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Agenda 07/09/2024 Item #16E1(Approve administrative report prepared by the Procurement Services Division for After-the-Fact purchases requiring Board approval in accordance with the Procurement Ordinance as amended)07/09/2024 EXECUTIVE SUMMARY Recommendation to approve the administrative report prepared by the Procurement Services Division for After -the -Fact purchases requiring Board approval in accordance with the Procurement Ordinance as amended and the Procurement Manual in the amount of $3,853.99 and ratify After -the -Fact purchases made with a purchasing card in the amount of $5,024.45. OBJECTIVE: To promote accountability and gain the Board's approval/ratification for various procurement transactions that did not comply with contract terms or procurement policies. CONSIDERATIONS: In accordance with Section Twenty -One discussing Unauthorized Purchases, all purchases must comply with the Procurement Ordinance, as amended. Purchases made contrary to this ordinance are not binding on the County. According to the Procurement Manual, any transactions that deviate from the established ordinance, policies, procedures, or contractual terms must be documented and reported to the County Manager and the Board using an After -the -Fact form. Staff requests that the Board accept this administrative report prepared by the Procurement Services Division approving the After -the -Fact actions and authorize the payment of outstanding invoices or ratification of payments deviating from ordinance, policy or procedures. This administrative report includes the following: Payments for Board approval: I . This After -The -Fact is submitted by the Public Utilities Division due to division staff ordering safety equipment from the vendor (Safety Products, Inc.) without having a Purchase Order in place. Staff inadvertently used the incorrect purchase order number issued to a different vendor (Safety-Kleen Systems). Division staff has verified receipt of the items ordered and pricing according to the piggyback agreement. The amount to be approved is $831 (Funds are budgeted in Fund 4008-23335 1) 2. This After -The -Fact is submitted by Public Services Division for the Marco Island Museum. Division staff could not obtain the required E-Verify documentation to open a new Fiscal Year Purchase Order for the vendor (Pool Troopers), a stop work order should have been issued to the vendor but was not. Due to this missed communication, the vendor continued to service the water feature without a Purchase Order until the stop work order was submitted in December 2023. The amount to be approved for services provided is $1,022.99. (Funds are budgeted in Fund 1107-157470) 3. This After -The -Fact is submitted by the Parks and Recreation Division for Zambelli Fireworks. The afternoon of the event the Fire Inspector determined that the established show location at the Paradise Sports Complex had to be moved for safety reasons. This change necessitated additional setup time not anticipated in the initial quote. The incremental work and cost were communicated to Parks Staff and verbally approved by the County Manager's Office as a necessary expenditure for the event to proceed. An invoice with an additional charge of $2,000 was submitted for payment. The amount to be approved is $2,000. (Funds are budgeted in Fund 0001-156361) Payments for Board ratification: 1. This After -The -Fact is submitted by the Public Utilities Department due to mishandling a P-Card transaction. In June 2023, staff requested eight (8) additional iAuditor licenses from Safety Culture LTD and received approval to process payment using a P-Card. The vendor fulfilled the request. Staff failed to execute a P-Card payment timely. Staff was notified by the vendor in late February 2024 that I Packet Pg. 727 07/09/2024 the invoice was outstanding, at which time the delinquent invoice was paid by P-Card. P-Card procedures do not allow payment weeks or months after the purchase. The invoice was paid but is now pending Board ratification to post. The amount to be ratified is $579.61. (Funds are budgeted in Fund 4008-210107) 2. This After -The -Fact is submitted by the Emergency Medical Services Division due to mishandling a P- Card transaction. In September 2023 an order was placed with the Vendor (Uline). The invoice was received two months after the purchase was made and staff paid by P-Card. P-Card procedures do not allow payment weeks or months after the purchase. The invoice was paid but is now pending Board ratification to post. The amount to be ratified is $265.62. (Funds are budgeted in Fund 4050-144610) 3. This After -The -Fact report is provided by the Emergency Medical Services Division due to the mishandling of a P-Card transaction. Staff failed to promptly verify the services received from Gannet Media. Services were confirmed and paid by P-Card five months after delivery. P-Card procedures do not allow payment weeks or months after the purchase. The invoice was paid but is now pending Board ratification to post. The amount to be ratified is $2,595.91. (Funds are budgeted in Fund 4050-144610) 4. This After -The -Fact submission is provided by the Emergency Management Division due to mishandling a P-Card transaction. An invoice from Amerigas dated September 2023 was not promptly paid. P-Card procedures do not allow payment weeks or months after the purchase. The gross invoice amount was $212.04, including a credit card fee and a late fee that was later credited. The invoice was paid but is now pending Board ratification to post. The amount to be ratified is $176.04. (Funds are budgeted in Fund 1060-140480) 5. This After -The -Fact submission is provided by the Emergency Management Division due to mishandling a P-Card transaction. Division staff authorized an emergency vehicle repair for $2,866.09 and a follow-on repair for $1,407.27. The two repairs exceeded the single transaction limit of $3,000 and failed to follow the proper steps to obtain additional vendor quotes or have the service handled by the Fleet Management Division. The follow-on repair purchase to be ratified is $1,407.27. (Funds are budgeted in Fund 000 1 - 1442 10) FISCAL IMPACT: The net total amount for the three (3) items pending payment is $3,853.99. The net total amount for the five (5) items pending ratification and posting is $5,024.45. 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 After -The -Fact report for purchases requiring Board approval in accordance with the Procurement Ordinance as amended (and the Procurement Manual) in the amount of $3,853.99 and ratify After -the -Fact purchases made with a purchasing card in the amount of $5,024.45. Prepared By: Josie Terga, Supervisor -Operations 11, Procurement services Division ATTACHMENT(S) 1. 0611 Safety Products Inc ATF & Backup (PDF) 2. 0611 Safety Culture ATF & Backup (PDF) 3. 0611 Uline ATF & Backup (PDF) 4. 0611 Gannett Media ATF & Backup (PDF) 5. 0611 Amerigas ATF &Backup (PDF) I Packet Pg. 728 07/09/2024 6. 0611 North Trail RV ATF & Backup (PDF) 7. 0611 Pool Troopers ATF & Backup (PDF) 8. After the Fact Report (PDF) 9. 0625 Zambelli Fireworks ATF & Backup (PDF) I Packet Pg. 729 07/09/2024 COLLIER COUNTY Board of County Commissioners Item Number: 16.E.1 Doe ID: 28523 Item Summary: Recommendation to approve the administrative report prepared by the Procurement Services Division for After -the -Fact purchases requiring Board approval in accordance with the Procurement Ordinance and the Procurement Manual in the amount of $3,853.99 and ratify After -the -Fact purchases made with purchasing card in the amount of $5,024.45. Meeting Date: 07/09/2024 Prepared by: Title: — Procurement Services Name: Josie Terga 04/05/2024 5:46 PM Submitted by: Title: Manager - Procurement — Procurement Services Name: Sandra Srnka 04/05/2024 5:46 PM Approved By: Review: Procurement Services Sandra Srnka Procurement Services Sandra Srnka Office of Management and Budget Debra Windsor Corporate Compliance and Continuous Improvement County Attorney's Office Office of Management and Budget Corporate Business Operations County Manager's Office Board of County Commissioners Level 1 Purchasing Gatekeeper Director Review Level 3 OMB Gatekeeper Review Megan Gaillard Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Blanca Aquino Luque OMB Reviewer Kenneth Kovensky Corporate Business Operations Review Amy Patterson Level 4 County Manager Review Geoffrey Willig Meeting Pending Completed 05/29/2024 7:55 AM Completed 05/29/2024 7:56 AM Completed 05/29/2024 8:32 AM Additional Review Skipped 07/02/2024 10:37 AM Completed 07/02/2024 3:43 PM Completed 07/02/2024 4:57 PM Completed 07/03/2024 9:34 AM Completed 07/03/2024 11:36 AM 07/09/2024 9:00 AM I Packet Pg. 730 1 (Z��ftf*CT 4CO-94"ty Instructions After the Fact Form As per section 21 of the Procurement Manual, a// 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:Brandon Booker Division:Utilities Finance Operations Division Director:Joe Bellone Vendor Name:Safety Products Inc Amount:$831.00 Contract #:Piggyback Purchase Order: n/a Why is this deemed a non -compliant purchase? Choose one. Contract 1:1 � Ordinance 21 � Manual Z P-Card Other El Details of Purchase: Explain the circumstances behind this purchase. Staff purchased items from Safety Products Inc. without having a valid purchase order in place. Division staff inadvertently used the incorrect blanket purchase order # 4500227722 which was issued to a different vendor - Safety-Kleen Systems. Upon payment of the items, it was discovered that there is no valid purchase order for the vendor. Division staff has verified receipt of the items ordered and pricing according to the piggyback agreement. Action Required: What are you asking to be done to remedy the situation, include list of invoices if applicable? Division staff is requesting that the Board approve an after -the -fact payment of invoice 954991 in the amount of $831 for safety products and deem that the expenditure has a valid public purpose. Corrective/Preventive Action: What action is being taken to prevent this violation from re -occurring? A separate blanket purchase order #4500231206 has since been created for Safety Products Inc and will be used for future purchases. The employee has been made aware and now understands that a purchase order for each vendor is required prior to ordering any goods or services. They will ensure that all Procurement policies and procedures are followed. The Employee will need to complete the following Collier U classes: Procurement 101 (2022 Edition), Procurement 101 Handout, Procurement Manual Presentation (2023), Collier County Procurement Manual (2023), Quoting 101. The requestor affirms that to the best of their knowledge the information provided in this document is true. Requested by: Digitally signed by BookerBrandon Signature: BookerBirandon Date 2024.04.19133838-04'00' Date:4/19/24 Division Director: Digitally sig ad by BellonsJoseph Signature: BelloneJoseph Date 2024,04,29143259-04-00' Date: 4/29/24 Department Head: Digitally igned by YilmazGeorge Sig nature: Yi I rn azG eo rg e Date 20�24.04.2915 25 58 -04'00' Date: Reviion#1 I Packet Pg. 731 1 I 16.E.l.a I SAFETY PRODUCTS INC. INVOICE DATE INVOICE PO BOX 1688 EATON PARK, FL 33840 04/15/24 954991 Safety Products Inc PHONE: 800-443-6860 x228 FAX: 863-666-1583 CUSTOMER COL106 accounting@spisafety.com http://www.spisafety.com (Wir.AmAl SOLD TO: COLLIER COUNTY UTILITIES SHIP TO ATTN: ACCOUNTS PAYABLE 3299 TAMIAMI TRL E STE 700 NAPLES FL 34112-5749 COLLIER COUNTY WATER DIST 4375 PROGRESS AVE NAPLES, FL 34104 ORDER# ORDERDATE PURCHASE ORDER TER MS SLSP SHIPPED VIA SHIPPED DATE 807535 04/05/24 4500227722 NET 30 DAYS 23 U 04/15/24 LL r ITEM ITEM DESCRIPTION UOM QUANTITY QUANTITY QTY UNIT a EXTENDED PRI( ORDERED BIO SHIP PRICE 4t 4 SUNRISE ACCOUNT 20% OFF LIST t C TCRSV362S WORKERS SYMBOL EA 6 0 6 44.54 267.� 36" REFLECTIVE WNINYL POCKETS LIST $55.67 MINUS 20% U S TCSPI1000W SIGN STAND SPRINGLESS EA 6 0 6 93.96 563. 'E WITH SCREW LOCK ATTACHMENT LIST $117.45 MINUS 20% CS FREIGHT PAID ORD FREE SHIPPING EA 1 0 1 .00 LC cc L r U C C 4 E X DALE SANFORD MERCHANDISE DISCOUNT FREIGHT SALES TAX TOTA EM—TINA** lz3656440369565988 831.00 .00 .00 .00 831.