BCC Agenda 02/13/2024 Item #16E 4 (An administrative report for various after-the-fact purchases)02/13/2024
EXECUTIVE SUMMARY
Recommendation to approve the administrative report for various County Divisions after -the-fact
purchases requiring Board approval in accordance with Procurement Ordinance 2017-08, and the
Procurement Manual, and to approve the payment of $2,358.60 in expenditures that have been incurred
that were out of compliance with the contracts or procurement requirements for associated invoices that
have not been paid.
OBJECTIVE: To promote accountability and provide transparency to the public and gain the Board’s
approval/ratification for various procurement -related transactions that were not incompliance with contract
terms or procurement requirements.
CONSIDERATIONS: Pursuant to Section Twenty-One Unauthorized Purchases, all purchases made shall be in
accordance with the Board’s Procurement Ordinance 2017-08, as amended, and those purchased contrary to those
provisions the County is not bound by. In accordance with the Procurement Manual, those purchases made not in
conformance with the ordinance, policy, procedure, or contract terms require an After-the-Fact form reported to the
County Manager.
County staff is requesting the Board to accept this administrative report approving the After -the-Fact memos from
various County Divisions and authorize the timely payment of outstanding invoices. This administrative report
includes the following:
1. This after the fact is submitted by the Communications, Government & Public Affairs Division due to
not following the procurement processes and business practices for timely follow up on invoice and
prompt payment. Total owed is $600.00.
2. This after the fact is submitted by the Transportation Department Road Maintenance Division because
work was improperly authorized by County Staff to be performed while the project was under a stop
work notice. Total owed is $1,758.60.
FISCAL IMPACT: The total amount of the two (2) outstanding invoices is $2,358.60 to be paid from
each respective County Division’s cost centers 100130 and 163644, respectively. Note - The additional
fiscal impact is only $600 since the $1,758.60 is already encumbered under a Purchase Order; therefore,
it does not have an additional fiscal impact.
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.
RECOMMENDATION: To approve the administrative report for various County Divisions after -the-fact
purchases requiring Board approval in accordance with Procurement Ordinance 2017 -08, and the Procurement
Manual, and to approve the payment of $2,358.60 in expenditures that have been incurred that were out of
compliance with the contracts or procurement requirements for associated invoices that have not been paid.
Prepared By: Megan Gaillard, Division Director, Corporate Compliance and Continuous Improvement
ATTACHMENT(S)
1. Attachment 1 ATF Summary v5 FINAL (XLSX)
2. ATF Deaf Hard of Hearing v5 FINAL Combined (PDF)
3. ATF Trebilcock v3 signed FINAL Combined (PDF)
16.E.4
Packet Pg. 1244
02/13/2024
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.E.4
Doc ID: 27841
Item Summary: Recommendation to approve the administrative report for various County Divisions after -the-fact
purchases requiring Board approval in accordance with Procurement Ordinance 2017-08, and the Procurement
Manual, and to approve the payment of $2,358.60 in expenditures that have been incurred that were out of
compliance with the contracts or procurement requirements 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
01/30/2024 11:07 AM
Submitted by:
Title: Manager Corp Compliance and Continuous Improvement – Corporate Compliance and Continuous
Improvement
Name: Megan Gaillard
01/30/2024 11:07 AM
Approved By:
Review:
County Manager's Office John Mullins Additional Reviewer Completed 01/30/2024 11:12 AM
Road Maintenance Marshal Miller Additional Reviewer Completed 01/30/2024 12:50 PM
Procurement Services Vanessa Miguel Level 1 Purchasing Gatekeeper Completed 01/31/2024 10:17 AM
Procurement Services Sandra Srnka Procurement Director Review Completed 02/01/2024 12:13 PM
Corporate Compliance and Continuous Improvement Megan Gaillard Additional Reviewer Completed
02/01/2024 12:53 PM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 02/01/2024 12:55 PM
Office of Management and Budget Debra Windsor Level 3 OMB Gatekeeper Review Completed 02/01/2024 1:30 PM
Office of Management and Budget Blanca Aquino Luque Additional Reviewer Completed 02/05/2024 9:09 AM
County Manager's Office Amy Patterson Level 4 County Manager Review Completed 02/07/2024 4:38 PM
Board of County Commissioners Geoffrey Willig Meeting Pending 02/13/2024 9:00 AM
16.E.4
Packet Pg. 1245
Number Vendor Name Description of Project Contract or Purchase
Order
Outstanding Invoice
Amount Comments
1 Sally J Pimentel Deaf &
Hard of Hearing Center
Sign language interpreters
during Hurricane Ian (October
12, 2022 BCC Meeting)
N/A $600.00
Invoices were not received by the Communications, Government & Public Affairs
Division from Sally J Pimentel Deaf & Hard of Hearing Center until January 2024.
