BCC Agenda 02/13/2024 Item #16F 9 (Waive the single quote procurement threshold per vendor)02/13/2024
EXECUTIVE SUMMARY
Recommendation to 1) waive the single quote procurement threshold of $3,000 per vendor per fiscal year for
this transaction, 2) approve an after-the-fact payment in the total amount of $3,871.95 to Eptura, Inc., for
purchases that were not properly authorized as required by the Procurement Ordinance of the annual
EventBoard software subscription for 13 licenses, which help facilitate conference room scheduling
throughout County locations, and 3) deem that the purchases had a valid public purpose.
OBJECTIVE: To approve an after-the-fact payment for the purchases in the total amount of $3,871.95 for the
purchases of the annual EventBoard software subscription for 13 licenses for conference room scheduling
throughout County locations which purchases were not properly authorized, as required by the Procurement
Ordinance.
CONSIDERATIONS: EventBoard software by Eptura is an iPad Conference Room Scheduling program. The
purpose of this software is to display conference rooms’ availability a nd schedule meetings on the iPad. The
software is used to see if the Board Chambers Conference room is available and book the conference room for
public meetings using the wall iPad. It is also used by County Departments/Divisions to show public meetings that
are held in their Conference Rooms and to display conference and training room availability.
In 2018, the Facilities Management Division evaluated the market and decided to implement EventBoard by Teem
Technologies throughout County locations for public meetings starting with the Board Chambers. The architectural
diagram of this solution was approved by the Information Technologies Division, and the first license was
purchased for the Collier County Commissioners' calendar. Later, other County Departm ents/Divisions requested
the same software and iPad installation solution, and the number of licenses increased to 13. In 2023, Teem
Technologies was merged with Eptura, Inc.
There are three (3) invoices in the total amount of $3,871.95 for the purchase o f annual EventBoard software
subscription for 13 licenses for the period starting on August 22, 2023, through August 21, 2024.
County staff is requesting an after-the-fact approval for payment of the three (3) invoices 12558, 12560, and 12561
in the total amount of $3,871.95 because staff inadvertently exceeded the single quote limit of $3,000 and did not
obtain proper documentation or pre-approval for the transactions, as required by the Procurement Ordinance and
Procurement Manual.
Facilities Management Division is currently working with Procurement Services Division to establish an exemption
from competitive process and non-standard agreement with Eptura, Inc. for future annual subscription of these
services. Additionally, Facilities Management Division staff will be provided additional training on procurement
requirements to help prevent future violations of procurement requirements.
FISCAL IMPACT: Funds in the amount of $3,871.95 are available in the General Fund (0001) Maintenance
Services Cost Center 122240.
GROWTH MANAGEMENT IMPACT: No growth management impacts are associated with this action.
LEGAL CONSIDERATIONS: This item has been reviewed by the County Attorney, is approved as to form and
legality and requires majority vote for approval. -JAK
RECOMMENDATION: T o 1 ) w a i v e t h e s i n g l e q u o t e p r o c u r e m e n t t h r e s h o l d o f
$ 3 , 0 0 0 p e r v e n d o r p e r f i s c a l y e a r f o r t h i s t r a n s a c t i o n , 2 ) a p p r o v e a n
a f t e r -t h e -f a c t p a y m e n t i n t h e t o t a l a m o u n t o f $ 3 , 8 7 1 . 9 5 t o E p t u r a , I n c . ,
f o r p u r c h a s e s t h a t w e r e n o t p r o p e r l y a u t h o r i z e d a s r e q u i r e d b y t h e
P r o c u r e m e n t O r d i n a n c e o f t h e a n n u a l E v e n t B o a r d s o f t w a r e s u b s c r i p t i o n
f o r 1 3 l i c e n s e s , w h i c h h e l p f a c i l i t a t e c o n f e r e n c e r o o m s c h e d u l i n g
16.F.9
Packet Pg. 1878
02/13/2024
t h r o u g h o u t C o u n t y l o c a t i o n s , a n d 3 ) d e e m t h a t t h e p u r c h a s e s h a d a v a l i d
p u b l i c p u r p o s e .