( A CUTD NTT7\ U Master Card / Visa I American Expres '�dlpntprj This document, and any attachments thereto is intended only for use by the addres see(s) and may contain legally priviltped andlor confidential information viewable by the a =are not the intended recipient of this document or the person responsible for delivering this document to the inten ad recipient, you are hereby notified that any dissemination, Packet Pg ution, printing or copying of this document, and any attachment thereto, is strictly prohibited. In no event shall this document be delivered to anyone other than the intend( I (Z��ftf*CT 4CO-94"ty Instructions After the Fact Form As per section 21 of the Procurement Manual, a// 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:Carlos Dominguez Division: PUD Critical Infrastructure Security Division Director: Joseph Bellone Vendor Name: Safety Culture Pty Ltd Amount: $579.61 Contract #: N/A L2�e Order: N/A Why is this deemed a non -compliant purchase? Choose one. Contract 1:1 � Ordinance 1-1 � Manual P-Card Z � Other El Details of Purchase: Explain the circumstances behind this purchase. Staff requested 8 additional Auditor licenses for security staff to be added to our annual plan in June 2023 and received approval to process payment using a P-card. The vendor fulfilled our request with the understanding that the invoice would be paid in a timely matter. Staff failed to follow through with utilizing a P-card for payment. Staff was notified by the vendor in late February 2024 that the invoice was outstanding, at which time the delinquent invoice was paid by P-card on March 7, 2024. Action Required: What are you asking to be done to remedy the situation, include list of invoices if applicable? Requesting approval to process Xponential transaction 5973-26, posting date of 3-8-24 in the amount of $579.61 for Safety Culture Invoice # 638525 dated 6/7/2023. To be paid from fund 408. Corrective/Preventive Action: What action is being taken to prevent this violation from re -occurring? Staff has been advised per the P-Card manual Page 8 Section 9. 1, you cannot pay for a purchase or service with the P-card weeks or months later and that vendors need to be paid promptly and to follow up with the vendor if the P-Card has not been charged within one week after the services have been rendered or the item received. The requestor affirms that to the best of their knowledge the information provided in this document is true. Requested by:Carlos Dominguez D1111al y signed by Signature: DominguezCarloS Dominig—Carlos Date: 3/19/2024 Date 2024,03,19 13 28 05 -04'00' Division Director: Joseph Bellone Digitally ag ad by BallonaJoseph Signature: BelloneJosephDate 2024,03,19 13 44 24 -04-00' Date:3/19/24 Department Head: Digitally igned by YilmazGeorge Signature: YilmazGeorgeDate 20�24.03.21 14 49 49 -04'00' Date: to E U Reviion#1 I Packet Pg. 733 1 Menu ��Zid �IAPPI Merchant Infarmaton MerchantType: 751T.] C—pult.r S.ft.— Stores M.rch.nl N.—FD: FMNSAFETYGULTURE.GCM 110014-12215201 street: � C!t�,. � Www. 5AFETYCUL R.&.: FM7O P..t.� Cud.: C—try: Fusl Header Audit Infannation Header Inf—ation Additi.nal. btf—aten Header Custorn 0�glrt.l A—t 579.6 Ong Tax 1: 0. m] Ong Tax 2: F— 0. Be] Freight Amt: a. OL DutyArn.urnt; a. ae] T,.... A—unt: F 579�61 JUSD I Purpow SAFETY CULTURE IAUDITOP ANNUAL PLAN FOR SECURITY TEAM. I Account Assignment I Cost CoLecturs Exp. T�J- WL A= Exp-- � 652920 1 652920 ICOMPUTER SOFTWARE Tax:� I ALt Tax: Freight: Duty: C-t C-t- Order: WEIS lltrn-t: N.t—kc Taxes Tax Cede: Tax Junsclichon: Addiforal Assignments Funds Management C—p—y C.d. Fl.-M-1 Business Am: PLaft: F—ti ... I A — FM A—: FDOB67 Fund: Funds Cerrt� C...Ibr-nt it— 0 L) LL Trans. Dt.: P.st�g Date: irm 0 Level-2 Trai a M 04 LO 00 N CL M JT M (0) I Packet Pg. 734 ACTIVITY AND PAYMENT LOG Card holder's Name: Vincent Dominach Director's Signature: Public Purpose: Digitally signed by BelloneJosep B-floneJoseph h Date 2024,03,07 11 11 00 -05,00, PROVIDE BUILDING & SECURITY SERVICES FOR PUBLIC UTILITIES DATE:03/07/2024 Order Date Vendor Name Quantity/Description Items Purchased Amount of Invoice Account Number (Fund, Cost Center, Object Code) Order/Confirmation # Signed and dated Packing list attached Order Confirmal attache 03/07/2024 iAuditor license S 579.61 4008000000-210107-652920 IN2675240 No Yes Total $579.61 Cal 06 ILL F- to W E U a I Packet Pg. 735 $579-61 Paid Thanks for using SafetyClulture. Collier County Government Payment #69402 March 7, 2024, 2:56 p.m. Invoice #IN2675240 $579.61 Total $579.61 For billing questions, contact Accounts Receivable - ar(@safetyculture.com IMPORTANT UPDATE: Our bank details changed on 27 March 2023 due to the closure of SVB. This account only applies to invoices issued in USID. Bank: CITIBANK N.A. Address: ONE PENN'S WAY, NEW CASTLE, DE 19720 UNITED STATES Bank Account Name: SAFETYCULTURE PTY LTD Account Number: 54186998 Routing/ABA#: 031100209 SWIFT: CITIUS33DEL If paying by check, please forward these to: 2114 Central St 6th floor, Kansas City, MO 64108, United States. If paying a GBP or EUR invoice, please email ar@safetyculture.com or contact our support team to verify our banking details. I Packet Pg. 736 1 Safetyguiture Invoice SafetyCulture Pty Ltd 221 Sturt Street Townsville City QLD 4810 Australia ABN: 16 089 180 049 Bill To: Ship Collier County To Government Carlos Dominguez 3339 Tamiami Trail East, Suite 302 Naples, FIL 34112 us Item SafetyCulture iAuditor Annual Plan I Full seat: 7 to 15 seats Prorated: 7 Jun 2023 - 30 Sep 2023 (31.8% of original period) Update subscription user seats quota Thank you for your business. Please email billing@safetyculture.io for any billing -related queries. Invoice Number #638525 Issue Date 7 Jun 2023 Due Date 7 Jun 2023 $579.61 Quantity Unit Price Amount 2.542 $228.00 $579.61 TOTAL $579.61 06 U_ F_ a) Payments $0.00 DUE $579.61 0 4! M U) Invoice History 4 Oct 2023 01:20AM AEDT Credit card payment failed: $3,999.61 (Visa, XXXX-XXXX-XXXX-5806) 3 Oct 2023 01:20AM AEDT Credit card payment failed: $3,999.61 (Visa, XXXX-XXXX-XXXX-5806) Other Balance $0.00 '0 Due as of 7 Jun 2023 E M U a I Packet Pg. 737 1 2 Oct 2023 01:20AM AEDT Credit card payment failed: $3,999.61 (Visa, XXXX-XXXX-XXXX-5806) 1 Oct 2023 12:01AM AEST Credit card payment failed: $3,999.61 (Visa, XXXX-XXXX-XXXX-5806) 7Jun2O2312:10AMAEST Invoice sent to Gilbert.Moncivaiz@colliercountyfl.gov 7Jun2O2312:10AMAEST Credit card payment failed: $579.61 (Visa, XXXX-XXXX-XXXX-1702) 7Jun2O2312:10AMAEST Issued invoice 7 Jun 2023 12:10AM AEST Created invoice to (D E M U a I Packet Pg. 738 1 From: Carlos Dom nauez To: Vincent Donninach Subject: FW: Additional IAuditor Business Case Date: Thursday, March 7, 2024 10:34:12 AM Attachments: image00S.Dna innage009jona innacie010jona X-l000-black-RxR cl9684b4-b8O6-4f68-82de-cl5698629dfa.r)nci Vincent, This is the complete email string dealing with the lAuditor P-card payment. Thank you for all your support! Carlos Dominguez Security Professional Utilities Finance Operations Office: 239-252-7470 Carlos. Dominguez&colliercou ntyfl.gov From: Thor Wertz <Thor.Wertz@colliercountyfl.gov> Sent: Monday, February 26, 2024 12:03 PM To: Carlos Dominguez <Carlos. Dom i nguez @co I I ierco untyfl.gov> Subject: RE: Additional lAuditor Business Case Morning, CARY Comity I don't have anything on this. Did you get with someone when Joe approved to purchase with the p-card? Jennifer most likely. Thanks, Thor Wertz Management Analyst I Utilities Finance Operations Office: 239-252-8381 3339 Tamiami Trail East, #305 Naples, FL 34112 Thor.Wertz&colliercountyfl.c ov j-- From: Carlos Dominguez <Carlos, Dominguez(@ colliercou nt�fl.gov> Sent: Friday, February 23, 2024 12:24 PM To: Thor Wertz <Thor.Wertz (@ collie rcou ntvfl.aov> Subject: FW: Additional lAuditor Business Case Colew County Good afternoon, hope all is well. lAuditor called me and said that the additional licenses that we got back in June of last year were not paid. Do you have something showing that we did pay? Thank you for all your help! Carlos Dominguez Security Professional Utilities Finance Operations Office: 239-252-7470 C,quwrr County I Packet Pg. 739 lnmxr__ From: BelloneJoseph < oseph. Bel lone(cDcol liercountyfl.gov> Sent: Friday, June 9, 2023 3:15 PM To: Wertz-rhor <Thor.Wertz(@colliercountyfl.gov> Cc: MolinaroDavid <David.Molinaro(@colliercount�fl.gov>; DominguezCarlos <Carlos, Dominguez(@ colliercou nt�fl.aQy> Subject: RE: Additional IAuditor Business Case I'm ok with this Thor. Thanks for checking. Joe BeHone Director, Utilities Finance (239) 252-6028 (239) 315-1106 From: Wertz-rhor <Thor.WertzCcDcolliercountyfl.g�-V-> Sent: Friday, June 9, 2023 2:49 PM To: BelloneJoseph <ioseph.Bellone(@colliercountvfl.gov> Cc: MolinaroDavid <David.MolinaroCc)colliercountyfl.izov>; DominguezCarlos <Carlos.Dominguez(@colliercount)tfl.Rov> Subject: RE: Additional IAuditor Business Case Good afternoon Joe, Requesting permission for p-card use approval for Carlos to purchase 8 additional iAuditor license for the security staff. Carlos has written up a business case for your review. Dave has also approved of this purchase. Thank you sir. Thor Wertz Financial Operations Public Utilities 3339 Tamiami Trail East, #305 Naples, FIL 34112 Tel: (239)252-8381 From: MolinaroDavid <David. Molina roC@ col liercou ntvfl.2ov> Sent: Friday, June 9, 2023 2:41 PM To: DominguezCarlos <Carlos.Dominguez(@colliercountvfl.gov> Cc: WertzThor <Thor.WertzCc)colliercountvfl.Rov> Subject: FW: Additional lAuditor Business Case Carlos, Thanks. Please proceed with this purchase. Dave Molinaro Public Utilities Department Supervisor Operations 11 3339 Tarniami Trail East Naples, Florida 34112 239-252-2555 From: DominguezCarlos <Carlos. Dominguez(@ col liercou ntyfl.gov> Sent: Friday, June 9, 2023 2:39 PM To: MolinaroDavid <David.Molinaro(cDcolliercount�fl.gov> I Packet Pg. 740 Cc: WertzThor <Thor.Wertz(cDcolliercount�fl.gov> Subject: Additional lAuditor Business Case Dave, Please see attached business case for additional lAuditor licenses for your review and approval before it is submitted to Joe. Carlos Dominguez, CPM, PMP Critical Infrastructure Security Professional Collier County Public Utilities 3339 Tarniami Trail, East Naples, Florida 34112 (239) 252-7470 office (239) 961-2193 cell Carlos. Dom i ng uezQcoI I i ercou ntyfl. gov 5e 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. (D E M U I Packet Pg. 741 4COMY C�0-14"ty 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: Cherie DuBock Division: Emergency Medical Services Division Director: Bruce Gastineau Vendor Name: Uline Amount: $265.62 Contract #: Purchase Order: Why is this deemed a non -compliant purchase? Choose one. Contract 11 � Ordinance 11 � Manual P-Card Other 0_ Details of Purchase: Explain the circumstances behind this purchase. Items were ordered from Uline in September 2023 but an invoice was not immediately received. Staff did not reach out to vendor to follow up on invoice but when invoice was finally received in November 2023, staff paid via Pcard. Per Pcard guidelines, old invoices are not to be paid with a Pcard. Action Required: What are you asking to be done to remedy the situation, include list of invoices if applicable? We are asking that the Board approve the payment of $265.62 to Uline and that it be paid by Pcard. Corrective/Preventive Action: What action is being taken to prevent this violation from re -occurring? County staff involved in this transaction will be asked to complete the Procurement 101 training and review the Procurement and Pcard Manuals. The requestor affirms that to the best of their knowledge the information provided in this document is true. Requested by: Cherie DuBock Digitally signed by Cherie DuBock Signature: Cherie DuBock Date 2024.02.21144254-05'00' Date: Division Director: Bruce Gastineau Digitally signed by Bruce Signature: Bruce Gastinea U Gastineau '00, Date 2024.02.21 16 54 04 -05 Date: 2/21/24 lid U M Cal 06 U_ S E Revised 06/17/2021 1 Packet Pg. 742 EEM SHIPPING SUPPLY SPECIALISTS 1-800-295-5510 uline.com PO Box 88741 - Chicago IL 60680-1741 FHANK YOU FOR YOUR ORDER. ULINE CUSTOMER SINCE 2014 SOLD TO: 9423398 3 3 3 3 3 3 2 MDG2017 00009884 1 AB 053 7 9423398 COLLIER COUNTY EMS L3327 TAMIAMI TRL E NAPLES FL 34112-4901 ", RL RL RL RL RL RL CT GABRIEL INVOICE NO. DUPLICATE 168439752 YOUR ORDER # SHIP TO: INVOICE ULINE FED ID#: 36-3684738 6137333 -A I COLLIER COUNTY EMS 8075 LELY CULTURAL PKWY NAPLES FL 34113-9005 9/14/23 1 -9/14/23 1 --- NET:16--D—Ays - S-2184 3"X36YD 6MIL YLW/BLK SAFETY TAPE 9.60 S-9733 3"X36YD GREEN SAFETY TAPE 16/CT 9.60 S-3358 3"X36YD RED SAFETY TAPE 16/CT 9.60 S-11642 3"X36YD BLACK SAFETY TAPE 16/CT 9.60 S-13514 3"X36YD WHITE/BLACK SAFETY TAPE 9.60 S-11643 3"X36YD BLUE SAFETY TAPE 16/CT 9.60 S-5940 3X4.5 CLEAR PKG LIST ENV 1 M/CT 34.00 0 L) U-10C A L) M LL V-1 4, Z Z 0 Z 2; Z Z & E M C14 LO 00 04 Ca U- )RDER PLACED BY: GABRIEL DELGADO SUB -TOTAL SALES TAX FRT/HNDLING AMOUNTI[ NTERNET/ 240.80 .00 24.82 26! ------------------------ --------------------------------- ----------------------------------------------------------------------------- --------------------------------------------------- — ----------------- )LEASE PAY FROM HIS INVOICE �EFER TO THIS NVOICE NUMBER VHEN CONTACTING C JS REGARDING 'HIS TRANSACTION. ATTN: ACCOUNTS PAYABLE COPY OF PAST DUE INVOICE MAKE CHECK ULINE PAYABLE AND MAIL TO: ATTN: ACCOUNTS