide most reports
within five business days.
C. Process donations on behalf of COUNTY when a donation is made with the purchase
of a license, if COUNTY requests donations be collected.
D. Provide an online tag search to the public if COUNTY wishes to have
CONTRACTOR's online tag search enabled.
COUNTY RESPONSIBILITIES
1. Purchase license tags to CONTRACTOR's specifications and ship them to
CONTRACTOR. CONTRACTOR recommends that tags be shipped directly from tag
vendor to CONTRACTOR to reduce shipping costs.
2. Report COUNTY license sales electronically or by mail at least monthly by the 10th
calendar day of the month for the prior month's sales.
3. Give CONTRACTOR at least 60 days' notice of license fee or ordinance changes.
4. Respond to CONTRACTOR inquiries in a timely fashion.
5. Provide feedback to CONTRACTOR regarding program and customer matters.
Exhibit A—Page 2
0
16.D.3.c
Packet Pg. 717 Attachment: 2. ATF PetData v3 Signed FINAL Combined (27669 : DAS Consolidated ATFs)
C)-anaty
After the Fact Form
lnstructions
Requester Name: Qindy DelgadO Division: DOmestiC Animal ServiceS
Division Dir€ctor: Mafcy Pefry vondor Name; CommunicationS lnternatiOnal, lnc.
emount: $l,J{1.$Q contract #: {$QQQ03924 I 1 5-6409 Purchase Order: 4500226 1 451 450022641 I
Why is this deemod a non-compliant purchaso? C/,oose ore
Contract VOrdinance Manual P-Card ZOthst
Detalls of Purchase: Explain the circumstancgs behind this purchase.
cmu*.doE lnb.inb.c, ld !.dir- h-drdd i.d6..$ tf, Elrl.d $lt*r rlcd.lr.b ur!.. clrE c..r..l 15-6409 ch s.ddrbd 15, zD3 ft@r.[nr s..vi- oni*m tsar.d. tt dEs od..
P.ml p.lFrty ..td tE Su.plu Prlp.rly lvlr8d
on ocb6.r 26.2023,.td n!ftpL,Eqrd.6y dB o s oN!.ro.. fE PerrBr s.-i- Dnild pBvsd th. optlr.er r[d+in lom io t .hnd b, E d{r.dan, *ntn c srgEd .rn don d $o {ft dayPtEM.nl Er1@ Irn.Id.<, $d ot. EplLl ....1 trdcln 6qu6l iom *rlb..dd.d lo tn. BCC mdr! on tlovfflo r 14,2023 On t1f6..15,2@3, PM..r S.016 drn d.i.d ord rh.y ED uMbr.
r.a.in ,E JGI h.n dld n ai*.r 6rn 0.dn6i 12,2023 nErh! trn r b..ddd lo,r J.nEiy 9 ana Bcc,EttE rlE 6rLlEr tnd+i.,!q'i..t 6 d.d r,,E J.nury L a2r n-rrg tq,
rEltE .lLr $. hl{.j ,rp&. Eqlrd
E .d.CpBdoltf, trd+i.dDboEoE..&.h.ir!6p{LlEr.
A.rdti(tuir, rh. 6rytrE.d ol PO tl5m2261rl5 db nor @, .d DAS h.d io op.n . lw Plrhe dt - lrm FY2a tun! h drd io plr,€$ tx p.ytu.t
9, h ,!q!.trna of, .i..ffi .pcrMl 6r p.ydn ol hdo. Prr6rra h trl .lEd ol 152,:,.2 80 b c@lcatoi! lnb.n &.r.r, rr bee h drr r. Flr.rt pl6 ih. !!d..]n dd.r .d lotov
c[,la 5rq09.d suor6 FLp.rt il&El, nl. p.rml ol0r hv.k n-d.d ro b. r,.l.y.d *fldr h rm dld nd tt!r@ 0r Pl@nhrr ftlEno..d PIEUlfnr !L.!.lGqdlllmb tx rln.t 9.rmnr
Action Required: What are you asking to be done to remedy ths situation, include list of invoices if applicable?
The Domestic Animal Services Division is requesting the Board of County Commissioners to
approve the payment of the outstanding invoice P| 161774 totaling $52,342.80 to
Communications lnternational, lnc. for 20 handheld radios and softtvare provided to DAS
including the trade-in allowance for the 19 old radios.
Gon€ctive/Pr€ventive Action: What action is boing taken to prevent this violation from re4ccuning?
Domestic Animal Services Division followed the process and submitted the required documentation timely. The delays
in obtaining proper approvals in order to process the payment were caused by Procurement Services Division Staff.
Capital Asset trade-in request form is scheduled to be approved by the Board on January 9, 2024, which will provide
the proper authorization to process the payment of the invoice to include the trade-in allowance.
