Agenda 06/11/2024 Item #16F 3 (Lease Agreement between Collier County and Patriot Place Trust for continued occupancy of the Sheriff's Office District 5 Substation).06/11/2024
EXECUTIVE SUMMARY
Recommendation to approve an after-the-fact total invoice amount of $3,780.47 to REV-RTC for parts
received with a final payment amount to the vendor of $2,142.47 after receipt of a credit memo, waive the
competitive process requirement for transactions over $3,000 for the total amount of the invoices as required
by the Procurement Ordinance, and deem these expenditures have a valid public purpose.
OBJECTIVE: To authorize an after-the-fact payment to REV-RTC for parts received by the County in the total
amount of $3,780.47 that with the credit memo results in a final payment to the vendor of $2,142.47.
CONSIDERATIONS: In Fiscal Year (FY) 2023, Fleet Division had a Purchase Order 4500220327 with REV
RTC for Horton Ambulance Parts. The Purchase Order was established based on a Board approved sole source
waiver for up to $100,000 per fiscal year which expired on September 30, 2023 for Horton Ambulance parts and
service (BCC April 23, 2019, Agenda item 16.E.3). After FY 2023 ended, old parts orders arrived that were placed
in May and June of FY 2023. The vendor had billing issues and the invoices had to be credited and rebilled, also
parts needed returned. The vendor was contacted multiple times by email and phone for correct invoices and
credits. Fleet Division staff escalated the concerns with the chain of command at REV RTC which also took
multiple attempts. REV RTC agreed to take some of the stock parts back. The vendor issued the correct invoices
and credit memo after the Sole Source waiver had expired. No purchase order was in place with the vendor for FY
2024 at that time as Fleet Division is now using a different vendor ETR, LLC - the Horton Dealer for Collier
County, which is the regional dealer based on a revised organizational structure and Horton Ambulances changing
their sole source provider.
County staff is requesting approval of an after-the-fact payment of three invoices in the total amount of $3,780.47
because the invoices and some of the parts were received after the end of FY 2023 and the expiration of the sole
source waiver due to internal vendor billing issues. Fleet Division staff has confirmed that the parts have been
received and that the vendor is billing properly on the attached invoices. Additionally, there is a credit in the amount
of $1,638 for some parts which were returned successfully that will be processed prior to issuing the final payment
to this vendor which nets to $2,142.47.
Fleet staff is requesting Board to approve the after-the-fact payment for invoices P07649, P07670, P08187, in the
total amount of $3,780.47 for parts received, waive the competitive process requirement for transactions over
$3,000 as required by the Procurement Ordinance, and deem these expenditures to have a valid public purpose.
FISCAL IMPACT: Funds in the amount of net amount of $2,142.47 after the credit memo (total invoices
$3,780.47) are available in Fleet Management fund 5021000000, cost center 122410.
GROWTH MANAGEMENT IMPACT: There is no Growth Management impact 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: To approve an after-the-fact payment in the amount of $3,780.47 to REV-RTC for parts
received, waive the competitive process requirement for transactions over $3,000 as required by the Procurement
Ordinance and deem these expenditures have a valid public purpose.
Prepared by: Megan Gaillard, Division Director, Corporate Compliance
John King, Division Director, Fleet Management
ATTACHMENT(S)
1. ATF Fleet Rev v3 Division (PDF)
2. AR Statement for Cust# 11301 (PDF)
16.F.3
Packet Pg. 1812
06/11/2024
3. Invoice REV 1 (PDF)
4. Invoice REV 2 (PDF)
5. Invoice REV 3 (PDF)
6. RTC SS Waiver (PDF)
7. REV RTC PO 4500220327 (PDF)
16.F.3
Packet Pg. 1813
06/11/2024
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.F.3
Doc ID: 29020
Item Summary: Recommendation to approve an after-the-fact total invoice amount of $3,780.47 to REV-RTC for
parts received with a final payment amount to the vendor of $2,142.47 after receipt of a credit memo.