RECEIVABLE PO BOX 88741 CHICAGO IL 60680-1741 0942339801684397522309140000265624 E 265 CU AMOUNT ENCLOSED IF DIFFERENT THAN AMOUNT DUE $ EXPLAIN DIFFERENCES ON REVERSE SIDE IMPORTANT — PLEASE DETACH AND RETURN 3 PORTION TO ENSURE PROPER CREDIT • We would appreciate payment of thi • balance due of $ 265.62. If yot have any questions, please call us at (888) 884-6910. Packet Pg. L43 NNNNNN 01 01 009884 011658P C,'o 1je-r C,o-il:4-nty 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: Charles Kammerer Division: EMS Division Director: Bruce Gastineau Vendor Name: Gannett Media Corp Amount: $ 595.91 Contract #: N/A Purchase Order: N/A Why is this deemed a non -compliant purchase? Choose one. Contract 1:1 � Ordinance 0 � Manual P-Card W] � Other Details of Purchase: Explain the circumstances behind this purchase. An advertising order with Gannett Media Corp was placed by an EMS staff member in September prior to being placed on administrative leave in October. EMS received invoice 5987297 in November with a $2,495.05 balance forward and limited information. With the staff member who placed the ad absent, EMS fiscal staff did not know what this invoice was for. Staff tried unsuccessfully to determine the service provided before finally being informed of the ad order from the vendor in February. The vendor also sent invoices 5930488, 6066108, 6137522, and 6205507. Staff tried paying for the ad services with a p-card, which at this point violated the p-card policy that no old invoice would be paid with a p-card. Action Required: What are you asking to be done to remedy the situation, include list of invoices if applicable? Please pay $2,595.91 for invoices 5930488, 5987297, 6066108, 6137522, and 6205507 as the services were provided. Invoices 6066108, 6137522, and 6205507 only bill for late fees, which the County does not pay Corrective/Preventive Action: What action is being taken to prevent this violation from re -occurring? The staff member who placed the ad is no longer employed with Collier County. EMS fiscal staff has been reminded that they cannot pay old invoices on p-cards. The requestor affirms that to the best of their knowledge the information provided in this document is true. Requested by:Charles Kammerer Signature: KammererCharles ` .".11 110227 11 1 1 51 Date: Division Director:Bruce Gastineau li,id,11y signed by Bir— G,stine u Signature: Bruce Gastineau Date 2024 02�27 12 26 52 -05 On Date:2/27/24 Department Head:Michael Choate I Digitally signed by ChoateMichael Signature: Choatemichae Date 2024.02.27 13.09.17 -05'00' Date: Reviion#1 I Packet Pg. 744 Month Description Amount September Total amount $2,495.05 October Digital Advertising $1.26 October Printing Advertising $25.00 November Credit ($25.00) All months 3.99% credit card processing $99.60 TOTAL $2,59S.91 Finance charges of $37.42 were billed in Nov, Dec, & Jan, but those charges were not included as the County does not pay late fees Packet Pg. 745 I ACCOUNT # 16.E.l.d ACCOUNT NAME Collier County Ems 1023705 1 of 2 INVOICE # BILLING PERIOD PAYMENT DUE DATE LocaliQ 0005930488 Sep 1- Sep 30, 2023 October 20, 2023 Naples Daily News PREPAY UNAPPLIED TOTAL CASH AMT DUE* (Memo Info) (included in amt due) $0.00 $0.00 $2,495.05 BILLING ACCOUNT NAME AND ADDRESS I Terms and Conditions: Past due accounts are subject to interest at the rate of 18% per annum or the maximum legal rate (whichever is less). Advertiser claims for a credit Collier County Ems re ated to rates incorrectly invoiced or paid must be submitted in writing to Publisher wilt'hin 30 days of the invoice date or the claim will be waived. Any credit towards future 8075 Lely Cultural PKWY # 207 advertising must be used within 30 days of issuance or the credit will be forfeited. All funds payable in US dollars. Naples, FL 34113-9005 BILLING INQUIRIES/ADDRESS CHANGES 1-877-736-7608 or local@ccc.g nnett.com FEDERAL ID 47-1939744 LL- To sign-up for E-mailed invoices and online payments please contact abgspecial@gannett.com. Date Description Amo 9/1/23 Balance Forward 0 $( 0. Digital Advertising: Campaign Dates Prod uct/Placement Z Description PO Number Impressions Gross Amount Net Arno M Billing Date Targeting 9/l/23-9/30/23 naplesnews.corn - Best of Best- SS- Collier County 1 $7, Sep blended/Lifestyle- Ems E Contests (Geo-Location) '0 9/l/23-9/30/23 USAT Network/Cross Platform- Best of Best- SS- Collier County 54,781 $31,1 Sep RON(Geo-Location) Ems 9126/23-9/26123 DMS Naples/Targeted Email Best of Best- SS- Collier County 9,999 C4 $50( Ln 00 Sep Marketing Ems 04 9/26/23-9/26/23 Conversion Fee Best of Best- SS- Collier County Fixed Price $25( CL Sep Ems Print Advertising: 0a Start -End Date Product Description PO Number Run Dates Ad Size Rate GrossAmount Net Amo LL F_ 9/17/23-9/17/23 Local Events Best of Best- 9/17 1 x I in $525.00 $521, SS- Collier County Ems 9/17/23-9/17/23 Local Events Best of Best- 9/17 1 x 1 in $55.00 $5,1 SS- Collier County Ems 9117/23-9/17123 Naples Daily Best of Best- 9/17 3 x 4.92 in $13.79 $14( News Print SS- Collier County Ems 9/20/23-9/20/23 Naples Daily Best of Best- 9/20 3 x 9.95 in $13.85 $28,1 News Print SS- Collier County Ems 4) 9124/23-9/24123 Naples Daily Best of Best- 9/24 3 x 9.95 in $8.31 $28, E News Print SS- Collier County Ems 9/30/23-9/30/23 Ad Processing Monthly Fee 9/30 1x1 Fixed Price $5( Package Advertising: Start -End Date Description Products Run Dates PO Number Package( 9117/23-9/24/23 Best of Best- SS- Collier Retail Directory 9/17/23 - 9/17/23, $1, County Ems and Listing 9/20/23 - 9/20/23, 9/24/23 - 9/24/23 I Packet Pg. 746 1 * LocaliQ Naples Daily News ACCOUNT NAME Collier County Ems ACCOUNT NUMBER 1023705 BILLING PERIOD Sep 1- Sep 30, 2023 2 of 2 Q U 06 ILL F- As an incentive for customers, we provide a discount off the total invoice cost Total Cash Amount Due $2,49,1 Service Fee 3.99% W equal to the 3.99% service fee if you pay with Cash/Check/ACH. Pay by *Cash/Check/ACH Discount -$9( Cash/Check/ACH and Save! *Payment Amount by Cash/Check/ACH $2,491 Payment Amount by Credit Card $2,59, - — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — - PLEASE DETACH AND RETURN THIS PORTION WITH YOUR PAYMENT ACCOUNT NAME ACCOUNT NUMBER INVOICE NUMBER AMOUNT PAID Collier County Ems 1023705 0005930488 CURRENT 0 DAYS 60 DAYS 90 DAYS 120+ DAYS UNAPPLIED E TOTAL CASH AMT DUE� DUE PAST DUE PAST DUE PAST DUE PAST DUE PAYMENTS $2,495.05 $0.00 $0.00 $0.00 $0.00 $0.00 $2,495.05 REMITTANCE ADDRESS (include Account#& Invoice# on check) TO PAY WITH CREDIT CARD PLEASE CALL: TOTAL CREDIT CARD AMT DUE 1-877-736-7608 $2,594.60 Naples Daily News P.O. Box 1412 To sign up for E-mailed invoices and online payments please contact Charlotte, NC 28201-1412 abgspecial@gannett.com 1 0001023705000000000000059304880024950512645 Packet Pg. 747 ACCOUNT NAME ACCCIUNT# 16.E.l.d LocaliQ Collier County Ems 1071186 INVOICE # BILLING PERIOD PAYMENT DUE DATE Florida 0005987297 Oct 1 - Oct 31, 2023 November 20, 2023 GANNETT PREPAY (Memo Info) UNAPPLIED (included in amt due) TOTAL CASH AMT DUE* $0.00 $0.00 $2,521.31 BILLING ACCOUNT NAME AND ADDRESS Legal Entity: Gannett Media Corp. Terms and Conditions: Past due accounts are subject to interest at the rate of 18% per Collier County Ems annum or the maximum legal rate (whichever is less). Advertiser claims for a credit related to rates incorrectly invoiced or paid must be submitted in writing to Publisher 8075 Lely Cultural PKWY # 207 within 30 days of the invoice date or the claim will be waived. Any credit towards future advertising must be used within 30 days of issuance or the credit will be forfeited. 0 Naples, FIL 34113-9005 All funds payable in US dollars. U) U BILLING INQUIRIES/ADDRESS CHANGES 1-877-736-7608 or local@ccc.gannett.com M FEDERAL ID 47-2390983 ILL To sign-up for E-mailed invoices and online payments please contact abgspecial@gannett.com. Previous account number: 1023705 Date Description Amo 10/11/23 Balance Forward $2,49! 00. Digital Advertising: Campaign Dates Prod uct/Placement Description PO Number Impressions Gross Amount Net Amo M Billing Date Targeting 9/l/23-10/l/23 DFP LISCP Retail USAT Best of Best- SS- Collier County 219 $ L Oct Ems Print Advertising: CV) Start -End Date Product Description PO Number Run Dates Ad Size Rate Gross Amount Net Amo CN LO 00 10/31/23-10/31/23 Ad Processing Monthly Fee 10/31 1x1 Fixed Price $2f 04 Q U M Cal 06 ILL F_ As an incentive for customers, we provide a discount off the total invoice cost Total Cash Amount Due $2,52' 0 Service Fee 3.99% $10( equal to the 3.99% service fee if you pay with Cash/Check/ACH. Pay by Cash/Check/ACH and Save! *Cash/Check/ACH Discount -$10( *Payment Amount by Cash/Check/ACH $2,52' Payment Amount by Credit Card $2,62' - — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — - PLEASE DETACH AND RETURN THIS PORTION WITH YOUR PAYMENT ACCOUNT NAME ACCOUNT NUMBER INVOICE NUMBER AMOUNT PAID Collier County Ems 1071186 0005987297 CURRENT 0 DAYS 60 DAYS 90 DAYS 120+ DAYS UNAPPLIED E TOTAL CASH AMT DUE� DUE PAST DUE PAST DUE PAST DUE PAST DUE PAYMENTS $26.26 $2,495.05 $0.00 $0.00 $0.00 $0.00 $2,521.31 REMITTANCE ADDRESS (include Account#& Invoice# on check) TO PAY WITH CREDIT CARD PLEASE CALL: TOTAL CREDIT CARD AMTDUE 1-877-736-7608 $2,621.91 Gannett Florida LocaliQ PO Box 631244 To sign up for E-mailed invoices and online payments please contact Cincinnati, OH 45263-1244 abgspecial@gannett.com 0001071186000000000000059872970025213167171 Packet Pg. 748 * LocaliQ Florida GANNETT BILLING ACCOUNT NAME AND ADDRESS Collier County Ems 8075 Lely Cultural PKWY # 207 Naples, FIL 34113-9005 ACCOUNT NAME ACCOUNT# 16.E.l.d Collier County Ems 1071186 1 of 1 STATEMENT # BILLING PERIOD PAYMENT DUE DATE 0006066108 Nov 1- Nov 30, 2023 December 20, 2023 PREPAY UNAPPLIED TOTAL CASH AMT DUE* (Memo Info) (included in amt due) $0.00 $0.00 $2,533.73 Legal Entity: Gannett Media Corp. Terms and Conditions: Past due accounts are subject to interest at the rate of 18% per annurn or the maximum legal rate (whichever is less). Advertiser claims for a credit related to rates incorrectly invoiced or paid must be submitted in writing to Publisher within 30 days of the invoice date or the claim will be waived. Any credit towards future advertising must be used within 30 days of issuance or the credit will be forfeited. All funds payable in US dollars. BILLING INQUIRIEVADDRESS CHANGES 1-877-736-7608 or local@ccc.gannett.com FEDERAL ID 47-2390983 u To sign-up for E-mailed invoices and online payments please contact abgspecial@gannett.com. Previous account number: 1023705 Date Description Amo 11/11/23 Balance Forward $2,52, 11/28123 10.31.23-9468628-Credit Adjustment -$21 13 11/30123 Finance Charge $31A 1 CL M III 0a LL F_ As an incentive for customers, we provide a discount off the total invoice cost Total Cash Amount Due $2,53, 0 Service Fee 3.99% $10, equal to the 3.99% service fee if you pay with Cash/Check/ACH. Pay by Cash/Check/ACH and Save! *Cash/Check/ACH Discount _$101 *Payment Amount by Cash/Check/ACH $2,53' % Payment Amount by Credit Card $2,63, OC M - — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — - PLEASE DETACH AND RETURN THIS PORTION WITH YOUR PAYMENT ACCOUNT NAME ACCOUNT NUMBER STATEMENT NUMBER AMOUNT PAID 'COD Collier County Ems 1071186 0006066108 CURRENT 0 DAYS 60 DAYS 90 DAYS 120+ DAYS UNAPPLIED E TOTAL CASH AMT DUE� DUE PAST DUE PAST DUE PAST DUE PAST DUE PAYMENTS $37.42 $1.26 $2,495.05 $0.00 $0.00 $0.00 $2,533.73 REMITTANCE ADDRESS (include Account# & Statement# on check) TO PAY WITH CREDIT CARD PLEASE CALL: TOTAL CREDIT CARD AMT DUE 1-877-736-7608 $2,634.83 Gannett Florida LocaliQ PO Box 631244 To sign up for E-mailed invoices and online payments please contact Cincinnati, OH 45263-1244 abgspecial@gannett.com 1 0001071186000000000000060661080025337367177 Packet Pg. 749 * LocaliQ Florida GANNETT BILLING ACCOUNT NAME AND ADDRESS Collier County Ems 8075 Lely Cultural PKWY # 207 Naples, FIL 34113-9005 ACCOUNT NAME ACCOUNT# 16.E.l.d Collier County Ems 1071186 1 of 1 STATEMENT # BILLING PERIOD PAYMENT DUE DATE 0006137522 Dec 1- Dec 31, 2023 January 20, 2024 PREPAY UNAPPLIED TOTAL CASH AMT DIJE* (Memo Info) (included in amt due) $0.00 $0.00 $2,571.15 Legal Entity: Gannett Media Corp. Terms and Conditions: Past due accounts are subject to interest at the rate of 18% per annurn or the maximum legal rate (whichever is less). Advertiser claims for a credit related to rates incorrectly invoiced or paid must be submitted in writing to Publisher within 30 days of the invoice date or the claim will be waived. Any credit towards future advertising must be used within 30 days of issuance or the credit will be forfeited. All funds payable in US dollars. BILLING INQUIRIEVADDRESS CHANGES 1-877-736-7608 or local@ccc.gannett.com FEDERAL ID 47-2390983 u To sign-up for E-mailed invoices and online payments please contact