DAS staff will be provided written guidance on follow up methods for financial and procurement related items with
Procurement Services Division and/or other divisions, as necessary.
Requested by: Cindy DelgadO Date: 01-05-2024
Division Director: MafCy Pefry Signature {f)ryd€oar'>oate. 1 l$ /2o4
Revised 06/'1712021
As per sectbn 21 of tha Pruurement Manual, all purchases sra// De consistenf and in compliance with the Procuroment
Odinance (2017-08). Should wo* be authorizsd or purchases made that,s ,,hconslstent with County policy, procedure, or
contnct terms, an After-th*Fact Procurement Fom is required. This includes purchasas made in advance of a Purchase Order,
when a Purchase Order is required to authorize such activity, and purchases made under an expired cgntract, or for goods and
seruices not covered by the cufient @ntract or puchase oder. All such 'After the Fact Procuremants" will be repoded to lhe
County ManageL
T tr
The rcquesto, afflrms thal to tho bsst of th€i. knowledgo th6 inrormatlon provlded in thB docum6nt ls trus.
Slgnature.C,&Cc4a4[D
16.D.3.d
Packet Pg. 718 Attachment: 3.ATF Communications International DAS Radios FINAL combined (27669 : DAS Consolidated ATFs)
Customer C000230
Communications International, Inc.
4450 US Highway 1
VERO BEACH, FL 32967
772-569-5355
Bill To
Collier County Board Co Comm
3299 Tamiami Trail E Ste 700
NAPLES, FL 34112
Delivery Address
Collier County - Domestic Animal Services
7610 Davis Boulevard
NAPLES, FL 34104
All L3Harris Parts
Agreement #15-6409
Item Description Quantity Price
Line
Discount Net Price Extended Price
Project P1995.4.0006
XK-PF78B PORTABLE,XL-45P,7/800MHZ,GRAY 20 2,200.00 28%1,584.00 31,680.00
Serial numbers
A4019A001E47 A4019A001E48 A4019A001E49 A4019A001E4A A4019A001E4B A4019A001E4C
A4019A001E50 A4019A001F0F A4019A001F10 A4019A001F11 A4019A001FAF A4019A001FB0
A4019A001FB1 A4019A001FB2 A4019A001FB3 A4019A001FB4 A4019A001FB5 A4019A001FB6
A4019A001FB7 A4019A001FB8
XK-FW2X OPERATION,LOAD NIFOG PERSONALITY 20 0.01 0%0.01 0.20
XK-PL4F FEATURE,P25 PHASE 2 TDMA 20 250.00 28%180.00 3,600.00
XK-PL8Y FEATURE, ENCRYPTION LITE 20 0.01 0%0.01 0.20
XK-PL9E FEATURE,SINGLE-KEY AES ENCRYPTION 20 0.01 0%0.01 0.20
XK-PL4U FEATURE,SINGLE-KEY DES
ENCRYPTION
20 0.01 0%0.01 0.20
XK-NC8F ANTENNA,WHIP,1/4 WAVE,762-870MHZ 20 40.00 28%28.80 576.00
XK-HC2G BELT CLIP,STANDARD,XL-45 20 20.00 28%14.40 288.00
XK-CH5X CHARGER,1-BAY,TRI-CHEMISTRY 20 150.00 28%108.00 2,160.00
CIINPA9Y Battery,Li-Ion,2500mAH, P5300/5400/7300 20 134.00 15%113.90 2,278.00
Invoice Page 1 of 2
Customer PO 4500226145
10/12/2023Date
Invoice Number PI161774
16.D.3.d
Packet Pg. 719 Attachment: 3.ATF Communications International DAS Radios FINAL combined (27669 : DAS Consolidated ATFs)
Item Description Quantity Price
Line
Discount Net Price Extended Price
Subtotal 40,582.80
Project P1995.4.0006 Service order SVC199782
Programming 20 58.00 0%58.00 1,160.00
Trade In Allowance -2,000.00
Extended Warranty 3-5 years 20 630.00 0%630.00 12,600.00
Subtotal 11,760.00
Total $52,342.80
$0.00Sales tax
Remit to Communications International, Inc.