Meeting Date: 06/11/2024
Prepared by:
Title: Operations Analyst, Senior – Fleet Management
Name: Mario Menendez
05/29/2024 2:14 PM
Submitted by:
Title: – Fleet Management
Name: John King
05/29/2024 2:14 PM
Approved By:
Review:
Corporate Compliance and Continuous Improvement Megan Gaillard OMB Reviewer Skipped
05/30/2024 3:04 PM
Procurement Services Francheska Correa Level 1 Purchasing Gatekeeper Completed 05/31/2024 8:18 AM
Fleet Management John King Director Review Completed 06/04/2024 2:06 PM
Procurement Services Sandra Srnka Procurement Director Review Completed 06/04/2024 2:07 PM
Office of Management and Budget Debra Windsor Level 3 OMB Gatekeeper Review Completed 06/04/2024 2:09 PM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 06/04/2024 3:34 PM
Corporate Compliance and Continuous Improvement Megan Gaillard Other Reviewer Completed
06/04/2024 4:15 PM
Office of Management and Budget Blanca Aquino Luque OMB Reviewer Completed 06/04/2024 4:44 PM
County Manager's Office Dan Rodriguez Level 4 County Manager Review Completed 06/04/2024 5:04 PM
Board of County Commissioners Geoffrey Willig Meeting Pending 06/11/2024 9:00 AM
16.F.3
Packet Pg. 1814
Instructions
After the Fact Form
As per section 21 of the Procurement Manual, all purchases shall be consistent and in compliance with the Procurement
Ordinance (2017-08). Should work be authorized or purchases made that is inconsistent with County policy, procedure, or
contract terms, an After-the-Fact Procurement Form is required. This includes purchases made in advance of a Purchase Order,
when a Purchase Order is required to authorize such activity, and purchases made under an expired contract, or for goods and
services not covered by the current contract or purchase order. All such “After the Fact Procurements” will be reported to the
County Manager.
Requester Name: 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:
Department Head: Signature: Date:
Reviion#1: February 2024
16.F.3.a
Packet Pg. 1815 Attachment: ATF Fleet Rev v3 Division (29020 : Recommendation to approve an after-the-fact total invoice amount of $3,780.47 to REV-RTC)
16.F.3.b
Packet Pg. 1816 Attachment: AR Statement for Cust# 11301 (29020 : Recommendation to approve an after-the-fact total invoice amount of $3,780.47 to REV-
16.F.3.c
Packet Pg. 1817 Attachment: Invoice REV 1 (29020 : Recommendation to approve an after-the-fact total invoice amount of $3,780.47 to REV-RTC)
16.F.3.c
Packet Pg. 1818 Attachment: Invoice REV 1 (29020 : Recommendation to approve an after-the-fact total invoice amount of $3,780.47 to REV-RTC)
16.F.3.c
Packet Pg. 1819 Attachment: Invoice REV 1 (29020 : Recommendation to approve an after-the-fact total invoice amount of $3,780.47 to REV-RTC)
16.F.3.c
Packet Pg. 1820 Attachment: Invoice REV 1 (29020 : Recommendation to approve an after-the-fact total invoice amount of $3,780.47 to REV-RTC)
16.F.3.c
Packet Pg. 1821 Attachment: Invoice REV 1 (29020 : Recommendation to approve an after-the-fact total invoice amount of
(2)
Invoice Copy: C52611
From:STACIE KOCHEN
Sent:9/6/2023 16:09
To:Karla Nicol
Message Invoice C52611.PDF (131 KB)
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.
Here is a credit for original invoice P06746, there was a
billing error on this invoice, this credit will be washed
against the original invoice and be removed from AR
Please note: This Email contains information requested by you from:
Hall-Mark RTC
It is provided in Adobe Acrobat Format (*.pdf) / It requires the
Free Adobe Acrobat Reader Software to be installed on your pc.
If you do not have Adobe Acrobat, you can obtain it here:
http://www.adobe.com
Thank You -
Hall-Mark RTC
RTC
16.F.3.c
Packet Pg. 1822 Attachment: Invoice REV 1 (29020 : Recommendation to approve an after-the-fact total invoice amount of
16.F.3.d
Packet Pg. 1823 Attachment: Invoice REV 2 (29020 : Recommendation to approve an after-the-fact total invoice amount of $3,780.47 to REV-RTC)
16.F.3.d
Packet Pg. 1824 Attachment: Invoice REV 2 (29020 : Recommendation to approve an after-the-fact total invoice amount of $3,780.47 to REV-RTC)
16.F.3.d
Packet Pg. 1825 Attachment: Invoice REV 2 (29020 : Recommendation to approve an after-the-fact total invoice amount of
16.F.3.d
Packet Pg. 1826 Attachment: Invoice REV 2 (29020 : Recommendation to approve an after-the-fact total invoice amount of $3,780.47 to REV-RTC)
16.F.3.e
Packet Pg. 1827 Attachment: Invoice REV 3 (29020 : Recommendation to approve an after-the-fact total invoice amount of $3,780.47 to REV-RTC)
04/23/2019
EXECUTIVE SUMMARY
Recommendation to authorize expenditures in excess of $50,000 but not to exceed $100,000 per
fiscal year, to REV RTC, Inc. d/b/a Hall-Mark RTC, as a sole source vendor for fleet parts, repairs
and services.