abgspecial@gannett.com. Previous account number: 1023705 C Date Description Amo 12/11/23 Balance Forward $2,53' 1 12/31123 Finance Charge $3-1 13 CL M III 0a LL F_ As an incentive for customers, we provide a discount off the total invoice cost Total Cash Amount Due $2,57' 0 Service Fee 3.99% $10, equal to the 3.99% service fee if you pay with Cash/Check/ACH. Pay by Cash/Check/ACH and Save! *Cash/Check/ACH Discount _$101 *Payment Amount by Cash/Check/ACH $2,57' 'a) Payment Amount by Credit Card $2,67, - — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — - PLEASE DETACH AND RETURN THIS PORTION WITH YOUR PAYMENT ACCOUNT NAME ACCOUNT NUMBER STATEMENT NUMBER AMOUNT PAID ('Do Collier County Ems 1071186 0006137522 CURRENT 0 DAYS 60 DAYS 90 DAYS 120+ DAYS UNAPPLIED E TOTAL CASH AMT DUE� DUE PAST DUE PAST DUE PAST DUE PAST DUE PAYMENTS $37.42 $37.42 $1.26 $2,495.05 $0.00 $0.00 $2,571.15 REMITTANCE ADDRESS (include Account#& Statement# on check) TO PAY WITH CREDIT CARD PLEASE CALL: TOTAL CREDIT CARD AMTDUE 1-877-736-7608 $2,673.74 Gannett Florida LocaliQ PO Box 631244 To sign up for E-mailed invoices and online payments please contact Cincinnati, OH 45263-1244 abgspecial@gannett.com 0001071186000000000000061375220025711567178 FPacket Pg. 750 * LocaliQ Florida GANNETT BILLING ACCOUNT NAME AND ADDRESS Collier County Ems 8075 Lely Cultural PKWY # 207 Naples, FIL 34113-9005 ACCOUNT NAME ACCOUNT# 16.E.l.d Collier County Ems 1071186 1 of 1 STATEMENT # BILLING PERIOD PAYMENT DUE DATE 0006205507 Jan 1- Jan 31, 2024 February 20, 2024 PREPAY UNAPPLIED TOTAL CASH AMT DIJE* (Memo Info) (included in amt due) $0.00 $0.00 $2,608.57 Legal Entity: Gannett Media Corp. Terms and Conditions: Past due accounts are subject to interest at the rate of 18% per annurn or the maximum legal rate (whichever is less). Advertiser claims for a credit related to rates incorrectly invoiced or paid must be submitted in writing to Publisher within 30 days of the invoice date or the claim will be waived. Any credit towards future advertising must be used within 30 days of issuance or the credit will be forfeited. All funds payable in US dollars. BILLING INQUIRIEVADDRESS CHANGES 1-877-736-7608 or local@ccc.gannett.com FEDERAL ID 47-2390983 u To sign-up for E-mailed invoices and online payments please contact abgspecial@gannett.com. Previous account number: 1023705 C Date Description Amo 1/1/24 Balance Forward $2,57, 1 1/31/24 Finance Charge $3-, 13 CL M III 0a LL F_ As an incentive for customers, we provide a discount off the total invoice cost Total Cash Amount Due $2,60� 0 Service Fee 3.99% $1 0z equal to the 3.99% service fee if you pay with Cash/Check/ACH. Pay by Cash/Check/ACH and Save! *Cash/Check/ACH Discount -$10' *Payment Amount by Cash/Check/ACH $2,60f % Payment Amount by Credit Card $2,71, OC M - — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — - PLEASE DETACH AND RETURN THIS PORTION WITH YOUR PAYMENT ACCOUNT NAME ACCOUNT NUMBER STATEMENT NUMBER AMOUNT PAID 'COD Collier County Ems 1071186 0006205507 CURRENT 0 DAYS 60 DAYS 90 DAYS 120+ DAYS UNAPPLIED E TOTAL CASH AMT DUE� DUE PAST DUE PAST DUE PAST DUE PAST DUE PAYMENTS $37.42 $37.42 $37.42 $1.26 $2,495.05 $0.00 $2,608.57 REMITTANCE ADDRESS (include Account# & Statement# on check) TO PAY WITH CREDIT CARD PLEASE CALL: TOTAL CREDIT CARD AMTDUE 1-877-736-7608 $2,712.65 Gannett Florida LocaliQ PO Box 631244 To sign up for E-mailed invoices and online payments please contact Cincinnati, OH 45263-1244 abgspecial@gannett.com 1 0001071186000000000000062055070026085767178 Packet Pg. 751 4COWCT C�0-14"ty 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: Steven D. Hall Division: CMO/Emergency Management Division Director: Daniel E. Summers Vendor Name: Arnerigas Amount: 212.04 FContract #: N/A Purchase Order: N/A Why is this deemed a non -compliant purchase? Choose one. Contract 1:1 � Ordinance 1:1 � Manual P-Card Other 0_ Details of Purchase: Explain the circumstances behind this purchase. This purchase is to pay for propane tank rental for 1 year. The invoice was first issued on 30-Sep-2023 but I was not made aware of this until 19-December-23. I was not aware of the invoice because these were sent to an inactive email account for a retired employee. This tank is owned by AmeriGas. AmeriGas is charging us a yearly rental fee since they own the tank. I paid by P-card because this was an efficient way to pay. The credit card charge was $212.04 which includes a $5.47 credit card surcharge, and a late fee of $36.00. The late fee was credited when I contacted Ameri-gas on 3/8/2024. This will result in a credit of $36.00 in our next invoice from Amerigas. Action Required: What are you asking to be done to remedy the situation, include list of invoices if applicable? I am requesting that the division pay the invoice amount of $176.04 ($170.57 invoice amount $5.47 credit card surcharge) based on invoice number 723678036, fund center 140480. Corrective/Preventive Action: What action is being taken to prevent this violation from re -occurring? I have set up notifications on this AmeriGas account so I will be immediately in the know of any invoices in the future. The requestor affirms that to the best of their knowledge the information provided in this document is true. Requested by: Di,il,lly si,n,d by H,IISI,v,, Signature:HallSteven Date: 2024.01.25 15:19:07 -05'00' Date: Division Director: Digitally igned by SummersDan Signature: SummersDanDate 20s24.01.26 12 38 53 -05-oo, Date: Revised 06/17/2021 1 Packet Pg. 752 AmeriGas - 5578 239-261-0843 www.amerigas.com Invoice AimriGm ACCT#/PO#: 200005865 / 4500198942 INVOICE AMT DUE: $170.57 DUE DATE: 10/30/2023 Previous Balance Payments $472.83 -$408.83 Account Activity Page INVOICE NO: 3155493372 INVOICE DATE: 09/30/2C NAME: INFORMATION TECHNOLOGY SERVICE ADDRESS: 1753 BENTON RD NAPLES FL 34104 Adjustments/Credits New Charges Account Balance Due -$64.00 $170.57 $170.57 Date Ref No. Description 09/30/23 723678036 Tank Rent-Fixed-500 GAL TANK UNDERGROUND 09/01/2023 - 08/31/2024 SITE:BENTON RD TOTAL NEW CHARGES Quantity Price 12.0 $170.56/12 Invoice Amount I $170.57 0 L) An LL t $1-, 0 CL 0) Account Balance Due includes all outstanding charges for which we have not received payment and may not reflect payments sent. > 2 S E C14 LO MESSAGES 00 We periodically review and revise our standard Terms & Conditions. Visit our company website to read the T&C that apply. Effective July 15, 2020, the HazMat & Safety Compliance Fee is $11.99 (where applicable). For more information, please visit the company's website to review our Terms & Conditions. U Earn a $100 Visa Prepaid Card for you and for each home heating referral that becomes a new customer. Visit M ca www.trustamerigas.com for details! 0a Contact Us: Billing, Service & Delivery: 239-261-0843 or www.amerigas.com/contact Pay Online or Enroll in our Automatic Payment program: www.amerigas.com THANK YOU FOR YOUR BUSINESS! AMERIGAS - 5578 CORRESPONDENCE ONLY PO BOX 45264 WESTLAKE, OH 44145 LL th M T ------------------------- Account No. Invoice No. Invoice Date Due Date Amour 200005865 3155493372 09/30/2023 10/30/2023 $11, TOTAL AMOUNT ENCLOSED $ Please return this portion with your payment E Account or user address change? If yes, please check box and complete reverse side. CLERK'S FINANCE DEPARTMENT REMIT PAYMENT ONLY 3299 TAMIAMI TRIL E STE 700 PO BOX 371473 NAPLES FL 34112-5749 PITTSBURGH PA 15250-7473 0200005865000315549337200000000i,-?ni;7k I Packet Pg. 753 AmeriGas-5578 CORRESPONDENCE ONLY PO BOX 45264 WESTLAKE, OH 44145 Past Due Notice Amw*w 239-261-0843 www.ameriqas.com Page I ACCOUNT NUMBER: 200005865 NOTICE NO: Reminder-1 NOTICE DATE: 11/30/2C AMOUNTDUE: $206.57 DUE DATE: IMMEDIATE NAME: CLERK'S FINANCE DEPARTMENT ADDRESS: 3299 TAMIAMI TR E ste 700 NAPLES FL 34112-5749 New Charges Past Due (in days) 1-30 31-60 61-90 >90 $0.00 $36.00 $170.57 $0.00 $0.00 Past Due Items Date Ref No. Description 09/30 723678036 Invoice 11/30 608953237 Late Fee TOTAL AMOUNT PAST DUE Due Date 10/30/2023 11/30/2023 (D Total Balanc4 Past Due 0 $206.57 LL An t 0 $21 (D SERVICE INTERRUPTION NOTICE. YOUR ACCOUNT BALANCE IS OVER 30 DAYS PAST DUE. > As a result a late fee has been assessed on your account and your deliveries may be suspended. Please send payment immediately to avoid a service interruption and further collection efforts. If payment has already been sent, thank you and please disregard this notice. You may be eligible for assistance with your heating bills. If you have any questions or E concerns, please contact us at the phone number listed under "Contact Us" or login to your account at www.myamerigas.com E Contact Us: Billing, Service & Delivery: 239-261-0843 or www.amerigas.com/contact Pay Online or Enroll in our Automatic Payment program: www.amerigas.com AMERIGAS-5578 CORRESPONDENCE ONLY PO BOX 45264 WESTLAKE, OH 44145 CLERK'S FINANCE DEPARTMENT 3299 TAMIAMI TRIL E STE 700 NAPLES FL 34112-5749 THANK YOU FOR YOUR BUSINESS! C14 LO 00 19 06 ILL W M T ------------------- Account No. Notice No. Notice Date Payment Date Past Dui 200005865 Reminder-1 11/30/2023 IMMEDIATE $2 TOTAL AMOUNT ENCLOSED $ Please return this portion with your payment. Account or user address change? If yes, please check box and complete reverse side. REMIT PAYMENT ONLY PO BOX 371473 PITTSBURGH PA 15250-7473 0200005865000202311300100000000pnkq74 I Packet Pg. 754 LL c (D < (D -Y 4- Q) CL P2 U) 0 U) CL 2 45 CL 0 CL 4-1 CL x 0) a CD E >e CL C3 No m F�- rl_ rl_ LI) LI) rl_ 0 0 Ln 0 q 6 LO �4 T 0 LM t;2 Z3 co 2 0 'Tr co m co C"d CIQ C%d 0 COD Cf) co 1 -.1 --- --- co C\j m CL (Z��ftf*CT 4CO-94"ty Instructions After the Fact Form As per section 21 of the Procurement Manual, a// 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:Dan Summers Division:Emergency Management Division Director:Dan Summers Vendor Name:North Trail RV Amount:$1,407.27 Contract #: Purchase Order: Why is this deemed a non -compliant purchase? Choose one. Contract 11 � Ordinance 1-1 � Manual P-Card Other Details of Purchase: Explain the circumstances behind this purchase. On February 9th the Collier County Multi -agency mobile command vehicle was deployed to the Jet Aircraft Crash on Interstate 75. While departing the ESC, the vehicle experienced an electronic malfunction which caused the rear command area steps to automatically deploy. Those steps made contact with a concrete bollard while enroute to the emergency scene and extensive damage occurred. It was determined in conversations with Fleet that due to the need for timely repairs to ensure the command vehicle was ready for an already active wildfire season, as well as the availability of parts to take the command unit to North Trail RV for repair. North Trail RV subsequently had to replace the steps with its necessary electronic control systems, motor and updated wiring. The repairs were $2,866.09. Transaction 5969-12. When the vehicle was recovered from the repair and was being inspected to return to service, it was noticed days later that the logic and safety controls between the front and rear steps were inoperable potentially causing a serious fall or failure of the steps to retract when the vehicle was placed into Drive. Meaning that if one set of stairs was open, the other may not open. Staff will enter and exit these steps dozens of times when the vehicle is on -scene and the controls, logic, and safety switches were not working correctly, which could allow someone to immediately fall from the vehicle. I d irected the vehicle to immediately return to North Trail RV to address the safety concern and to determine if there was an error in installation of the replaced rear steps. After 2 days and 2 technicians reviewed the situation on the older vehicle determined the following: That during the original incident of the rear steps, a logic control board in the front of the vehicle that addresses the safety deployment of the vehicle retracting steps while in drive, had failed or short-circuited during the original rear step incident. To make the steps safe, make the unit ready for wildfire operations, I approved the repair of $1 407.27. It was my error that I generated the overage on the P-cand expenditure for North Trail. I admit being anxious to meet our public safety response demands to get the vehicle back in service. With the special skill set of North Trail RV and the complications of the electronic repair and diagnosis there was not an opportunity to find another highly qualified vendor to diagnosis, quote, repair and place the public safety vehicle back in a timely manner to support field wildfire operations and evacuations. �n-service am respectfully requesting the overage impacting our P-card be approved for prompt payment under these existential circumstances. Action Required: What are you asking to be done to remedy the situation, include list of invoices