4450 US Highway 1
VERO BEACH, FL 32967
Due date 11/11/2023
Terms N30
E-mail ar@ask4ci.com
For Terms and Conditions please visit www.ask4ci.com/termsandconditions
Invoice Page 2 of 2
Customer PO 4500226145
10/12/2023Date
Invoice Number PI161774
16.D.3.d
Packet Pg. 720 Attachment: 3.ATF Communications International DAS Radios FINAL combined (27669 : DAS Consolidated ATFs)
16.D.3.d
Packet Pg. 721 Attachment: 3.ATF Communications International DAS Radios FINAL combined (27669 : DAS Consolidated ATFs)
Purchase Order number must appear on all related
correspondence, shipping papers and invoices:
Printed 01/04/2024 @ 10:26:38 Page 1 of 10001000000-155410-646610
Collier County Board of County Commissioners
Procurement Services Division
Phone: 239-252-8407
Fax: 239-732-0844
Tax Exempt: 85-8015966531C-1
Collier County Board of County Commissioners
Attn: Accounts Payable
3299 Tamiami Trl E Ste 700
Naples FL 34112-5749
OR email to: bccapclerk@collierclerk.com
Send all Invoices to:
VENDOR Terms and Conditions
The VENDOR agrees to comply with all Purchase Order Terms and Conditions as outlined on the Collier County Procurement Services Division site:
https://www.colliercountyfl.gov/home/showdocument?id=104405, including delivery and payment terms. Further, the VENDOR agrees to:
1. Provide goods and services outlined in this Purchase Order with the prices, terms, delivery method and specifications listed above.
2. Notify department immediately if order fulfillment cannot occur as specified.
3. Send all invoices to:Collier County Board of County Commissioners
Attn: Accounts Payable
3299 Tamiami Trl E Ste 700
Naples FL 34112-5749
OR email to: bccapclerk@collierclerk.com
The Purchase Order is authorized under direction of Collier County Board of County Commissioners by:
Sandra Herrera, Director, Procurement Services Division
Vendor # 100675
COMMUNICATIONS INTERNATIONAL INC
4450 US HWY 1
VERO BEACH FL 32967
Purchase order
PO Number 4500226418 Date 10/05/2023
Contact Person Domestic Animal
Telephone 239-252-7387 Fax 239-530-7775
Please deliver to:
DOMESTIC ANIMAL SERVICES
7610 DAVIS BLVD
NAPLES FL 34104-5311
Delivery Date:
Terms of Payment Net 28 days (20 business days)
Item Material Description Order Qty Unit Price Per Unit Net Value
00010 CON 800 MHZ Radio ACO 52,342.8 EA 1.00 52,342.80
Total quantity spread over the following delivery dates:
Quantity Delivery Date Unit
52,342.8each Day 09/30/2024
00020 CON Kenwood Portable UHF Radio 7,352.5 EA 1.00 7,352.50
*** Item completely delivered ***
59,695.30Total net value excl. tax USD
16.D.3.d
Packet Pg. 722 Attachment: 3.ATF Communications International DAS Radios FINAL combined (27669 : DAS Consolidated ATFs)
Capital Assets and Non-Assets Request
Page 1 of 2
CAPITAL ASSET
DISPOSITIONS
ZFI_ASSETS_NOXML Version Updated : 05/16/2023 @ 11:41:09 Form Last Saved : 10/26/2023 @ 12:23:37
Attention
FINANCE
PURCHASING
FLEET
IT or MIS
CAPITAL ASSET
NON-ASSET
CONSUMABLE / SUPPLIES
Prepared By
Name:Becca Zimmerman
Date:10/25/2023
ACQUISITIONS CAPITAL ASSETS
TRANSFERS
PROPERTY MOVEMENT
DISPOSITIONS
CORRECTIONS
By donation, pcard, grant or purchase order
Complete ownership change
Movement to Surplus or other physical inventory/responsibility
Disposal approval
Record update or correction
Main Agenda Item :
SAP Asset #Inv/Barcode #Serial #Description (Year, Make, Model)Description 2 +
see attached -
16E 1/9/2024
16.D.3.d
Packet Pg. 723 Attachment: 3.ATF Communications International DAS Radios FINAL combined (27669 : DAS Consolidated ATFs)
Capital Assets and Non-Assets Request
Page 2 of 2
CAPITAL ASSET
DISPOSITIONS
ZFI_ASSETS_NOXML Version Updated : 05/16/2023 @ 11:41:09 Form Last Saved : 10/26/2023 @ 12:23:37
Dispositions
Disposition Date :11/14/2023 Value : $0.00 PO/Preq :450015819 & 4500170786
Explanation :Traded in w/vendor for new equip.