OBJECTIVE: To efficiently maintain County vehicles and equipment through an approved network of
vendors and dealerships for parts, supplies and services.
CONSIDERATIONS: The County's ambulance fleet is manufactured by Horton Emergency Vehicles, a
subsidiary of REV Group, Inc. REV RTC, Inc. d/b/a Hall-Mark RTC (“Hall-Mark RTC”), also a
subsidiary of REV Group, is the sole provider of Horton ambulance Original Equipment Manufacturer
(“OEM”) parts and services in the State of Florida.
Goods and services purchased from Hall-Mark RTC are projected to exceed $50,000 each fiscal year.
Procurement Services Staff annually reviews the Horton Emergency Vehicle distribution system.
Purchases will be made either by purchase order or with a purchasing card.
FISCAL IMPACT: Funds for repair parts and maintenance services are budgeted in the Fleet
Management Administration, Fund 521, operating budget. Expenditures with Hall-Mark RTC are
projected not to exceed $100,000 per each fiscal year.
GROWTH MANAGEMENT IMPACT: No growth management impact will result from this action.
LEGAL CONSIDERATIONS: This item is approved as to form and legality and requires majority vote
for Board approval. -SRT
RECOMMENDATION: To authorize expenditures in excess of $50,000 each fiscal year (but not to
exceed $100,000) with REV RTC, Inc. d/b/a Hall-Mark RTC as a sole source vendor for fleet parts and
services during the period FY 2019 thru FY 2023.
Prepared by: Michael Burks, Senior Analyst, Fleet Management Division
ATTACHMENT(S)
1. FY19 Waiver Request 119 - REV-RTC (Board Approval) Amended (PDF)
16.E.3
Packet Pg. 2215
16.F.3.f
Packet Pg. 1828 Attachment: RTC SS Waiver (29020 : Recommendation to approve an after-the-fact total invoice amount of $3,780.47 to REV-RTC)
04/23/2019
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.E.3
Doc ID: 8529
Item Summary: Recommendation to authorize expenditures in excess of $50,000 but not to
exceed $100,000 per fiscal year, to REV RTC, Inc. d/b/a Hall-Mark RTC, as a sole source vendor for
fleet parts, repairs and services.
Meeting Date: 04/23/2019
Prepared by:
Title: Operations Coordinator – Fleet Management
Name: Salma Nader
04/03/2019 12:44 PM
Submitted by:
Title: Division Director - Fleet Management – Fleet Management
Name: Dan Croft
04/03/2019 12:44 PM
Approved By:
Review:
Procurement Services Opal Vann Level 1 Purchasing Gatekeeper Completed 04/03/2019 3:26 PM
Administrative Services Department Paula Brethauer Level 1 Division Reviewer Completed 04/04/2019 8:41 AM
Procurement Services Sara Schneeberger Additional Reviewer Completed 04/04/2019 10:27 AM
Procurement Services Catherine Bigelow Additional Reviewer Completed 04/05/2019 9:12 AM
Procurement Services Ted Coyman Additional Reviewer Completed 04/05/2019 1:02 PM
Administrative Services Department Len Price Level 2 Division Administrator Review Completed 04/10/2019 11:33 AM
County Attorney's Office Scott Teach Level 2 Attorney Review Completed 04/11/2019 4:37 PM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 04/12/2019 7:41 AM
Office of Management and Budget Valerie Fleming Level 3 OMB Gatekeeper Review Completed 04/12/2019 9:06 AM
Budget and Management Office Mark Isackson Additional Reviewer Completed 04/15/2019 10:12 AM
County Manager's Office Nick Casalanguida Level 4 County Manager Review Completed 04/16/2019 11:58 AM
Board of County Commissioners MaryJo Brock Meeting Pending 04/23/2019 9:00 AM
16.E.3
Packet Pg. 2216
16.F.3.f
Packet Pg. 1829 Attachment: RTC SS Waiver (29020 : Recommendation to approve an after-the-fact total invoice amount of $3,780.47 to REV-RTC)
Instructions
Collier County
Waiver Request Form
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 market place, 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:
Fiscal Year:Requested
date range: ______________
Not to Exceed
per Fiscal Year:
Is there an agreement
associated with this Yes No
Waiver?