if applicable? Make payment on the second emergency repair - transaction 6033-7 in the amount of $1,407.27. Corrective/Preventive Action: What action is being taken to prevent this violation from re -occurring? Staff will ensure we check with our Senior Accountanton emergency repairs who maintains a tally sheet on emergency purchase situations to ensure that overages do not occur. With this specialized emergency vehicle on an RV chassis, staff will work for an exemption to address future emergency repairs from a qualified RV repair organization if such efforts are beyond the scope and turn -around time offered by Fleet. Due to emergency response demands of the pending wildfire season I inadvertently failed to check in advance with our Accountant and will ensure this does not happen in the future. In addition, staff will do a p-card manual and retraining refresher. The requestor affirms that to the best of their knowledge the information provided in this document is true. Requested by: Dan Summers Signature: Date: Division Director:Dan Summers Digitally signed by SummersDan Signature: summersDan Data 2024.05.07 13 05 29 -04'00' Date: Department Head: Digitally signed by ChoateMicha.1 Signature: ChoateMichae Date 2024.05.08154512 _04'00' Date: Reviion#1 I Packet Pg. 756 1 Memorandum RE: P-card Overage- Emergency Repair On February 911 the Collier County Multi -agency mobile command vehicle was deployed to the Jet Aircraft Crash on Interstate 75. While departing the ESC, the vehicle experienced an electronic malfunction which caused the rear command area steps to automatically deploy. Those steps made contact with a concrete boRard white enroute to the emergency scene and extensive damage occurred. It was determined in conversations with Fleet that due to the need for timely repairs to ensure the command vehicle was ready for an already active wildfire season, as well as the availability of parts to take the command unit to North Trail RV for repair. North Trail RV subsequently had to replace the steps with its necessary electronic control systems, motor and updated wiring. The repairs were $2,866.09. When the vehicle was recovered from the repair and was being inspected to return to service, it was noticed days later that the logic and safety controls between the front and rear steps were inoperable potentially causing a serious fall or failure of the steps to retract when the vehicle was placed into Drive. Meaning that if one set of stairs was open, the other may not open. Staff will enter and exit these steps dozens of times when the vehicle is on -scene and the controls, logic, and safety switches were not working correctly, which could allow someone to immediately fall f rom the vehicle. I directed the vehicle to immediately return to North Trait RV to address the safety concern and to determine if there was an error in installation of the replaced rear steps. After 2 days and 2 technicians reviewed the situation on the older vehicle determined the following: That during the original incident of the rear steps, a Logic control board in the front of the vehicle that addresses the safety deployment of the vehicle retracting steps while in drive, had failed or short-circuited during the original rear step incident. To make the steps safe, make the unit ready for wildfire operations, I approved the repair of $1,407.27. It was my error that I generated the overage on the P-card expenditure for North Trail. I admit being anxious to meet our public safety response demands to get the vehicle back in service. With the special skill set of North Trait RV and the complications of the electronic repair and diagnosis there was not an opportunity to find another highly qualified vendor to diagnosis, quote, repair and place the public safety vehicle back in-service in a timely manner to support field wildfire operations and evacuations. I Packet Pg. 757 1 I am respectfutty requesting the overage impacting our P-card be approved for prompt payment under these existentia I circumstances. Thankyou. Dan Summers I Packet Pg. 758 1 NORTH TRAIL RV CENTER- 4601 LEXINGTON AVE FORT MYERS, FL 33905 03/01/2024 09:24:25 CREDIT CARD VISA SALE Card # XXXXXXXXXXXX3952 Cho Card: VISA CREDIT AID: AOOOO000031010 SEQ #: 2 Batch #: 452 INVOICE 3 Approval Code: 082155 Entry Method: Cho Read Mode: imc Tax Amount� $0.00 Cust Code: SkE AMOUNT $28EN CUSTOMER COPY obo I � I(NDI�- iSi(ocoao sc� �%3�tk- S�j �AvJ-D- 01"c '� &'C' 31 ib-v Packet Pg. 759 i North Trail RV Center Invoice Number: 1279608 North 10 i i 14601 Lexington Avenue Tag Number: 1279608 Trail 9%v Fort Myers, FL 33905 Lee '-UNTER Phone #:(239) 693-8200 Date and Time In: 2/14/2024 - 9:16 AM 1279608 Date and Time Out: 2/10/2024 - 2:05 PM Fax #: (239) 693-2304 Promised Date - Time: 2/16/2024 - 2:05 PM Cashed Out Date: Date Appointment Initiated: 2/10/2024 CB Service Advisor: (990EE) Michael Phillips BOCC Board of County Commissioners 78770 Home: (239) 252-3600 Cell: (239) 580-9111 8075 LELY CULTURAL PKWAY Naples FL 34113 Veh Info: 06 GEORGETOWN MHG Serial Numbers: IF6NF53S740AI3786 PO #: JJ OK In-Srv: Miles/Hrs In: 10829 Out: Plate #: 236229 Color Ex: Int: Repair VIN Second VIN Mech Type Labor Discount Toi Description Qty Ret. Price Savings Selling Price Ext Discount Ext Prb I 40AI3786 Service Retail $742.00 $0.00 $742.0 GUEST STATES ENTRY STEPS DAMAGED --- ESTIMATE ON REPLACEMENT OF THE DRIVERS SIDE REAR DOOR STEPS AND ALSO LOOK AT THE PASSENGER SIDE ENTRY DOOR STEPS WHEN ALMOST CLOSED IT IS MAKING A NOISE SOUNDS LIKE THE GEAR BOX IS GOING OUT CAUSE: Found motor missing I ea. M6 x 2-1/8" long bolt on P/S entry step. Motor appears to have internal failure causing the sound being heard when extending and retracting. 0.5 lars diag 0.5 to R&R 1.0 hrs total time for front P/S steps. Inspected D/S rear steps. Damage appears to be to the step assy itself Step mounting surface appears to be ok from what is visable. If damage is found after removal more time may be needed.Steps are a Pt# 904009000 Manf,is Kwikee. 2.0 hrs to R&R 3.0 hrs total time both repairs CORRECTION: PER EMAIL ONLY REPLACE DAMAGED STEP --- DO NOT REPLACE THE MOTOR R&R!d D/S rear entry step.Steps will not fully retract. Converter shows output voltage of 12 .4 volts as do the house batteries for this side of the coach which supplies power to the steps. Convertei needs to be replaced.Converter is a Model DLS-55/IQ4 Series M. Manf is IOTA 1.0 lars to R&R 1498 04-6607 STEP SERIES 23 FULLY AUTO 1.00 $2,086.99 $0.00 $2,086.99 $0.00 $2,086.� Parts Total: $2,086.99 Labor Total: $742.00 Job Total: $2,828.� 40AI3786 HOUSE Service Retai I $0.00 $0.00 $0.0 Parts Total: Labor Total: $0.00 Job Total: $0.( 3 40AI3786 Service Warranty INC INC IN, FAILED MOTOR CAUSE: Unknown,steps are new,motor appears to be weak or has internal failure.Will extend the steps but will only retract partially. CORRECTION: R&R!d motor. Verified correct operation. 0.5 hrs diag 0.5 to R&R 1.0 hrs total time 1498 379147 MOTOR STEP 1.00 IN Parts Total: INC Labor Total: INC Job Total: IN PLEASE READ CAREFULLY, CHECK ONE OF THE STATEMENTS BELOW, AND SIGN: I UNDERSTAND THAT UNDER STATE LAW, I AM ENTITLED TO A WRITTEN ESTIMATE, IF MY FINAL BILL WILL EXCEED $50.00.-1 REQUEST A WRITTEN ESTIMATE. -- I DO NOT REQUEST A WRITTEN ESTIMATE AS LONG A§ THE REPAIR COSTS DOES NOT EXCEED $ . THE SHOP MAY NOT EXCEED THIS AMOUNT WITHOUT MY WRITTEN OR ORAL APPROVAL.- I DO NOT REQUEST A WRITTEN ESTIMATE. Parts Total: $2,086.99 Core Total: $0.00 Freight Total: $0.00 Sublet Total: $0.00 Labor Total: $742.00 - Labor Discount: $0.00 Other Charges: $0.00 Shop Supplies: $37.10 Sub Total: $2,866.09 - Parts Discount: $0.00 Ext Price: Sales Tax: Total: - Deductible: - Deposits: Amount Due: Amt Tendered: Chg Returned: $2,866.09 $0.00 $2,866.09 $0.00 $0.00 $2,866.09 $0.00 $0.00 DISCLAIMER OF WARRANTIES - Any warranties on the products sold under this repair order are those made by the manufacturer. The seller hereby expressly disclaims all warranties, either express or implied, including any implied warranty of merchantability or fitness for a particular purpose, and seller neither assumes nor authorizes any other person to assume for it any liability in connection with the sale of said products. This disclaimer by the CL U- 0 Z E 0 2 ;R Printed On :212912024 1:55:48PM Kepair aaaea ajter tne customer copyprinteaull & Grease included in Other Charges. PA I Packet Pg. 760 1 Seller, in no way affects the terms of the manufacturer's warranty. I/we the undersigned acknowledge the foregoing as factual and I/we hereby acknowledge receipt of completed copy. -1 I hereby authorize the repair work to be done along with necessary materials. You and your employees may operate above vehicle for purp;ses of looking, inspection or delivery at my risk. An express mechanic's lien is acknowledged on above vehicle to secure the amount of repairs hereto. You will not be held responsible for loss or damage to vehicle or articles left in vehicle in case of fire, theft, accident or any other cause beyond your contrc Notified Of Completion: Ti Printed On: 212912024 1:55:48PM Repair added after the customer copy printed. Oil & Poop I lif I Grease included in Other Charges. I Packet Pg. 761 NORTH TRAIL RV CENTER- 4601 LE)(INGTON AVE FORT MYERS, FL 33905 042Z12024 IS:08:02 CREDIT CARD VISA SALE Card X*WW=3952 Cho Card: VISA CREDIT AID: AOOC0000031010 SEQ #: 7 Bath #: 499 INVOICE 10 Approval code: 030211 fty Meftd: Cho Read Mode: Issw Tax Arwt: $0.00 Cust Code: SAIE AMOUNT $1407-27 CUSTOMER COPY 00011111q)jo- &Vto6z MY ATF — Su"i fkA --A.e-- I r Publit D-eklaL. I Packet Pg. 762 CB North Trail RV Center 4601 Lexington Avenue Fort Myers, FL 33905 Lee Phone #:(239) 693-8200 Fax #: (239) 693-2304 BOCC Board of County Commissioners 78770 8075 LELY CULTURAL PKWAY Naples FL 34113 Invoice Number: 1283008 Tag Number: 1283008 Date and Time In: 4/22/2024 - 1:00 PM Date and Time Out: 4/18/2024 - 11:16 AM 1283008 Promised Date - Time: 4/18/2024 - 11:16 AM Cashed Out Date: Date Appointment Initiated: 4/18/2024 Service Advisor: (990EE) Michael Phillips Horne: (239) 252-3600 Cell: (239) 580-9111 Veh Info: 06 GEORGETOWN MHG Serial Numbers: IF6NF53S740AI3786 In-Srv: Miles/Hrs In: 10943 Out: 10943 Plate #: 236229 Color Ex: Int: Repair VIN Second VIN Mech # Type Labor Discount To Description Qty Ret. Price Savings Selling Price Ext Discount Ext Pri I 40AI3786 1989EE Service Retail $1,075.50 $0.00 $1,075.. GUEST STATES WHEN THE STEP SWITCH THE REAR STEPS WILL NOT STAY IN THE LOCK OUT POSITION,, WITH THE SWITCH IN THE DOWN POST ION THE FRONT STEPSWILL STAY OUT AND TTIE REAR WILL NOT, SEEMS LIKE THE REAR STEPS ARE NOT ALLOWING THE STEP LOCK OUT CAUSE: tested front and back steps lock out steps locked in apposition to each other traced wires front and back. ran wire to the back step module it is working with the step in locked position as it should SO ITS NOT THE REAR STEP AT FAULT started again and ran wire to front step on the white wir( the same as rear it seams that the fault is the front steps not rear the front step module is not working properly the module needs replacing request 3 hrs diagnose .75 hrs R&R = 3.75 hrs TECH I 989ee 4/25/24 CORRECTION: remove module replace with kwikee step controller tested found that someone had reversed the wire motor. connected wires correctly tested ignition on it then worked. closed door steps opened ! that's why they reversed step motor the had put wrong magnetic switch in !! changed switch both steps now work together and when ignition on they both close step lock out the both stay open. TECH I 989ee 4/25/24 71-5669 CONTROL STEP W/OVERRIDE P 1.00 $245.99 $0.00 $245.99 $0.00 $245. 47-0480 KWIKEE DOOR SWITCH 1.00 $18.79 $0.00 $18.79 $0.00 $18. 369299 OPEN STEP SWITCH BLK SQ 1.00 $26.99 $0.00 $2699 $000 'S26 Parts Total: $291,77 Labor Total: $1,075.50 Job Total: 2 40AI3786 Service Retail $0.00 $0.00 HOUSE CAUSE: i have noticed that to close rear door you have to hold handle open the release the strike plate needs adjustment requires .5hrs to make adjustments TECH] 989ee 4/25/24 Parts Tota I: Labor Total: $0.00 Job Total: PLEASE READ CAREFULLY, CHECK ONE OF THE STATEMENTS BELOW, AND SIGN: I UNDERSTAND THAT UNDER STATE LAW, I AM ENTTTLED TO A WRITTEN ESTIMATE, IF MY FINAL BILL WILL EXCEED $50.00.-1 REQUEST A WRITTEN ESTIMATE. I DO NOT REQUEST A WRITTEN ESTIMATE AS LONG A�TTHE REPAIR COSTS DOES NOT EXCEED $ . THE SHOP MAY NOT EXCEED THIS AMOUNT WITHOUT MY WRITTEN OR ORAL APPROVAL.- I DO NOT REQUEST A WRITTEN ESTIMATE. Parts Total: $291.77 Core Total: $0.00 Freight Total: $0.00 Sublet Total: $0.00 Labor Total: $1,075.50 - Labor Discount: $0.00 Other Charges: $0.00 Shop Supplies: $40.00 Sub Total: $1,407.27 - Parts Discount: $0.00 . CL $1,367- 3 $0.