Scrapped Recycled Destroyed Stolen Traded-in Sold Donated
Details :
Resp. C.Center :155410 DOMESTIC ANIMAL SERV Phys. Location :DAS Operations
Financial :
Fund :0001000000 GENERAL FUND F. Center :155410 DOMESTIC ANIMAL SERV
WBS :Grant :
Custodian :
Name :Marcy Perry
Date :
Signature :
Purchasing :
Purchasing Approved? Yes No
Name :
Date :
Signature :PerryM
arcy
Digitally signed
by PerryMarcy
Date: 2023.10.26
12:23:37 -04'00'
AndersonKev
in
Digitally signed by
AndersonKevin
Date: 2024.01.11
16:02:24 -05'00'
Kevin Anderson
16.D.3.d
Packet Pg. 724 Attachment: 3.ATF Communications International DAS Radios FINAL combined (27669 : DAS Consolidated ATFs)
Asset # Inv # Asset Description Addtnl Info Location Serial # C.Ctr
30030895 CC10007082 PORTABLE DIGITAL SCAN RADIO HARRIS XG-25P 800 MHZ MODEL: DPXGPB78B; LID# 2253 BUILDING 1 (DISPATCH) A40138014508 155410
30031831 CC10007478 PORTABLE DIGITAL SCAN RADIO HARRIS XG-25P 800 MHZ MODEL: DPXGPB78B; LID# 2256 OFFICER BARTAREAU A40138015431 155410
30031830 CC10007479 PORTABLE DIGITAL SCAN RADIO HARRIS XG-25P 800 MHZ MODEL: DPXGPB78B; LID# 2257 OFFICER MARTINEZ A40138015434 155410
30031829 CC10007480 PORTABLE DIGITAL SCAN RADIO HARRIS XG-25P 800 MHZ MODEL: DPXGPB78B; LID# 2261 STORAGE A40138015435 155410
30031828 CC10007481 PORTABLE DIGITAL SCAN RADIO HARRIS XG-25P 800 MHZ MODEL: DPXGPB78B; LID# 2263 OFFICER HUNT A40138015446 155410
30031827 CC10007482 PORTABLE DIGITAL SCAN RADIO HARRIS XG-25P 800 MHZ MODEL: DPXGPB78B; LID# 2264 OFFICER JERSEY A40138015447 155410
30031826 CC10007483 PORTABLE DIGITAL SCAN RADIO HARRIS XG-25P 800 MHZ MODEL: DPXGPB78B; LID# 2265 STORAGE A40138015448 155410
30032436 CC10007585 PORTABLE DIGITAL SCAN RADIO HARRIS XG-25P 800 MHZ MODEL: DPXGPB78B; LID# 2290 STORAGE A4014A001461 155410
30032437 CC10007586 PORTABLE DIGITAL SCAN RADIO HARRIS XG-25P 800 MHZ MODEL: DPXGPB78B; LID# 2285 FRONT DESK A4014A001462 155410
30032438 CC10007587 PORTABLE DIGITAL SCAN RADIO HARRIS XG-25P 800 MHZ MODEL: DPXGPB78B; LID# 2250 SHELTER OPERATIONS MANA A4014A001463 155410
30032439 CC10007588 PORTABLE DIGITAL SCAN RADIO HARRIS XG-25P 800 MHZ MODEL: DPXGPB78B; LID# 2288 OFFICER VALDES A4014A001464 155410
30032440 CC10007589 PORTABLE DIGITAL SCAN RADIO HARRIS XG-25P 800 MHZ MODEL: DPXGPB78B; LID# 2277 OFFICER RARDIN A4014A001465 155410
30032441 CC10007590 PORTABLE DIGITAL SCAN RADIO HARRIS XG-25P 800 MHZ MODEL: DPXGPB78B; LID# 2279 OFFICER JIMENEZ A4014A001466 155410
30032442 CC10007591 PORTABLE DIGITAL SCAN RADIO HARRIS XG-25P 800 MHZ MODEL: DPXGPB78B; LID# 2276 SHELTER OPERATIONS MANA A4014A001467 155410
30032443 CC10007592 PORTABLE DIGITAL SCAN RADIO HARRIS XG-25P 800 MHZ MODEL: DPXGPB78B; LID# 2252 PROGRAM SERVICES COORD A4014A001468 155410
30032444 CC10007593 PORTABLE DIGITAL SCAN RADIO HARRIS XG-25P 800 MHZ MODEL: DPXGPB78B; LID# 2272 DIVISION DIRECTOR A4014A001469 155410
30032445 CC10007594 PORTABLE DIGITAL SCAN RADIO HARRIS XG-25P 800 MHZ MODEL: DPXGPB78B; LID# 2289 DIRECTOR A4014A001470 155410
30032446 CC10007595 PORTABLE DIGITAL SCAN RADIO HARRIS XG-25P 800 MHZ MODEL: DPXGPB78B; LID# 2273 OPERATIONS COORDINATOR A4014A001536 155410
30032447 CC10007596 PORTABLE DIGITAL SCAN RADIO HARRIS XG-25P 800 MHZ MODEL: DPXGPB78B; LID# 2267 STORAGE A4014A001537 155410
16.D.3.d
Packet Pg. 725 Attachment: 3.ATF Communications International DAS Radios FINAL combined (27669 : DAS Consolidated ATFs)
Surplus Property Internal Form
Revised 10/31/2022
Collier County Surplus Property Request
Note: This form is for internal use only
Submittal of this request is restricted to Property Custodians
and their assigned Property Officer
EMAIL to ProcurementSrvcsReq@colliercountyfl.gov
DIVISIONS WILL NOT DISPOSE OF ASSETS UNTIL
APPROVAL IS OBTAINED BY THE BOARD OF
COUNTY COMMISSIONERS.