Sole Source:Single Source:One Time Purchase:Multiple Purchases:
Description of Purchase: Enter a description of the item(s) items 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.
How was the decision made to use this vendor?Describe in detail if a formal standardization process was performed via
Procurementorifthereisahistoricalprecedenceestablishedfortheuseoftheproduct,pleaseexplainpurchaseandusehistory
and the current level of County investment in the product.
What is the cost/benefit of using, or continuing to use, this vendor for this product(s)?Describe savings or benefit of staying
with this firm and the additional cost or down side of switching to another provider.
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? When will your next evaluation be performed?
Citing the definitions provided at the top of this form, why is this either a Sole Source or a Single Source?
If a sole source please provide a letter from the manufacturer indicating so, or indicating a controlled distribution to only one
authorized source. If a Single Source please elaborate and justify.
Michael Burks Fleet Management
OEM parts, service, & warranty
REV-RTC dba HALL-MARK RTC #125296
FY-19 FY19 - FY23 $100,000 ■
■■
OEM parts and services for Horton Ambulances.
Fleet Management requires OEM parts and services to maintain County-owned ambulances.
Proper maintenance of the ambulances is essential for the County to provide effective
emergency services to the public.
American LaFrance was the County's original vendor used to purchase all ambulances until they went out of business. EMS
then evaluated multiple brands and picked Horton Emergency Vehicles which were purchased off of the Florida Sheriffs
Association contract. RevGroup now owns Horton.
The County's entire fleet of ambulances are made by Horton. OEM parts and services are
required to maintain county-owned equipment.
Hall-Mark RTC is the exclusive dealer for Horton Ambulances in the State of Florida and is the
sole-source supplier of Horton parts as well as E-ONE. This is to support the current inventory of ambulances. EMS will evaluate
the market place in 5 years.
Hall-Mark RTC is the sole-source supplier of Horton and E-ONE OEM parts and service in the
State of Florida.
16.E.3.a
Packet Pg. 2217 Attachment: FY19 Waiver Request 119 - REV-RTC (Board Approval) Amended [Revision 1] (8529 : Approve REV RTC, Inc. d/b/a Hall-Mark RTC16.F.3.f
Packet Pg. 1830 Attachment: RTC SS Waiver (29020 : Recommendation to approve an after-the-fact total invoice amount of $3,780.47 to REV-RTC)
Date of BCC standardization(if applicable):BCCItemnumber:
It is a felony to knowingly circumvent a competitive process for commodities or services by fraudulentlyspecifying sole
source. Florida Statute 838.22(2).
Requested by:Signature:Date:
Division Director:Signature:Date:
Procurement Strategist:Signature:Date:
Procurement Director:
Or designee
Signature:Date:
For Procurement Use Only:
Current FY Approval:Multi-Year Approval:Start End
Michael Burks 2-21-19
Daniel A. Croft 2-22-19
Sara Schneeberger
Sandra Herrera
■04/16/2019 09/30/2023
BurksMichael
Digitally signed by
BurksMichael
Date: 2019.02.21 14:25:46
-05'00'
CroftDan Digitally signed by CroftDan
Date: 2019.02.22 10:27:33
-05'00'
SchneebergerS
ara
Digitally signed by
SchneebergerSara
Date: 2019.04.16 10:04:32
-04'00'
HerreraSandra
Digitally signed by HerreraSandra
DN: dc=net, dc=colliergov, dc=bcc, ou=Divisions,
ou=ASD, ou=ASD Purchasing, ou=Purchasing User
Accounts, cn=HerreraSandra,
email=Sandra.Herrera@colliercountyfl.gov
Date: 2019.04.16 10:17:30 -04'00'
16.E.3.a
Packet Pg. 2218 Attachment: FY19 Waiver Request 119 - REV-RTC (Board Approval) Amended [Revision 1] (8529 : Approve REV RTC, Inc. d/b/a Hall-Mark RTC16.F.3.f
Packet Pg. 1831 Attachment: RTC SS Waiver (29020 : Recommendation to approve an after-the-fact total invoice amount of $3,780.47 to REV-RTC)
p: 614.539.8181
tf: 800.282.5113
f: 614.539.8165
hortonambulance.com
Horton Emergency Vehicles
3800 McDowell Road
Grove City, Ohio 43123
March 22, 2019
Collier County Board of County Commissioners
Administrative Services Department / Fleet Management Division
2901 County Barn Road
Naples, FL 34112
Exclusive Representation for Budget Year 2019
Dear valued customer:
Please allow this letter to confirm that Hall-Mark RTC of Ocala, Florida is, and has
been, the authorized Horton sales and service dealership for Horton Products since
2004.