( 0a U- W $0.1 Ext Price: $1,407.27 Sales Tax: $0.00 0 Z Total: $1,407.27 - Deductible: $0.00 - Deposits: $0.00 Amount Due: $1,407.27 '0 E Amt Tendered: $0.00 Chg Returned: $0.00 DISCLAIMER OF WARRANTIES - Any warranties on the products sold under this repair order are those made by the manufacturer. The seller hereby expressly disclaims all warranties, either express or implied, including any implied warranty of merchantability or fitness for a particular purpose, and seller neither assumes nor authorizes any other person to assume for it any liability in connection with the sale of said products. This disclaimer by the Printed On: 4125�2024 12:08:13PM Repair added after the customer copy printed. Oil & Page I of 2 Grease included in Other Charges. F-Packet Pg. 763 Seller, in no way affects the terms of the manufacturer's warranty. I/we the undersigned acknowledge the foregoing as factual and I/we hereby acknowledge receipt of completed copy. Signed: I hereby authorize the repair work to be done along with necessary materials. You and your employees may operate above vehicle for purposes of looking, inspection or delivery at my risk. An express mechanic's lien is acknowledged on above vehicle to secure the amount of repairs hereto. You will not be held responsible for loss or damage to vehicle or articles left in vehicle in case of fire, theft, accident or any other cause beyond your control. Signed Notified Of Completion: Date: Primed Oit : 412512024 12:08:13 PM Repair added after the customer copy printed Oil& Page 2 of 2 Grease included in Other Charges. I Packet Pg. 764 -nh6;- CT C;014VIty 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: Rebecca Mazeroski Division: Museum Division Director: Amanda Townsend Vendor Name: Pool Troopers / Bay Area Pools and Spas Amount: $1022.99 Contract #: Purchase Order: N/A Why is this deemed a non -compliant purchase? Choose one. Contract 1:1 � Ordinance 0 � Manual P-Card Other U Details of Purchase: Explain the circumstances behind this purchase. Pool Troopers, aka Bay Area Pools and Spas LLC, (vendor # 129591) had been servicing the water feature at Marco Island Historical Museum twice monthly for routine maintenance for several years. In August, staff was informed that the vendor needed to supply e-verify information. Staff endeavored for months via emails and phone calls with multiple contacts within the vendor's organization to receive the required information, but was unsuccessful. During these months, the fiscal year turned over. Believing a solution was soon at hand and a new PO could be issued, staff failed to issue a stop work order. Staff never received e-verify documentation, and when a quote for the new year and COI were finally received, the new prices exceeded $3,000 in annualized cost. Staff issued a stop work order at the end of December 2023. Action Required: What are you asking to be done to remedy the situation, include list of invoices if applicable? Requesting approval for invoiced work performed through the end of December 2023 to be paid. These are in Dolphin under invoices: 1760263, 1798358, 1818688, 1839213, and 1859563. The total cost of the outstanding invoices is $1,022.99. Funding for payment is available and will be made from 1107 - 157470 Corrective/Preventive Action: What action is being taken to prevent this violation from re -occurring? Staff has been re-educated on procurement requirements and purchasing policy and Procurement 101 and P-Card Refresher trainings have been completed. Staff should have issued a stop work order in October when proper documentation was not on hand. Subsequently, staff has reached out to various vendors to solicit bids for the required work as the annual cost estimates exceed the single quote limit of $3000. However, the informal process did not produce willing vendors and staff is now working through the formal BidSync process. Until a vendor can be procured, museum staff is maintaining the water feature themselves with technical assistance from Parks and Recreation maintenance. The requestor affirms that to the best of their knowledge the information provided in this document is true. Requested by:Rebecca Mazeroski Dil,tally igned by Signature: Mazeroski Rebecca M-ar-skiRebecca Date 2024.04.22 13 23 35 -04'00' Date: Division Director:Amanda Townsend Digitally signed by Signature: townsendamanda townsendamanda Date 2024.04.22 13 19 49 -04'00' Date: Department Head:Tanya Williams Digitally signed by WilliannsTanya Signature: will iamsTanyaDate 2024.04.24 09 59 26 _04'00, 1 Date: 04/24/2024 to E U a Reviion#1 I Packet Pg. 765 1 5015 W. Waters Avenue Tampa, Florida 33634 (813) 889-9091 FL Lic: CPCO56833 TX Lic: TICL742 AZ Lic: R6311341 Payments/Credits Billing Address: Collier County Board Marco Museum 3299 Tamiami Trail E Naples, FIL 34112 INVOICE#: 1760 INVOICE DATE: 9/1/2023 SERVICE MONTH: AUGUST CUST ID: 181824 MW $0.00 Effective immediately, please send all payments to the below remit -to address: Pool Troopers PO Box 160726 Altamonte Springs, FL 32716-0726 MONTHLY POOL/SPA MAINTENANCE 5015 W. Waters Avenue Tampa, Florida 33634 (813) 889-9091 FL Lic: CPCO56833 TX Lic: TICL742 AZ Lic: R6311341 Payments/Credits Billing Address: Collier County Board Marco Museum 3299 Tamiami Trail E Naples, FIL 34112 I ' _'_' ' 't, I INVOICE#: 1798358 INVOICE DATE: 10/1/2023 SERVICE MONTH: SEPTEMBER CUST ID: 181824 omw $0.00 Effective immediately, please send all payments to the below remit -to address: Pool Troopers PO Box 160726 Altamonte Springs, FL 32716-0726 MONTHLY POOUSPA MAINTENANCE 5015 W. Waters Avenue Tampa, Florida 33634 (813) 889-9091 FL Lic: CPC056833 TX Lic: TICL742 AZ Lic: R6311341 Payments/Credits Billing Address: Collier County Board Marco Museum 3299 Tamiami Trail E Naples, FL 34112 INVOICE#: 1818 INVOICE DATE: 11/1/2023 SERVICE MONTH: OCTOBER CUST ID: 181824 MW $0.00 Effective immediately, please send all payments to the below remit -to address: Pool Troopers PO Box 160726 Altamonte Springs, FL 32716-0726 MONTHLY POOUSPA MAINTENANCE 5015 W. Waters Avenue Tampa, Florida 33634 (813) 889-9091 FL Lic: CPCO56833 TX Lic: TICL742 AZ Lic: R6311341 Payments/Credits Billing Address: Collier County Board Marco Museum 3299 Tamiami Trail E Naples, FIL 34112 INVOICE#: 1839 INVOICE DATE: 12/1/2023 SERVICE MONTH: NOVEMBER CUST ID: 181824 MW $0.00 Effective immediately, please send all payments to the below remit -to address: Pool Troopers PO Box 160726 Altamonte Springs, FL 32716-0726 MONTHLY POOUSPA MAINTENANCE 5015 W. Waters Avenue Tampa, Florida 33634 (813) 889-9091 FL Lic: CPCO56833 TX Lic: TICL742 AZ Lic: R6311341 Payments/Credits Billing Address: Collier County Board Marco Museum 3299 Tamiami Trail E Naples, FIL 34112 INVOICE#: 185 INVOICE DATE: 1/1/2024 SERVICE MONTH: DECEMBER CUST ID: 181824 omw $0.00 Effective immediately, please send all payments to the below remit -to address: Pool Troopers PO Box 160726 Altamonte Springs, FL 32716-0726 MONTHLY POOUSPA MAINTENANCE L4 (op!mAluno:) - s;oe=l eq; je;IV:podeN OA14UJISIUIWPV: CZSSZ) :podeN ;:)e=l eq; je:uv:;uewt43ejjv t� m i� E 0 3: o ?! 5 C '6 '� �o -� = >, 0 = -2 0.2 2? 0 0 .2 16 �.a 3g (D 0 E E z -. -. �; -�6 , � . Z I'D > b EVE > 0 > .0 1 '. E -�o 12 =. � - . .0 2 (>' 2:� > 0 1) > 13D 0 0-0-5 0 21. 2 0- �5 0 0 r E 0 a) .2 cl 'r E S -6 m o '30: E 8 �; C , a) t5 0 0 a) 0 o E 0 -E o -E .2 0 ID -0 CL 0 ml � o 2 = .j 'Do - cD ; -2 (D 0. 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(D .5 co 7, 1 5 c E .2 2 �5 C'L o P ca > 0 ID 5 E . > 5 '0 LL > ID 5 m :G 0 m > 0 .0 w 04 m (0 ui 0) co r- 0 > LO ID N Lxi 04 1- 0 64 61� 1 64 0 CL M Mo. 00 cl! a .- ui :5 r E & M tA 0) Lxi 0 (D CL 0 15 .2 0 co 0 c: co (D E2 0 i2 (D z s E E 7�5 co E E LL (D C9 U) :1 U) .0 M z 0 a) 0 2 a) 2 m C ca E ci 0 L) ca m z '0 m 12 (D E F- < 0 z m U) m C9 -Fu u E a) F u 0 m F- Q) Q) 0 Z% ID M. a) m > a) m .2 Q) > 2 m 0 0 0 00 T 0 W 0 u I E w I '9 r 0 U) 0 LL 0 E E r LL 0 c\l ID -nh6;- CT C;0-t4V1tY 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: James Hanrahan Division: Parks and Recreation Division Director: James Hanrahan Vendor Name:Zambelli Fireworks Mfg Co. Amount: 2,000 Contract #: N/A Purchase Order: 4500225165 Why is this deemed a non -compliant purchase? Choose one. Contract 1:1 � Ordinance 121 � Manual P-Card Other 0_ Details of Purchase: Explain the circumstances behind this purchase. Zambelli Fireworks provided fireworks display for the County's July 4, 2023 celebration. The event was originally scheduled to be held at Sugden Park at a quoted price of $28,000. A purchase order was issued for a total of $30,000, which included an additional $2,000 of funding to ensure any unforeseen or unplanned incremental expenses could be covered. Subsequently, and in coordination with the County Managers Office, the event location was moved to Paradise Sports Complex to accommodate the expected turnout for the event. Zambelli complied with the County's direction to move the event and revised their permits to the Sports Complex. Upon completion of the preliminary set up, the Fire Inspector reviewed the placement of the equipment and determined it needed to be moved for safety reasons. This modification required Zambelli staff to work additional time that was not anticipated in the original quote. The incremental cost was communicated to Parks Staffand was approved verbally by County Managers Office as a necessary expenditure for the event to proceed. After the successful conclusion of the event, Zambelli submitted their invoice for $30,000 ($28,000 originally quoted plus $2,000 for additional staff time). County staff is requesting an after -the -fact approval for payment of the remaining balance on invoice 519971 in the amount of $2,000 (Note -$28,000 has already been paid) for the additional verbally approved labor, which was not included in the initial vendor proposal and was not authorized in writing. Action Required: What are you asking to be done to remedy the situation, include list of invoices if applicable? Parks staff is requesting Board to: 1. Approve the after -the -fact payment for invoice 519971 to Zambelli Fireworks in the amount of $2,000 of additional verbally approved services associated with the July 4th, 2023 event. 2. Deem these expenditures to have a valid public purpose. Corrective/Preventive Action: What action is being taken to prevent this violation from re -occurring? Parks staff will be assigned Collier U classes the following classes: Procurement 101 (2022 Edition), Procurement 101 Handout, Procurement Manual Presentation (2023), Collier County Procurement Manual (2023), Quoting 101 (2022) and Quoting 101 Handout (2022). Parks staff have been coached on documenting proper authorization for taxpayer funds. The requestor affirms that to the best of their knowledge the information provided in this document is true. Requested by:James Hanrahan Digitally igned by Signature: HanrahanJameS HanrahadJas Date 2024.06.03 08 56 35 -04'00' Date: Division DirectorJames Hanrahan S Digitally signed by HandahanJa s Signature: HanrahanJame Date: 2024.06.0308:56:41-04'omoa Date: Department Head:Dan Rodriguez Digitally signed by Dan Rodrig— Signature: Dan Rodriguez Date 2024.06.06145128-04'00' Date: Reviion#1 I Packet Pg. 772 1 DATE '.E.3 INVOICE Zambelli Fireworks Manufacturing Co. 120 Marshall Dr., Warrendale, PA 15086 Po# Accounting: (800) 245-0397 Brandi Hutton Fax: (724) 658-8318 BILL TO 9/12/2023 519971 ZFM CONTACT Brandi Hutton Accounting (800) 245-0397 x1010 Mon. thru Fri. email: Brandi.Hutton@zambellifireworks.com DISPLAY DATE Sales Rep DESCRIPTION Qty TOTAL COST AMOUNTIDUE 1 7/4/2023 MS Fireworks Display Please mail all payments to: Zambelli Fireworks 120 Marshall Drive Warrendale, PA 15086 Attn: Brandi Hutton - Accounting $30,000.00 $30,000. Total Due $ 30,000.0 3.9% Processing Fee for all major credit cards. I Packet Pg. 773 R7 61H E7 VV K E'i X July 4 2023 Paradise Cove Original Budget $28,000.00 Increase $30,000.00 post show To whom it may concern, Explanation of cost increase, Zambelli Firewirks agreement for $28,000 to display the July 4 fireworks display. Upon arrival our technician was greeted by a Paradise Cove park representative that escorted him to the site location that was approved. Once at the site location our technician began the site layout. At approximately 2 PM I was notified by the fire department that the site we had completed show setup was incorrect. This was the site that was approved and had been prior walk- through with both Paradise Cove and the local fire department. At this point in time the show was moving to a cancellation. I Packet Pg. 774 R7 61H E7 VV K E'i X 5pm Additional talks were made with the parks and rec team and increases to the budget we discussed to allow for additional resources and manpower. With our crew working over 16 hours and leaving the site just shy of midnight we were able to move the entire shoot site along side with the help of Paradise Cove P&R