Surplus Property
Request Form
16.D.3.d
Packet Pg. 726 Attachment: 3.ATF Communications International DAS Radios FINAL combined (27669 : DAS Consolidated ATFs)
Surplus Property Internal Form
Revised 10/31/2022
Step 1: Property Information
Is the Item Potential Hazardous Yes No
SAP# ________________________________________________________________
Inventory# ________________________________________________________________
Serial# ________________________________________________________________
Description ________________________________________________________________
Step 2: Type of Request (Select One)
Disposition Property Movement
Scrap
Destroyed
Missing
Trade-In
New - Original Packaging
Excellent
Average – Good
Poor – Salvage
Step 3: Reason for Request
________________________________________________________________
________________________________________________________________
Step 4: Property Officer
Printed Name ________________________________________________________________
Signature ________________________________________________________________
Date ________________________________________________________________
16.D.3.d
Packet Pg. 727 Attachment: 3.ATF Communications International DAS Radios FINAL combined (27669 : DAS Consolidated ATFs)
Asset # Inv # Asset Description Addtnl Info Location Serial # C.Ctr30030895 CC10007082 PORTABLE DIGITAL SCAN RADIO HARRIS XG-25P 800 MHZ MODEL: DPXGPB78B; LID# 2253 BUILDING 1 (DISPATCH) A4013801450815541030031831 CC10007478 PORTABLE DIGITAL SCAN RADIO HARRIS XG-25P 800 MHZ MODEL: DPXGPB78B; LID# 2256 OFFICER BARTAREAU A40138015431 15541030031830 CC10007479 PORTABLE DIGITAL SCAN RADIO HARRIS XG-25P 800 MHZ MODEL: DPXGPB78B; LID# 2257 OFFICER MARTINEZ A40138015434 15541030031829 CC10007480 PORTABLE DIGITAL SCAN RADIO HARRIS XG-25P 800 MHZ MODEL: DPXGPB78B; LID# 2261 STORAGE A40138015435 15541030031828 CC10007481 PORTABLE DIGITAL SCAN RADIO HARRIS XG-25P 800 MHZ MODEL: DPXGPB78B; LID# 2263 OFFICER HUNT A40138015446 15541030031827 CC10007482 PORTABLE DIGITAL SCAN RADIO HARRIS XG-25P 800 MHZ MODEL: DPXGPB78B; LID# 2264 OFFICER JERSEY A40138015447 15541030031826 CC10007483 PORTABLE DIGITAL SCAN RADIO HARRIS XG-25P 800 MHZ MODEL: DPXGPB78B; LID# 2265 STORAGE A40138015448 15541030032436 CC10007585 PORTABLE DIGITAL SCAN RADIO HARRIS XG-25P 800 MHZ MODEL: DPXGPB78B; LID# 2290 STORAGE A4014A001461 15541030032437 CC10007586 PORTABLE DIGITAL SCAN RADIO HARRIS XG-25P 800 MHZ MODEL: DPXGPB78B; LID# 2285 FRONT DESK A4014A001462 15541030032438 CC10007587 PORTABLE DIGITAL SCAN RADIO HARRIS XG-25P 800 MHZ MODEL: DPXGPB78B; LID# 2250 SHELTER OPERATIONS MANAA4014A001463 15541030032439 CC10007588 PORTABLE DIGITAL SCAN RADIO HARRIS XG-25P 800 MHZ MODEL: DPXGPB78B; LID# 2288 OFFICER VALDES A4014A001464 15541030032440 CC10007589 PORTABLE DIGITAL SCAN RADIO HARRIS XG-25P 800 MHZ MODEL: DPXGPB78B; LID# 2277 OFFICER RARDIN A4014A001465 15541030032441 CC10007590 PORTABLE DIGITAL SCAN RADIO HARRIS XG-25P 800 MHZ MODEL: DPXGPB78B; LID# 2279 OFFICER JIMENEZ A4014A001466 15541030032442 CC10007591 PORTABLE DIGITAL SCAN RADIO HARRIS XG-25P 800 MHZ MODEL: DPXGPB78B; LID# 2276 SHELTER OPERATIONS MANAA4014A001467 15541030032443 CC10007592 PORTABLE DIGITAL SCAN RADIO HARRIS XG-25P 800 MHZ MODEL: DPXGPB78B; LID# 2252 PROGRAM SERVICES COORD A4014A001468 15541030032444 CC10007593 PORTABLE DIGITAL SCAN RADIO HARRIS XG-25P 800 MHZ MODEL: DPXGPB78B; LID# 2272 DIVISION DIRECTOR A4014A001469 15541030032445 CC10007594 PORTABLE DIGITAL SCAN RADIO HARRIS XG-25P 800 MHZ MODEL: DPXGPB78B; LID# 2289 DIRECTOR A4014A001470 15541030032446 CC10007595 PORTABLE DIGITAL SCAN RADIO HARRIS XG-25P 800 MHZ MODEL: DPXGPB78B; LID# 2273 OPERATIONS COORDINATOR A4014A001536 15541030032447 CC10007596 PORTABLE DIGITAL SCAN RADIO HARRIS XG-25P 800 MHZ MODEL: DPXGPB78B; LID# 2267 STORAGE A4014A001537 15541016.D.3.dPacket Pg. 728Attachment: 3.ATF Communications International DAS Radios FINAL combined (27669 : DAS
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:
Grace Angel Domestic Animal Services
Marcy Perry Van Roekel & Associates, Inc.