Prepared by: Megan Gaillard, Division Director, Corporate Compliance and Continuous Improvement
ATTACHMENT(S)
1. Eptura - After the Fact_Form v3 final signed (PDF)
2. INV-12558 - 8_21_2023 12_00 PM (1) (PDF)
3. INV-12560 - 8_21_2023 12_58 PM (1) (PDF)
4. INV-12561 - 8_21_2023 1_01 PM (1) (PDF)
16.F.9
Packet Pg. 1879
02/13/2024
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.F.9
Doc ID: 27723
Item Summary: Recommendation to 1) waive the single quote procurement threshold of $3,000 per vendor per
fiscal year for this transaction, 2) approve an after-the-fact payment in the total amount of $3,871.95 to Eptura, Inc.,
for purchases that were not properly authorized as required by the Procurement Ordinance of the annual
EventBoard software subscription for 13 licenses, which help facilitate co nference room scheduling throughout
County locations, and 3) deem that the purchases had a valid public purpose.
Meeting Date: 02/13/2024
Prepared by:
Title: Manager Corp Compliance and Continuous Improvement – Corporate Compliance and Continuous
Improvement
Name: Megan Gaillard
01/11/2024 6:01 PM
Submitted by:
Title: Manager Corp Compliance and Continuous Improvement – Corporate Compliance and Continuous
Improvement
Name: Megan Gaillard
01/11/2024 6:01 PM
Approved By:
Review:
Facilities Management John McCormick Additional Reviewer Completed 01/12/2024 9:39 AM
Facilities Management Megan Gaillard Additional Reviewer Skipped 01/12/2024 11:27 AM
Procurement Services Sandra Srnka Level 1 Purchasing Gatekeeper Completed 01/18/2024 9:10 AM
Procurement Services Sandra Srnka Procurement Director Review Completed 01/18/2024 9:16 AM
Office of Management and Budget Debra Windsor Level 3 OMB Gatekeeper Review Completed 01/18/2024 10:48 AM
Corporate Compliance and Continuous Improvement Megan Gaillard Additional Reviewer Completed
01/18/2024 2:21 PM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 01/22/2024 8:45 AM
Office of Management and Budget Blanca Aquino Luque Additional Reviewer Completed 01/23/2024 10:31 AM
County Manager's Office Amy Patterson Level 4 County Manager Review Completed 02/07/2024 5:03 PM
Board of County Commissioners Geoffrey Willig Meeting Pending 02/13/2024 9:00 AM
16.F.9
Packet Pg. 1880
After the Fact Form
Revised 06/17/2021
Instructions
As per section 21 of the Procurement Manual, all purchases shall be consistent and in compliance with the Procurement
Ordinance (2017-08). Should work be authorized or purchases made that is inconsistent with County policy, procedure, or
contract terms, an After-the-Fact Procurement Form is required. This includes purchases made in advance of a Purchase Order,
when a Purchase Order is required to authorize such activity, and purchases made under an expired contract, or for goods and
services not covered by the current contract or purchase order. All such “After the Fact Procurements” will be reported to the
County Manager.
Requester Name: Division:
Division Director: Vendor Name:
Amount: Contract #: Purchase Order:
Why is this deemed a non-compliant purchase? Choose one.
Contract Ordinance Manual P-Card Other
Details of Purchase: Explain the circumstances behind this purchase.
Action Required: What are you asking to be done to remedy the situation, include list of invoices if applicable?
Corrective/Preventive Action: What action is being taken to prevent this violation from re-occurring?
The requestor affirms that to the best of their knowledge the information provided in this document is true.
Requested by: Signature: Date:
Division Director: Signature: Date:
16.F.9.a
Packet Pg. 1881 Attachment: Eptura - After the Fact_Form v3 final signed (27723 : Eptura, Inc. After the Fact Payment - Facilities)
16.F.9.b
Packet Pg. 1882 Attachment: INV-12558 - 8_21_2023 12_00 PM (1) (27723 : Eptura, Inc. After the Fact Payment - Facilities)
16.F.9.b
Packet Pg. 1883 Attachment: INV-12558 - 8_21_2023 12_00 PM (1) (27723 : Eptura, Inc. After the Fact Payment - Facilities)
16.F.9.c
Packet Pg. 1884 Attachment: INV-12560 - 8_21_2023 12_58 PM (1) (27723 : Eptura, Inc. After the Fact Payment - Facilities)
16.F.9.c
Packet Pg. 1885 Attachment: INV-12560 - 8_21_2023 12_58 PM (1) (27723 : Eptura, Inc. After the Fact Payment - Facilities)
16.F.9.d
Packet Pg. 1886 Attachment: INV-12561 - 8_21_2023 1_01 PM (1) (27723 : Eptura, Inc. After the Fact Payment - Facilities)
16.F.9.d
Packet Pg. 1887 Attachment: INV-12561 - 8_21_2023 1_01 PM (1) (27723 : Eptura, Inc. After the Fact Payment - Facilities)