County staff did not follow procurement processes and business practices for follow
up on invoices and prompt payment. Total FY 2022 spend including the ATF invoices
is less than $3,000.
2 Trebilcock Consulting
Solutions, PA
Maintenance of Traffic (MOT) /
Temporary Traffic Control
(TTC) Plans
Contract 18-7432-CE /
PO 4500217769 $1,758.60
County staff improperly authorized work to be completed while the project was under a
stop work notice and a notice to resume work had not been issued, as required by the
Procurement Service Contract Administration requirements. The funds are avaiable in
the project and does not require amendments or additional change orders for use of
the allowance.
Total Amount $2,358.60
16.E.4.a
Packet Pg. 1246 Attachment: Attachment 1 ATF Summary v5 FINAL (27841 : Administrative Report After the Facts -
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:
Jen Reynolds Communications, Government & Public Affairs
John Mullins Deaf & Hard of Hearing Center
$600.00
During Hurricane Ian, the sign language interpreters normally used were unable to meet all the needs of the Division during meetings. Staff reached out to another vendor Sally J Pimental Deafand Hard of Hearing Center, who was able to provide interpreters on short notice and after hours.
The vendor invoice was not received by County staff until January 2024. The vendor indicated the first e-mail they sent bounced back and did not send a physical invoice until January 2024. The invoice 114587 dated October 31, 2022 in the amount of $600 is for sign language interpretation services provided for the Emergency Board of County Commissioners meeting on October 12, 2022.
County staff is requesting the after-the-fact approval for payment of invoice 114587 from Sally J Pimental Deaf &Hard of Hearing Center in the amount of $600 because Staff did not secure a PO in advance of the vendorproviding services or followed up with the vendor to timely receive an invoice.
Communications Division Staff involved in the transaction will be assigned the following CollierUniversity training: Procurement 101 (2022) and Procurement 101 (2022) Handout,Procurement Manual Presentation, and Procurement Manual Revisions.
The Communications Division Staff is requesting the Board of County Commissioners to approvepayment of invoice #114587 in the total amount of $600.00 for services provided by Sally JPimentel Deaf & Hard of Hearing Center and deem these expenditures to have a valid publicpurpose. The Division is asking that this transaction be approved and allowed to be paid with theirP-card.
16.E.4.b
Packet Pg. 1247 Attachment: ATF Deaf Hard of Hearing v5 FINAL Combined (27841 : Administrative Report After the Facts - Countywide)
16.E.4.bPacket Pg. 1248Attachment: ATF Deaf Hard of Hearing v5 FINAL Combined (27841 : Administrative Report After the Facts - Countywide)
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:
Katherine Chachere Road Maintenance
Marshal Miller
Trebilcock Consulting Solutions, PA
$1,758.60 18-7432-CE 4500217769
Trebilcock Consulting Services was hired to create certified Maintenance of Traffic (MOT)/Temporary Traffic Control (TTC) plans
for two separate roadways - 1. I-75 Interchange, Exit 107 at Pine Ridge Road and 2. I-75 Interchange, Exit 105 at Golden Gate
Parkway. The Notice to Proceed was issued with start date of May 17,2022 and final completion date October 24, 2023 in the
amount of $15,426.00. A Stop Work Notice was issued effective on October 14, 2023 requesting the consultant to stop work.