2,216.98 N/A N/A
Van Roekel & Associates, Inc. provides livestock veterinarian services for Domestic Animal Services. On December 6, 2023, DAS Clinic
received an invoice for the veterinarian visit on December 1, 2023. The invoice showed past due balance and at that time it was
discovered that there were five (5) additional unpaid invoices for veterinarian services received since May 2023.
Typically, payments for this vendor were processed through purchasing cards and DAS staff did not follow the proper expense approval
and invoice submission processes, which led to delay in processing the payment of the invoices. DAS staff’s oversight in failing to
properly manage this payment issue can, in part, be attributed to DAS staff turnover and lack of training. Since various trainings have
been provided by OVS, Procurement, and the Corporate Compliance and Continuous Improvement Divisions in September and October
2023, the last invoice from December 2023 is due to DAS staff error.
DAS staff is requesting the after-the-fact approval for payment of the six (6) invoices in the total amount of $2,216.98 because staff did
not follow the Procurement Ordinance and Procurement Manual for timely payment or PSD Processes.
The Domestic Animal Services Division is requesting the Board of County Commissioners to approve the payment of the outstanding invoices listed
below totaling $2,216.98 to Van Roekel for veterinarian services provided to DAS and deem the transactions had a valid public purpose.
Invoice Number Invoice date Amount
116401 12/6/2023 288.40
107754 7/10/2023 242.00
107313 6/30/2023 322.39
107097 6/27/2023 528.00
104927 5/20/2023 453.19
103761 5/2/2023 383.00
Total amount due $2,216.98
Domestic Animal Services Division is working on obtaining the proper documentation from the veterinarian and will
be submitting an Exemption Waiver to accommodate this expenditure and any future expenditures.
Domestic Animal Service Division staff and fiscal staff involved in these transactions will be assigned Collier
University Training: Procurement 101 (2022) and Procurement 101 (2022) Handout and Procurement Manual and
Procurement Manual Presentation and Quoting 101 (2022) and Quoting 101 (2022) - Handout, Purchasing card
holder refresher. DAS Clinic staff will be provided written guidance on proper purchasing processes.
Grace Angel
Marcy Perry
✔✔
AngelGracelynn Digitally signed by AngelGracelynn
Date: 2024.01.05 16:10:40 -05'00'
PerryMarcy Digitally signed by PerryMarcy
Date: 2024.01.05 21:47:42
-05'00'
✔
16.D.3.e
Packet Pg. 729 Attachment: 4. ATF Van Roekel Combined (27669 : DAS Consolidated ATFs)
Record Vendor name Invoice Number Invoice date Amount Receipt Date
0000985871 VAN ROEKEL & ASSOCIATES 116401 12/6/2023 288.40 12/6/2023
0000985873 VAN ROEKEL & ASSOCIATES 107754 7/10/2023 242.00 12/6/2023
0000985878 VAN ROEKEL & ASSOCIATES 107313 6/30/2023 322.39 12/6/2023
0000985870 VAN ROEKEL & ASSOCIATES 107097 6/27/2023 528.00 12/6/2023
0000985876 VAN ROEKEL & ASSOCIATES 104927 5/20/2023 453.19 12/6/2023
0000985880 VAN ROEKEL & ASSOCIATES 103761 5/2/2023 383.00 12/6/2023
2,216.98
16.D.3.e
Packet Pg. 730 Attachment: 4. ATF Van Roekel Combined (27669 : DAS Consolidated ATFs)
Van Roekel & Associates, Inc.