team. Zambelli incurred an additional impact of $4800 in increased expenses. We were extremely pleased with the end result, having been contacted at the last minute from Collier County with Naples canceling their display and collaborating with Collier County Zambelli Fireworks rose to the occasion and provided an incredible display against all odds. This was Achieved with the amazing people from Collier County, Paradise Cove, and Local Fire Dept. I Packet Pg. 775 ces to: I 16.E.l.i Collier County Board of County Commissioners Collier County Board of County Commissioners Procurement Services Division Attn: Accounts Payable Phone: 239-252-8407 3299 Tamiami TrI E Ste 700 Fax: 239-732-0844 Naples FL 34112-5749 Tax Exempt: 85-8015966531C-1 0 OR email to: bccapclerk@collierclerk.com Purchase Order number must appear on all related correspondence, shipping papers and invoices: Vendor # 120653 Purchase order PO Number 4500225165 Date 06/27/2023 ZAMBELLI FIREWORKS MFG CO 20 S MERCER ST ContactPerson ParksAdmin NEWCASTLE PA 16103 Please deliver to: COLLIER COUNTY PARKS AND RECREATION Delivery Date: 09/30/2023 SUGDEN REGIONAL PARK 4284 AVALON DRIVE NAPLES FL 34112-6716 Terms of Payment Net 30 Days Item Material Description Order Qty Unit Price Per Unit Net Value 00010 WV ANNUAL FIREWORKS 30,000 EA 1.00 30,000.00 Total net value excl. tax USD 30,000.00 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 TrI 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 Printed 06/27/2023 @ 13:25:45 0001000000-156361-634999 1 Packet Pg. 776 1 Zambelli* V I R E W El P IC S FIREWORKS PROPOSAL Collier County Parks & Recreation Sugden Regional Park July 4", 2023 Morgan Steel Project Manger (954) 471-0043 m.steelkzambellifireworks.com Packet Pg. 777 Zambelli* F I R EWO PIC S Display Overview Collier County Parks & Recreation Show Date: July 4, 2023 All inclusive Budget and Duration: $28,000 Minimum 19 minute display. Electrically fired, pre -loaded display. Similar to display as provided in 2019. Large Finale Scope of Work: Zambelli Fireworks understands the RFP Scope of Work and agree to provide a turnkey service. Insurance Liability Coverage: $10 Million dollars (per show coverage) for each Fireworks Display. Zambelli uses the highest insurance premium in the industry with "AAA" rated companies. Transportation Liability Coverage: $5 Million dollars as required by United States Department of Transportation. (DOT) Workers Compensation: Pyrotechnicians will meet all of the requirements of the Workers Compensation Laws of Florida. License & Permits: Zambelli Fireworks will secure all required local, county and state fireworks permits and approvals. We will also organize plans directly with Fire and Safety Authorities. Transportation: Fireworks and equipment will be delivered by qualified CDL drivers with Haz-Mat endorsed licenses as required by US DOT. Personnel: Zambelli Certified Pyrotechnicians and Trained Assistants; no subcontractors used. Safety Procedures: Zambelli Fireworks adheres to all safety regulations. NFPA 1123 code will be strictly enforced. Packet Pg. 778 Zambelli* F I PEW OR IC S Program Philosophy Generally speaking there's an opening segment, main body and grand finale of a fireworks display. Just as a great play or movie has various segments that flow together, firework shows are similar type productions that should never leave the audience wanting more or leaving disappointed. There are fundamental basics that Zambelli Fireworks adheres to, with which we create the best displays in the industry. Some of these fundamentals include: No Dead Air Just as any TV, radio or Big Screen Production, "Dead -Air" is simply not acceptable. At any given time there will be multiple firings of shots and shells in the air for the display. Shell Size Combinations A common way for companies to set a show is to shoot all 2 inch shells, then all 3 inch shells, then all 4 inch shells, etc. While this makes it easy for a technician, it is simply boring. Zambelli technicians are trained to set shows to create the ultimate in shell combinations for the various firing sites. For example, firing two 3 inch Gold Kamuro Willow shell (400 ft.) and six 2.5 inch Purple Dahlias is a great, beautiful combination. Firing two 3 inch Pink strobing lights and six 2.5 inch white strobing lights within seconds offers up to 8 seconds of beautiful strobes covering 200 to 400 ft in the air. Rhythm and Intensity Just as many movies have a loud, action -packed car chase one moment followed by a romantic scene the next moment, fireworks productions also need to flow. A show that is too fast or too slow can get monotonous. Zambelli designs shows that one moment are a constant barrage of colors and booms while the next moment may be soft horsetail golden willows fluttering down from the sky one -by -one. Finales There's a major art to shooting a spectacular finale. Many people think a finale is simply shooting a lot of shells. While true from a quantitative standpoint, a finale must make sense in order to entertain most effectively. Zambelli deigns finales that start slower and lower. For example, 3 inch peony finale shells fired every half -second for 20 seconds may then grow in intensity to include white or silver glittering for the next 20 seconds. Then larger 4 inch blue cracking spiders take over while 3 inch white coconut trees are laying the ground cover. Finally the 100 3 inch multi -color crossettes are covering the sky while the 3 inch titanium salutes are rumbling the skies for miles. I Packet Pg. 779 1 Zambelli* F'1 R E W 13 R K S Details offroposed Show Segments GRAND OPENING: An opening barrage is designed to attract the attention of the audience and entice them to pay attention... "The show has just begun!". Collier County's display will open with a variety of fireworks including red, white and blue chrysanthemums, thundering titanium salutes, crackling palm tree shells and gold flitter comets covering the sky form 125' to over 600'. Duration: 20 — 30 seconds FEATURE PRESENTATION: The main body of the fireworks display should not be just one shell fired one after another. It's about rhythm, timing, and choosing the perfect effects to complement one another to build themes. Some fireworks shells are designed to be extremely intense while others are designed to slow the pace down with beautiful, softer effects. The design team hand picks every display shell used to ensure a wonderful variety of effects. The audience will never see the same combinations of shells fired in a Zambelli production. Duration: 17.5 minutes GRAND FINALE: and it will be GRAND! Human nature is to remember things last experienced. The Grand Finale is what people will remember the most about a fireworks production. A poor finale will leave an audience disappointed. Zambelli Fireworks has a long tradition of supplying the best and biggest finales in the industry. It will be loud, it will be full of vibrant colors, it will be long, and it will leave a lasting impression. Hundreds of shots and effects of multi -color shells, gold and silver sparking lights, gold brocade crown shells and other effects coupled with chest -pounding titanium - salutes will be the magical ending of the grand display. The finale will be fired from multiple positions with dynamic angles. The incorporated shells, with multiple different sizes and effects, will cover every inch of sky from 125' to 600' in the air. Duration: 90 — 120 seconds I Packet Pg. 780 1 Zambelli* F I PEW OR K S Products: Zambelli Fireworks carries an inventory of display shells that is more than 2,000 unique shapes, colors, patterns or varieties from nearly a dozen manufacturers. During the 2018 July 4 th display season Zambelli fired more than 1,200 different types of unique shells during the opener, body and finale of shows. It would be next to impossible to discuss every single shell in detail and provide information on each one. Inventory Specialists at Zambelli chooses fireworks from a number of different manufacturers from around the world to provide audiences with both unique and creative products. Sunny, PyroEast, Vulcan, Dominator and Dancing products all come from premium Chinese manufacturers. Cabeller shells are very premium Spanish shells. Panzera from Italy make the best multi -shot shells and roman candles in the industry. Hosoya Japanese shells provide some of the best willow and kamuro shells in the world. Lastly, Zambelli still manufactures shells, some of which will be seen in Collier County's display. WHY CHOOSE ZAMBEILILI? Zambelli Fireworks prides itself on being able to provide the largest "bang for your buck." We have a Florida network which is unrivaled in the industry. With our offices in Boca Raton, a permanent storage facility in Okeechobee, and technicians around the state, Zambelli can pass the savings these local facilities provide, onto you. We can offer more shells, regular site visits for safety, and local technicians and management to ensure you receive the best production possible. Zambelli Fireworks believes in honesty and integrity as a core company philosophy. We invite, and encourage, our clients to audit our firing sites for quality and quantity of our fireworks and equipment. I Packet Pg. 781 1 Zambelli* F I R EWO PIC S Show Details Option 1 GRAND OPENING: 10 Three Inch Titanium Salutes with tails (loud, thundering booms) 30 Three Inch Red, White & Blue Chrysanthemum Finale Shells 18 Four Inch Crackling Palm Trees with Crackling Tails 5 Five Inch Gold Willow Kamuro Shells 1 260 shot Gold Flitter Comet Boxes (322 shots total) BODY OF PROGRAM: 108 Four Inch Assorted Colors, Patterns and Special Design Shells 120 Five Inch Assorted Colors, Patterns and Special Design Shells 63 Six Inch Assorted Colors, Patterns and Special Design Shells 2 Multi -Shot Barrage Devices totaling 300 shots/effects rA Z41-11 ki'l 11;11 ki F-11 I =1 30 Three Inch Titanium Salutes with tails (loud, thundering booms) 280 Three Inch Assorted RWB and Gold Brocade Finale Shells with tails 48 Four Inch Assorted Finale Shells (gold, crackling and crossettes) 25 Five Inch Assorted Finale Shells (gold, crackling and crossettes) 8 Six Inch Long Duration Kamuro Effect Shells 2 300 Hot Grand Finale Multi -Shot Barrage Devices (600 shots total) Packet Pg. 782 Zambelli* F I R EWO PIC S Experience and Qualifications Proudly known as the "First Family of Fireworks," Zambelli Fireworks is one of the oldest and largest American fireworks companies. The corporate headquarters and main plant operations are based in New Castle, PA. The southeast regional office is located in Boca Raton, FL and the western office is located in Bakersfield, CA. Zambelli Fireworks currently employees over 40 full-time individuals and thousands of trained, qualified pyrotechnicians. All full-time staff and technicians working with your display will be fully trained, federally approved, Zambelli employees. The Zambelli family has manufactured the highest quality fireworks and has presented artistic excellence in fireworks displays for over 100 years. The Zambelli name is recognized and respected, worldwide. Competitors strive to achieve the name recognition that Zambelli Fireworks commands today. Zambelli Fireworks is known worldwide for setting the industry standard in show design and technology. George Zambelli, Sr. was the pioneer of Zambelli Fireworks for over 65 years. His father, Antonio Zambelli, brought the artistry to New Castle, PA from Italy. George Zambelli Jr., current Chairman of the Board, is carrying on the Family Tradition of "Lighting Up the Skies!" The Zambelli family and year-round professional staff of technicians, designers, office staff and administrators are here to assist and guide you in the development and implementation that is specific for your fireworks event. We have a team of individuals ready to make your event an extreme success. There's a tremendous dedication to technician training to ensure the most safe display with the highest quality production. All of our display technicians have attended Zambelli Fireworks' extensive training program and have met all of the rigid safety procedures, which exceed state and federal requirements. We offer a number of different training courses with extensive classroom and hands-on training, per year, around the country. New technicians must also work alongside experienced technicians to gain competence and meet the highest safety, regulatory, and overall performance standards. Packet Pg. 783 Zambelli* F I PEW OR 1C S Zambelli Fireworks exists as the largest fireworks company in the United States for one reason ... customer service and satisfaction EVERY SHOW! Zambelli Fireworks is proud to be the largest fireworks company in the United States. However, we cannot rest on our laurels by simply being the largest. We must prove our