The County project manager improperly authorized the consultant to perform work without issuing a Notice to Resume Work as
required per the Procurement Services Contract Administration SOP #007. Invoice 231972 in the total amount of $1,758.60 for
the period between October 14,2023 and October 30, 2023 is for work performed after the project was put on stop.
This after-the-fact request is for payment of invoice 231972 because staff did not follow the proper process as outlined by the
Contract Administration SOP#007 and improperly authorized consultant to perform work while the project was under Stop Work
Notice.
The Road Maintenance Staff is requesting the Board of County Commissioners to approve
payment of invoice #231972 totaling $1,758.60 for work performed by Trebilcock Consulting
Solutions while the project was under Stop Work Notice.
Road Maintenance Division Staff created a tracking spreadsheet to review and identify if a project is on stop work.
Road Maintenance Division staff involved in these transactions will be assigned the following Collier University
training: Procurement 101 (2022) and Procurement 101 (2022) Handout and Procurement Manual and
Procurement Manual Presentation and Work Orders (2022), Work Orders Training 2022 Handout. Additionally, the
Division Staff will be required to review and acknowledge the Procurement Services Division Contract
Administration SOPs.
Katherine Chachere
1-29-2024
Marshal Miller
1-29-2024
✔
ChachereKatherine Digitally signed by ChachereKatherine
Date: 2024.01.29 11:42:39 -05'00'
MillerMarshal Digitally signed by MillerMarshal
Date: 2024.01.29 13:29:20
-05'00'
16.E.4.c
Packet Pg. 1249 Attachment: ATF Trebilcock v3 signed FINAL Combined (27841 : Administrative Report After the Facts - Countywide)
Trebilcock Consulting Solutions, PA
2800 Davis Boulevard, Suite 200
Naples, FL 34104 US
(239) 566-9551
ntrebilcock@trebilcock.biz
www.trebilcock.biz
INVOICE
BILL TO
Board of County
Commissioners
Attn: Accounts Payable
3299 Tamiami Trail E, Ste 700
Naples, FL 34112-5749
INVOICE #231972
DATE 12/11/2023
DUE DATE 01/10/2024
TERMS Net 30
ACTIVITY QTY RATE AMOUNT
PO #4500217769
Service Period: 10/15/23 - 10/30/23
CC MOT/TTCP for I-75 at PRR and at GGP - T1
Task 1 MOT/TTC Plan Sets: Certified/sealed MOT-TTC
Plans for I-75 at PRR & GGP; Certified/sealed OPC for I-
75 at PRR & GGP; Emailed certified/sealed MOT-TTC
Plans and OPC to Katherine Chachere, RLA at Collier
County Rd Maint Division. Plans completed.
3 586.20 1,758.60
Please see attachment for services requested by Katherine Chachere,
CC PM.
BALANCE DUE $1,758.60
16.E.4.c
Packet Pg. 1250 Attachment: ATF Trebilcock v3 signed FINAL Combined (27841 : Administrative Report After the Facts - Countywide)
Project Status Report Page 1 of 1
PROJECT STATUS REPORT
Project Name: Collier County MOT/TTC Plans for I-75 Interchange at Pine Ridge Road and I-75 Interchange at Golden
Gate Parkway
Project #: 31112.9 Invoice #: 231906
CC Contract #: 18-7432-CE Invoice Date: December 11, 2023
PO/WO #: 4500217769 Service Period: 10/15/2023 – 10/30/2023
TASK TYPE DESCRIPTION %
COMPLETE
1 LS Prepare MOT/TTC Plan Sets
− Certified/sealed MOT-TTC Plans for I-75 at PRR & GGP
− Certified/sealed OPC for I-75 at PRR & GGP
− Emailed certified/sealed MOT-TTC Plans and OPC to Katherine Chachere, RLA
at Collier County Rd Maint Division.