18930 Old Bayshore Rd.
N. Ft. Myers, FL 33917
(239) 694-7177
DAS COLLIER COUNTY DOMESTIC A (# 8731)
3299 TAMIAMI TRAIL EAST SUTIE 700
ACCTS PAYABLE
NAPLES, FL 34112 5749
May 02, 2023
Invoice Number
103761
CHOPAL (# MB)
Species:
Sex:
Age:
Breed:
Coat Color:
EQUINE
Male
11 years and 8 months old
PONY
BAY
Date Description Qty Price
04/28/2023 FARM CALL 1.00 $ 81.00
EXAM EQ-EXAM/CONSULTATION 1.00 $ 75.00
COGGINS, AGID 1.00 $ 48.00
CBC 1.00 $ 54.00
CHEM PROFILE 1.00 $ 95.00
FECAL 1.00 $ 30.00
Total for CHOPAL: $ 383.00
DARRELL L HARVEY DVM Total Invoice:$ 383.00
Previous Balance:$ 0.00
Total Amount Due:$ 383.00
New Balance Due:$ 383.00
(Copy of Original Invoice Number 103761)Page 1 of 1 Cashier: 41
16.D.3.e
Packet Pg. 731 Attachment: 4. ATF Van Roekel Combined (27669 : DAS Consolidated ATFs)
Van Roekel & Associates, Inc.
18930 Old Bayshore Rd.
N. Ft. Myers, FL 33917
(239) 694-7177
DAS COLLIER COUNTY DOMESTIC A (# 8731)
3299 TAMIAMI TRAIL EAST SUTIE 700
ACCTS PAYABLE
NAPLES, FL 34112 5749
May 20, 2023
Invoice Number
104927
A280038 COLLIER COUNTY DOMESTIC A #A
Species:
Sex:
Age:
Breed:
Coat Color:
CAPRINE
Female
(None)
BLK/BROWN
Date Description Qty Price
05/20/2023 FARM CALL 1.00 $ 81.00
EMERGENCY FEE 1.00 $ 200.00
EXAM FA 1.00 $ 62.00
Excede 200mg/ml 0.50 $ 6.20
Vitamin B Complex 0.50 CC $ 5.44
Flunixamine Injectable 50mg/ml 100.00 $ 29.00
Thiamine 0.50 CC $ 4.00
BO-SE 0.50 CCL $ 5.55
Lactated Ringers 1L 1.00 BTL $ 50.00
Primary I.V. Set 78" Macrobore 10ct 1.00 10ct $ 10.00
Total for A280038 COLLIER COUNTY DOMESTIC A #A23-002251: $ 453.19
AIMEE LEIGH MONEK DVM Total Invoice:$ 453.19
Previous Balance:$ 383.00
Total Amount Due:$ 836.19
New Balance Due:$ 836.19
RX Numb Code Description Expire Date Refills Left
A280038 COLLIER COUNTY DOMESTIC A #A23-002251 (# NB)
79830 115I Excede 200mg/ml 01/04/2001 0
79831 157IF Flunixamine Injectable 50mg/ml 01/04/2001 0
79832 666I Thiamine 01/04/2001 0
79833 682I BO-SE 05/30/2023 0
(Copy of Original Invoice Number 104927)Page 1 of 1 Cashier: 86
16.D.3.e
Packet Pg. 732 Attachment: 4. ATF Van Roekel Combined (27669 : DAS Consolidated ATFs)
Van Roekel & Associates, Inc.
18930 Old Bayshore Rd.
N. Ft. Myers, FL 33917
(239) 694-7177
DAS COLLIER COUNTY DOMESTIC A (# 8731)
3299 TAMIAMI TRAIL EAST SUTIE 700
ACCTS PAYABLE
NAPLES, FL 34112 5749
Jun 27, 2023
Invoice Number
107097
MARSHMALLOW A280875 (# OB)
Date Description Qty Price
06/19/2023 FARM CALL 1.00 $ 81.00
EXAM EQ-EXAM/CONSULTATION 1.00 $ 75.00
RADIOLOGY/ULTRASOUND SET UP 1.00 $ 124.00
DIGITAL RADIOGRAPH 1ST VIEW 2.00 $ 248.00
Total for MARSHMALLOW A280875: $ 528.00
DARRELL L HARVEY DVM Total Invoice:$ 528.00
Previous Balance:$ 836.19
Total Amount Due:$ 1,364.19
New Balance Due:$ 1,364.19
(Copy of Original Invoice Number 107097)Page 1 of 1 Cashier: 41
16.D.3.e
Packet Pg. 733 Attachment: 4. ATF Van Roekel Combined (27669 : DAS Consolidated ATFs)
Van Roekel & Associates, Inc.