Hall-Mark RTC is a sole-source supplier of Horton products within their
geographically protected Florida territory. Hall-Mark RTC represents Horton for parts
sales, service and new ambulance/rescue apparatus. Hall-Mark RTC has served in
that capacity continuously and without interruption.
Thank you for being a valued Horton customer and if you have any questions, or
require any additional information, please do not hesitate to contact me at (614) 305-
0341 or lance.randolph@hortonambulance.com.
Regards,
Lance Randolph
VP / General Manager
Horton Emergency Vehicles, Inc.
16.E.3.a
Packet Pg. 2219 Attachment: FY19 Waiver Request 119 - REV-RTC (Board Approval) Amended [Revision 1] (8529 : Approve REV RTC, Inc. d/b/a Hall-Mark RTC16.F.3.f
Packet Pg. 1832 Attachment: RTC SS Waiver (29020 : Recommendation to approve an after-the-fact total invoice amount of $3,780.47 to REV-RTC)
725 SW 46th Avenue
Ocala, Florida 34474
T (800)524-6072
M (352) 572-5390
F (352) 629-2018
January 8, 2019
Collier County Board of County Commissioners
Administrative Services Department / Fleet Management Division
2901 County Barn Road
Naples, FL 34112
RE: 2019 Budget year – Letter of Authorization Hall-Mark RTC / E-ONE / Horton Sole Source Letter
Dear valued customer:
Hall-Mark RTC is the sole-source supplier of E-ONE, Horton and REV Orlando brand parts and service
for the State of Florida. Hall-Mark RTC has operated in as an exclusive E-ONE dealer since 1993.
Hall-Mark RTC is a full service fire apparatus dealership dedicated to providing Fire-Rescue
Departments with the highest quality emergency vehicle repairs and service response in the State of
Florida.
Hall-Mark RTC is also the exclusive dealer for Horton Ambulances in the State of Florida and is the
sole-source supplier Horton parts as well as E-ONE. Contacts for all of your E-ONE and Horton
Parts/Service needs are Lisa Scott and Farrah Warfield. George Scott is the Service Manager and can
also be contacted for your service needs. Our Service Team can be reached at 352-629-6305.
Due to the volume, weight and cost of emergency vehicle parts, Hall-Mark RTC takes exception to
any PO or purchasing terms and conditions requiring free freight. Should you have any questions or
require any additional information, please do not hesitate to call any of the Hall-Mark Team.
Best regards,
William D. Alm
William D. Alm
V.P./ General Manager
Hall-Mark RTC
725 SW 46th Avenue
Ocala, Fl. 34474
16.E.3.a
Packet Pg. 2220 Attachment: FY19 Waiver Request 119 - REV-RTC (Board Approval) Amended [Revision 1] (8529 : Approve REV RTC, Inc. d/b/a Hall-Mark RTC16.F.3.f
Packet Pg. 1833 Attachment: RTC SS Waiver (29020 : Recommendation to approve an after-the-fact total invoice amount of $3,780.47 to REV-RTC)
Purchase Order number must appear on all related
correspondence, shipping papers and invoices:
Printed 10/07/2022 @ 09:36:41 Page 1 of 1521-122410-646425
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:
http://www.colliercountyfl.gov/home/showdocument?id=74077, 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
125296Vendor #
REV RTC INC
HALL-MARK RTC
725 SW 46TH AVE
OCALA FL 34474
Purchase order
4500220327PO Number 10/07/2022Date
Fleet MgmtContact Person
239-252-2277Telephone 239-793-7520Fax
FLEET MANAGEMENT
2901 COUNTY BARN RD
NAPLES FL 34112-2302
Please deliver to:
Delivery Date: 09/30/2023
Net 28 days (20 business days)Terms of Payment
Item Material Description Order Qty Unit Price Per Unit Net Value
00010 WV PARTS & FREIGHT 40,000 EA 1.00 40,000.00
REV-RTC 125296
APPROVED WAIVER ATTACHED 04/16/19 - 9/30/2023
BLANKET PP FY23
WV PARTS & FREIGHT $40.00
40,000.00USDTotal net value excl. tax
16.F.3.g
Packet Pg. 1834 Attachment: REV RTC PO 4500220327 (29020 : Recommendation to approve an after-the-fact total invoice amount of $3,780.47 to REV-RTC)