− Plans completed
100
2 LS Plan Set Reviews
0
3 LS Bidding Process
- Prepare OPC
30
4 LS Assistance During Permitting and Construction
0
Trebilcock Consulting Solutions, PA
2800 Davis Blvd, Suite 200 | Naples, FL 34104
P 239.566.9551 | F 239.566.9553
www.trebilcock.biz
16.E.4.c
Packet Pg. 1251 Attachment: ATF Trebilcock v3 signed FINAL Combined (27841 : Administrative Report After the Facts - Countywide)
12/11/23, 1:25 PM Trebilcock Consulting Mail - CC MOT-TTC Plans and OPC for I-75 at PRR & GGP
https://mail.google.com/mail/u/0/?ik=06cf94b7c7&view=pt&search=all&permthid=thread-a:r7193623793730419774&simpl=msg-a:r614264400406284…1/2
Marina Gillespie <mgillespie@trebilcock.biz>
CC MOT-TTC Plans and OPC for I-75 at PRR & GGP
3 messages
Marina Gillespie <mgillespie@trebilcock.biz>Mon, Oct 30, 2023 at 4:10 PM
To: Katherine Chachere <Katherine.Chachere@colliercountyfl.gov>
Cc: "David A. Dratnol" <ddratnol@trebilcock.biz>, "Norman J. Trebilcock" <ntrebilcock@trebilcock.biz>
Hi Katherine,
Please find the attached certified/sealed MOT-TTC Plans and OPC for the I-75 at Pine Ridge Road & Golden Gate
Parkway project.
The files are larger than 25MB. Therefore, they are being sent as Google Drive links. Please see below.
23.10.30_2021-014 31112.9 PRR-GGP PLANS 1-68 RT...
23.10.30_2021-014 31112.9_OPC_PINE RIDGE RD (I-...
Thank you.
Regards,
Marina
--
Marina Gillespie
Operations Manager
Trebilcock Consulting Solutions, PA
2800 Davis Boulevard, Suite 200
Naples, FL 34104
Office (239) 566-9551
Fax (239) 566-9553
Email: mgillespie@trebilcock.biz
Katherine Chachere <Katherine.Chachere@colliercountyfl.gov>Tue, Oct 31, 2023 at 10:42 AM
To: Marina Gillespie <mgillespie@trebilcock.biz>
Cc: "David A. Dratnol" <ddratnol@trebilcock.biz>, "Norman J. Trebilcock" <ntrebilcock@trebilcock.biz>
Marina,
I just downloaded the files; they look great. I’ll let you know if we have any questions.
The tentative date for the pre-bid meeting is November 16th, so please plan on attending if possible. If there are any changes, I’ll let
you know.
Thank you,
Katherine Chachere, RLA
Project Manager II
16.E.4.c
Packet Pg. 1252 Attachment: ATF Trebilcock v3 signed FINAL Combined (27841 : Administrative Report After the Facts - Countywide)
12/11/23, 1:25 PM Trebilcock Consulting Mail - CC MOT-TTC Plans and OPC for I-75 at PRR & GGP
https://mail.google.com/mail/u/0/?ik=06cf94b7c7&view=pt&search=all&permthid=thread-a:r7193623793730419774&simpl=msg-a:r614264400406284…2/2
Collier County
Road Maintenance Division
4800 Davis Boulevard, Naples, Florida 34104
Phone: 239-252-8924 Cell: 239-206-0488
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.
Marina Gillespie <mgillespie@trebilcock.biz>Tue, Oct 31, 2023 at 1:50 PM
To: Katherine Chachere <Katherine.Chachere@colliercountyfl.gov>
Cc: "David A. Dratnol" <ddratnol@trebilcock.biz>, "Norman J. Trebilcock" <ntrebilcock@trebilcock.biz>
Hi Katherine,
Glad to hear you were able to download the files without any problems.
Thank you.