18930 Old Bayshore Rd.
N. Ft. Myers, FL 33917
(239) 694-7177
DAS COLLIER COUNTY DOMESTIC A (# 8731)
3299 TAMIAMI TRAIL EAST SUTIE 700
ACCTS PAYABLE
NAPLES, FL 34112 5749
Jun 30, 2023
Invoice Number
107313
MARSHMALLOW A280875 (# OB)
Date Description Qty Price
06/22/2023 FARM CALL 1.00 $ 81.00
TRANQUILIZATION/MEDS 1.00 $0.00
u TRANQUILIZATION FEE/INJ 1.00 $ 25.00
u Dormosedan 10 mg/ml 1.50 CC $ 52.39
INJECTION IV 1.00 $ 19.00
Beuthanasia-D/ml 30.00 ML $ 107.00
Total for MARSHMALLOW A280875: $ 284.39
ROOSTER (# QB)
Date Description Qty Price
06/22/2023 INJECTION IM 1.00 $ 13.00
Beuthanasia-D/ml 1.50 ML $ 25.00
Total for ROOSTER: $ 38.00
DARRELL L HARVEY DVM Total Invoice:$ 322.39
Previous Balance:$ 1,364.19
Total Amount Due:$ 1,686.58
New Balance Due:$ 1,686.58
(Copy of Original Invoice Number 107313)Page 1 of 1 Cashier: 41
16.D.3.e
Packet Pg. 734 Attachment: 4. ATF Van Roekel Combined (27669 : DAS Consolidated ATFs)
Van Roekel & Associates, Inc.
18930 Old Bayshore Rd.
N. Ft. Myers, FL 33917
(239) 694-7177
DAS COLLIER COUNTY DOMESTIC A (# 8731)
3299 TAMIAMI TRAIL EAST SUTIE 700
ACCTS PAYABLE
NAPLES, FL 34112 5749
Jul 10, 2023
Invoice Number
107754
COGGINS:06/14/2024RUBY (# PB)
Species:
Sex:
Age:
Breed:
Coat Color:
EQUINE
Female
1 year and 11 months old
AMERICAN PAINT HORSE
SORREL
Date Description Qty Price
06/30/2023 FARM CALL 1.00 $ 81.00
EXAM EQ-EXAM/CONSULTATION 1.00 $ 75.00
COGGINS, AGID 1.00 $ 48.00
DEWORM-QUEST + 1.00 $ 38.00
Total for RUBY: $ 242.00
DARRELL L HARVEY DVM Total Invoice:$ 242.00
Previous Balance:$ 1,686.58
Total Amount Due:$ 1,928.58
New Balance Due:$ 1,928.58
(Copy of Original Invoice Number 107754)Page 1 of 1 Cashier: 41
16.D.3.e
Packet Pg. 735 Attachment: 4. ATF Van Roekel Combined (27669 : DAS Consolidated ATFs)
Van Roekel & Associates, Inc.
18930 Old Bayshore Rd.
N. Ft. Myers, FL 33917
(239) 694-7177
DAS COLLIER COUNTY DOMESTIC A (# 8731)
3299 TAMIAMI TRAIL EAST SUTIE 700
ACCTS PAYABLE
NAPLES, FL 34112 5749
Dec 06, 2023
Invoice Number
116401
A284612 (# SB)
Date Description Qty Price
12/01/2023 FARM CALL 1.00 $ 81.00
EXAM EQ-EXAM/CONSULTATION 1.00 $ 75.00
TRANQUILIZATION/MEDS 1.00 $0.00
u TRANQUILIZATION FEE/INJ 1.00 $ 25.00
u Xylazine LA 100 mg/ml 1.00 CC $ 7.00
INJECTION IV 1.00 $ 19.00
Beuthanasia-D/ml 35.00 ML $ 76.40
Biohazard Waste Management LA 1.00 $ 5.00
Total for A284612: $ 288.40
DARRELL L HARVEY DVM Total Invoice:$ 288.40
Previous Balance:$ 1,928.58
Total Amount Due:$ 2,216.98
New Balance Due:$ 2,216.98
Current Accounts Receivable Status
Current Invoice:0 to 30 Days 31 to 60 Days 61 to 90 Days Over 90 Days Total A/R
$ 288.40 $ 288.40 $ 0.00 $ 0.00 $ 1,928.58 $ 2,216.98
Invoice Number 116401 Page 1 of 1 Cashier: 41
16.D.3.e
Packet Pg. 736 Attachment: 4. ATF Van Roekel Combined (27669 : DAS Consolidated ATFs)