quality and customer satisfaction to every client, on every show, every time. Clients trust us to successfully produce thousands of displays every year. Our goal is to outperform with every show, large or small. COMPANY EXPERIENCE: Intemationally Known Programs The Statue of Liberty, Super Bowls, Presidential Inaugurations, Visits of Kings and Queens, Times Square New Years Eve, Mount Rushmore, Washington D.C. and New York City Fireworks displays, Kuwait Display for the Troops in the First Gulf War and many more historical events. Top U.S. Festivals and Civic Celebrations Thunder Over Louisville/Kentucky Derby Festival, Minneapolis Aquatennial, Pittsburgh 2501h Anniversary, Boise Riverfest, Macon Cherry Blossom Festival, the North Carolina State Fair, Canton Football Hall of Fame, Tampa Gasparilla Celebration, the Florida State Fair and many more. Sports Franchises and Venues Detroit Tigers, Pittsburgh Pirates, Baltimore Orioles, Colorado Rockies, Washington Redskins, Pittsburgh Steelers, Ft. Myers Miracle, Bradenton Marauders, Carolina Mudcats, Buffalo Bison, Charleston Riverdogs, Winston-Salem Wart Hogs, Louisville Bats, Clemson University, University of Miami, ACC Championship Game (Tampa), St. Petersburg Bowl (Tropicana Field) and a number of other College and HS Football venues. Florida and Caribbean Displays Tampa Gasparilla Pirate Festival, Annual FFEA conference, Bradenton River Regatta, Carnival in the Sky — Immokalee, Edison Ft. Myers Festival of Light, Orlando July 4 th , Boca Raton July 4 th th 1h th Sanibel Island July 4 , Naples July 4 and New Year's Eve, Sarasota July 4 , Siesta Key th July 4 , the Florida State Fair, Coconut Creek Festival, City of Winter Haven, Nevis West Indies, St. Thomas NYE, Puerto Rico NYE, and many more I Packet Pg. 784 1 References: Zambelli* F I R EWO PIC S Mr. Anthony Mihalko (music choreography) City of Aventura — July 4th 19200 West Country Club Dr. Aventura, FL 33180 (305) 466-8927 Mrs. April Michael (music choreographylsmall barges) City of Orlando — July 4th 400 South Orange Avenue Orlando,FL 32802 (407) 246-3720 Ms. Monica Amar City of Boca Raton - July 4th 201 West Palmetto Park Rd Boca Raton, FL 33432 (561) 367-7073 Mr. Mike Leslie (music choreography) City of Naples - July 4th 280 Riverside Circle Naples, FL 34102 (239) 213-7111 Mleslie(j�Oaplesqov.com More references available upon request. I Packet Pg. 785 Zambelli* F I PEW OR IC S Your Personalized Zambelli Fireworks Team Morgan Steel Project Manager (561) 395-0955 x1 201 Office (954) 471-0043 Cell m. steel (@-za m bel I ifi reworks. com Morgan Steel has been designing and displaying shows for Zambelli Fireworks for more than 15 years. Morgan works closely with customers to ensure that all logistics and planning are accomplished in the most efficient manner. Danielle Fredrickson Senior Customer Service Manager 561-395-0955 dan iel lefred rickson(@-zarn bell ifi reworks.com Danielle is the person who works behind the scenes to make everything regarding the fireworks show logistics come together. She will work on the permit applications, certificates of insurance, technician coordination, area site maps, and can answer any question you may have regarding your fireworks display. Zach Taminosian Design Choreographer/Senior Technician (561) 395-0955 Office (239) 225-8012 Cell zach(@-zambellifireworks.com Zach is Zambelli Fireworks lead design choreographer for major displays. His 15 years fireworks experience, including both design and as a senior technician, gives him the knowledge and experience to create an awe-inspiring display every time. Zach has designed shows for the West Virginia 150th Anniversary, the National Boy Scouts Jamboree Conference, the Colorado Rockies, Downtown Pittsburg July 4 th , New Year's Eve Times Square, the Minneapolis Aquatennial Target Fireworks, and many more. I Packet Pg. 786 1 Zambelli* F I R EWO PIC S Shell Descriptions Listed below are a small sampling of the various shells and effects available for your display, in addition to many others that will be included from our vast inventory. Description: Typically a spherical break of colored stars that leave a trail or sparks behind. May include pistils (center multi break stars) or other features such as multi- colored, half and half, cracking, etc. Blooming Silvery Chrys Glitter Silver to Red Chrys Gold Wave to Red/Blue White Twinkling Chrys. Green to Purple Chrys Varied Colorful Flowers Red, White and Blue Chrys Multi -Color Chrys Silver and Gold Chrys Spangle Chrys. w/rising tails Silver to Purple Chrys Purple with White Pistil Variegated Rainbow Chrys Multi -Color Chrys to Popping Flowers Peonies Description: Typically a spherical break of colored stars that leave no trail or sparks behind. May include pistils (center multi break stars) or other features such as multi- colored, half and half, cracking, etc. White Peony Blue Peony w/Blue Palm Tree Silver Wave to Purple Multi -Colored Peony Yellow Peony Green w/Gold Palm Tree Purple w/Gold Palm Red to Blue Peony White Peony w/Blue Pistil Variegated (rainbow) White Peony w/Blue Pistil Red, White and Blue Glittering Peony Silver to Red Peony Silver to Blue Peony I Packet Pg. 787 Zambelli* F I PEW OR IC S Crossettes Description: A crossette is a unique shell that breaks into 6 or 8 arms. Then, after some delay, those arms again break into multiple arms criss-crossing each other in a grid -like fashion throughout the sky. Larger caliber shells may even have a third break in all of the arms. Blue Crossettes Green to Blue Crossettes Red to Blue Crossettes Silver Crossettes Variegated Rainbow Crossettes Gold Rain Crossettes Crackling Crossettes Purple and White Crossettes White Flitter Crossettes Red to Green Crossettes Purple Crown Royal Crossettes Gold Flitter Crossettes Blue Crossette Palm Tree Rainbow Crossettes w/red Tails Red Crossette Palm Tree Duration/Lin Description: A Long Duration/Lingering Effect is like a Chrysanthemum but burns slowly to the ground leaving a trail of aerial spark dust. These shells are many times gold or silver with various color tips, color changing, or have various colored centers. Zambelli uses many long duration effects at the end of finales to create a sky of gold or silver. Long Duration Red Falling Leaves Ultra -Long Duration Gold Kamuro Twilight Glitter w/Purple Twilight Glitter w/Red Brocade Crowns Brocade Crown to Purple Brocade Crown to Red Long Duration Kamuro Variegated Falling Leaves Purple Falling Leaves Super Brocade Crowns Pixie Dust Willows White Poca Shells Gold Poca Shells I Packet Pg. 788 1 Zambelli* F I R EWO PIC S Dahlias Description: A Dahlia shell is like a peony but uses dramatically larger and fewer stars to create brighter, wider trails of sparks through the air. They are typically very bold, defined colors used to mix up the pace of a show. They many times are also used in finales. Assorted Color Dahlia Red Dahlia w/Pistil Pink Dahlia Blue Strobe Dahlia Variegated Dalia Blue Dahlias w/Pistil Yellow Dahlia w/Pistil Silver Dahlia Red Strobe Dahlia White Dahlia w/Red Tips Patterns Green Dahlia w/Pistil Red and Blue Dahlia Gold Strobe Dahlia Purple Strobe Dahlia Lemon Dahlia Description: Pattern shells come in a variety of shapes, sizes and depictions. Most notable shapes are shells with stars in patterns of hearts, smile faces, Saturn or other planet blasts, 4-leaf clovers, wagon wheels, etc. Green to Blue Crossette Rings Half White Half Purple Ring Green to Purple Ring Triple Rings w/scattering stars Crackling Palm Trees Red Palm Trees Red Hearts Jelly Fish Pattern Octopus Shells White/Red Bowtie in Ring Blue Palm Trees Triple Rings Meteor Rings Saturn Rings Saturn Blasts I Packet Pg. 789 Zambelli* F I R EWO PIC S Description: There's a variety of specialty, premium shells that include horsetail willows, scattering stars, bees, falling leaves, Palm Trees and other unique designs and effects. Silver Bees Aluminum King Shells Large Silver Whirls (Serpents) Trees of Many Colors Red, White, Blue Dragon Eggs Thousands of Gold Waves Red, White, Blue Dragon Eggs Blue Bees Peacock Plume Blue and Red Spiders Thousands of Gold Waves Gold Sparkling Kamikazes Thousands of Red Waves Silver and Purple Strobes Specialty Noise Horsetails Treasure Chests Kaleidoscopes Red Shell of Shells Popping Flowers Tourbillions Description: Noise shells come in many different types. The most popular are cracking, whistling or screamers, thousands of popping flowers, and the extremely loud titanium salutes. Cracking Delight Serpents with Reports Diamond Screamers Whistles Large Silver Screaming Whirls Crackling Double Rings Crackling Coconut Trees White and Green Scattering Blue Crackling Spiders Twice Crackling Rain Tourbillion w/Reports Blue Crackling Flowers Green Crackling Flowers Artillery Titanium Thundering Tourbillions I Packet Pg. 790 Zambelli* F I R EWO PIC S Barrage Cakes Description: Barrage Cakes or Multi -shot devices are designed to significantly enhance fireworks displays by adding hundreds of rapid-fire shots of various effects. They are mainly used to create tableaus in tandem with aerial shells breaking around the multi - shot devices. Below are a just a few examples of the various types and designs that will be used in your display. 35 Shot White Flitter Comet Box 35 Shot Red Crossette Fan Box 35 Shot Thunder Tourbillion Fan Box 35 Shot Dragon Eggs w/Tails 36 Shot Silver Fish with Tourbillion 36 Shot Assorted Colorful Falling Leaves 36 Shot Gold Twinkling Kamuro Box 36 Shot Red and Blue Crossettes 49 Shot Red and Silver Moons 49 Shot Red Crackling Tails 49 Shot Silver Crossettes 49 Shot Red and Green Crossettes 100 Shot Hammer Boxes 100 Shot Brocade Crowns 100 Shot Blue Crossettes with Tails 100 Shot Variegated Peonies 136 Shot W Shape Purple Kamuro 300 Shot 8 Shape White Strobe 372 Shot W-Shape Golden Willow 119 Shot Rapid Fired Gold Comets 192 Shot Fast Pearl Zippers 96 Shot Peacock Tails 140 Shot Silver Rain 80 Shot V-Shape Silver Coconuts 80 Shot V-Shape Rainbow Chrys. 200 Shot Whistling Comets 70 Shot Z-Shape Midnight Snow 400 Shot V Shape Rapid Fire Box 408 Shot Zipper Rapid Fire Box 300 Shot Finale Comet Box 665 Shot Silver Barriers Angle Wipe Devices — (various angles) Zipper Curtain Devices Zipper Chase Devices Fan Chase Devices 136 Shot W-Shape Silver to Green 300 Shot 8 Shape Red Pear Comets 408 Shot Z Shape Lime Green Pearl I Packet Pg. 791 :111111: JM 177L-R. M-d ILI Ar ll-� AN Suode n Re.10, 1. A j Alf C071re-r CO-Uftty Exemptions from the Competitive Process 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. Requester Name:James Hanrahan Vendor Name:Zambelli Fireworks Division:Parks and Recreation Item / Service:Fireworks Budget Year: FY2023-2025 Not to Exceed Amount: 35,000 (Fiscal Year) One time purchase: El Multiple purchases: Z � � Requested 1/l/2023-9/30/2025 date range: Is there an agreement associated with this Ye,E] No [Z] Exemption? 1. Government Agency/Non- 02. Registrations/dues/ 3. Subscriptions/periodicals/ 4. Advertisements Profit training printed materials F-15. Utility services - subject 1:16. Education/academic E-17. Legal services D8. Purchases required by to government control programs/trainers, speakers grants/gifts F-19.Compatibility/proprietary 1:1 10. Shop estimates on F11i. Person nei/recru itment 12. Works of art for public with current systems disassembled equipment services display F-1 13. Direct purchases _P�4 Financial instruments F,(�15. Entertainment services 16. Management studies as for County sponsi directed by County Manager F_�l 7. 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. Zambelli Fireworks provides fireworks for special events and holidays. We are requesting Zambelli services for the Parks and Recreation 4th of July celebration at Sugden Regional Park. Zambelli was our vendor for over 15 years with the exception of 2021 and 2022. Purpose: Describe in detail, the purpose of the requested item(s). The 4th of July celebration is one of the Parks and Recreation marquee events. Thousands of community members come to Sugden Regional Park to participate in activities and finish the event with the fireworks display. Requester: James Hanrahan Digitally igned by Signature: Hanrahaniames HanrahasnJames Date 2023.01.25 14*15 46 -05'00' Date: Division Director: Olema Edwards Digitally signed by Olerna L. Signature: Clerna L. Edward S Ed.ards Date: 2023.01.25 14:20:08 -05'00' Date: Procurement Strategist: Sara Schneeberger Digitally signed by Signature: SchneebergerSara S&neelbergerSara Date: 2023.01.27 09:33:41 -05'00' Date: 1 Procurement Director: Or designee Sue Zimmerman Digitally igned by immermanS Signature: ZimmermanSueDate 202'3 01.27 1Z1 30 26 -05'00'� Date: For Procurement Use Only: Done time approval Zone year approval []Multi -Year Approval: Start 01/27/2023 End 09/30/2023 Revised 06/17/2021 1 Packet Pg. 793