Regards,
Marina
[Quoted text hidden]
[Quoted text hidden]
16.E.4.c
Packet Pg. 1253 Attachment: ATF Trebilcock v3 signed FINAL Combined (27841 : Administrative Report After the Facts - Countywide)
May 16, 2022
Norman J. Trebilcock, AICP, PTOE, PE PresidentTrebilcock Consulting Solutions, PA
2800 Davis Blvd., Suite 200
Naples, FL 34104
RE: NOTICE-TO-PROCEED FOR Civil Engineering Services for MOT/TTC plans for I-75 Interchange at
Pine Ridge Road and I-75 Interchange at Golden Gate Parkway
Contract No. 18-7432-CE "Professional Services Library - Civil Engineering"
Purchase Order No. 4500217769
Collier County Project No. 31112.9
Dear Mr. Trebilcock:
This letter serves as Collier County's official NOTICE-TO-PROCEED (NTP) to your company to commence
with the above-referenced project. This NTP is issued pursuant to Contract No. 18-7432-CE. The purchase
order number is shown above, and a copy of the PO is enclosed. The PO amount is $15,426.00.
This NTP is limited to the scope of work for "MOT/TTC plans for I-75 Interchange at Pine Ridge Road and
I-75 Interchange at Golden Gate Parkway."
Please include the following information on each invoice to facilitate the payment process: The beginning and
ending billing dates, the purchase order/work order number written above, and the Collier County project
number. Please clearly describe which task(s) is/are being billed to and do not invoice more than what is
remaining in a particular task. Lastly, please mark the final invoice as "FINAL."
The commencement date for the services associated herewith shall be Tuesday, May 17, 2022. The final
completion of all work shall be considered Tuesday, October 24th, 2023, a total of 525 days. No work is
authorized after the final completion date herein unless the time of the contract/work order is extended on or
before the final completion date. Invoices for unauthorized work will not be paid.
Kindest Regards,
Katherine Chachere, RLA
Project Manager
C: Road Maintenance: Pamela Lulich, Landscape Operations Manager; Katherine Chachere, Landscape Project Manager; Tom
Fahey, Landscape Supervisor; Dan Smith, Field Supervisor
16.E.4.c
Packet Pg. 1254 Attachment: ATF Trebilcock v3 signed FINAL Combined (27841 : Administrative Report After the Facts - Countywide)
October 13, 2023
Norman J. Trebilcock, AICP, PTOE, PE, President
Trebilcock Consulting Solutions, PA
2800 Davis Blvd., Suite 200
Naples, FL 34104
Re: Contract No. 18-7432-CE "Professional Services Library - Civil Engineering"
Purchase Order/Work Order #4500217769 Civil Engineering Services for MOT/TTC plans for
I-75 Interchange at Pine Ridge Road and I-75 Interchange at Golden Gate Parkway
Notice to Stop Work
Dear Mr. Trebilcock:
Effective immediately, please be notified that work on the above-referenced "Civil Engineering
Services for MOT/TTC plans for I-75 Interchange at Pine Ridge Road and I-75 Interchange at
Golden Gate Parkway" is hereby stopped in accordance with Article 4 "Time" of the contract until
the following completed:
The Consultant is not needed at this time; therefore, we request that you stop work by 5:00 PM
on October 14, 2023.
You will be notified when the stop work notice has been lifted, and there will be 389 days
remaining on this contract/work order. Please submit your final invoices for work completed to
date to the Project Manager Katherine Chachere within thirty (30) days after issuance of this
letter. If you have any questions, please do not hesitate to contact me.
Sincerely,
Katherine Chachere, RLA
Project Manager II
Road Maintenance Division
Katherine.Chachere@colliercountyfl.gov
Cell Phone Number: 239-206-0488
C: Road Maintenance: Pamela Lulich, Landscape Operations Manager; Dan Smith, Field Supervisor; Melissa
Pearson, Contract Specialist; ProcurementSrvcsReq@colliercountyfl.gov
16.E.4.c
Packet Pg. 1255 Attachment: ATF Trebilcock v3 signed FINAL Combined (27841 : Administrative Report After the Facts - Countywide)