Agenda 10/22/2024 Item #16E 5 (Approve administrative report for various County Divisions after the fact purchases)10/22/2024
Item # 16.E.5
ID# 2024-1532
Executive Summary
Recommendation to approve the administrative report prepared by the Procurement Services Division for various County
Divisions’ after-the-fact purchases requiring Board approval, in accordance with Procurement Ordinance 2017-08, as
amended, and the Procurement Manual, in the amount of $831.00.
OBJECTIVE: To promote accountability and provide transparency to the public and gain the Board’s
approval/ratification for various procurement-related transactions that were not in compliance with contract terms or
procurement policies.
CONSIDERATIONS: In accordance with Section Twenty-One (Unauthorized Purchases) of Procurement Ordinance
2017-08, as amended, all purchases shall be consistent and in compliance with the Procurement Ordinance. Purchases
made contrary to this ordinance are not binding on the County. In accordance with the Procurement Manual, those
purchases made not in conformance with the ordinance, policy, procedure, or contract terms, require an After-the-Fact
form reported to the County Manager and the Board.
Staff is requesting that the Board accept this administrative report approving the After-the-Fact memos from various
Divisions and authorize the timely payment of outstanding invoices. This administrative report includes the following
for Board approval:
1. After-the-Fact Submission – Southeastern Laundry Services
The Public Services Division is submitting this After-the-Fact request for additional maintenance services provided
by Southeastern Laundry under an existing Purchase Order (#4500231425), which was opened as a single quote.
Division staff inadvertently exceeded the single quote threshold when requesting additional services from the
vendor. The services were invoiced to the County for $621.00, resulting in the Purchase Order total exceeding the
limit by $249.90. The total amount to be approved is $621.00, and funds are available in Fund 0001-155410.
2. After-the-Fact Submission – Red Barn Veterinary Services
The Public Services Division is submitting this After-the-Fact request for veterinary services provided by Red Barn
Veterinary Services in November 2023. Division staff failed to request an invoice at the time of service, and the
vendor submitted the invoice in August 2024. The amount to be approved for these services is $210.00, with funds
available in Fund 0001-155410.
FISCAL IMPACT: The net total amount owed for the two (2) items pending payment is $831.00.
GROWTH MANAGEMENT IMPACT: There is no Growth Management Impact associated with this action.
LEGAL CONSIDERATIONS: This item has been reviewed by the County Attorney, is approved as to form and
legality and requires majority vote for approval. -JAK
RECOMMENDATIONS: To approve the administrative report prepared by the Procurement Services Division for
various County Divisions’ after-the-fact purchases requiring Board approval, in accordance with Procurement Ordinance
2017-08, as amended, and the Procurement Manual in the amount of $831.00.
PREPARED BY: Josie Terga, Supervisor - Operations II, Procurement Services Division.
ATTACHMENTS:
1. 1. Southeastern Laundry Equipment Sales ATF & Backup
2. 2. Red Barn Veterinary Services ATF & Backup
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10/22/2024
Item # 16.E.5
ID# 2024-1532
3. After the Fact Report
Page 5609 of 7162
Instructions
After the Fact Form
As per section 21 of the Procurement Manual, all purchases shall be consistent and in compliance with the Procurement
Ordinance (2017-08). Should work be authorized or purchases made that is inconsistent with County policy, procedure, or
contract terms, an After-the-Fact Procurement Form is required. This includes purchases made in advance of a Purchase Order,
when a Purchase Order is required to authorize such activity, and purchases made under an expired contract, or for goods and
services not covered by the current contract or purchase order. All such “After the Fact Procurements” will be reported to the
County Manager.
Requester Name: Division:
Division Director: Vendor Name:
Amount: Contract #: Purchase Order:
Why is this deemed a non-compliant purchase? Choose one.
Contract Ordinance Manual P-Card Other
Details of Purchase: Explain the circumstances behind this purchase.
Action Required: What are you asking to be done to remedy the situation, include list of invoices if applicable?
Corrective/Preventive Action: What action is being taken to prevent this violation from re-occurring?
The requestor affirms that to the best of their knowledge the information provided in this document is true.
Requested by: Signature: Date:
Division Director: Signature: Date:
Department Head: Signature: Date:
Reviion#1: February 2024
Gracelynn Angel Domestic Animal Services
Michael Stark Southeastern Laundry
$621 4500231425
Domestic Animal Services staff requested a maintenance service call to Southeastern Laundry
Equipment Sales on 7.30.24 for Dryer 1 & 2. Staff did not follow the the procurement ordinance
requirements for the purchase limit thresholds and inadvertently exceeded the $3,000 single
quote limit by $249.90 as the PO still has a balance of $371.10.
Domestic Animal Services requests the Board of County Commissioners to approve / ratify the
payment in the amount of $621 for one outstanding invoice to Southeastern Laundry Equipment
Sales for a Service Call:
Inv# IN079815 dated 7/30/24 of $621.00
Upon approval, this invoice will be paid by Purchase Order.
Domestic Animal Service Division will assign the following trainings: Procurement 101 and
Quoting 101 to fiscal staff and/or individuals that process transaction purchases / request quotes
in DAS.
AngelGracelynn Digitally signed by AngelGracelynn
Date: 2024.08.28 10:05:37 -04'00'
StarkMichael Digitally signed by StarkMichael
Date: 2024.09.16 16:04:26
-04'00'
✔
Page 5610 of 7162
INVOICEInvoice No.IN079815
Invoice Date 7/30/2024
P.O.Number
Order No.IN079814
Terms:Net 10 days1105 SHANA CT STE I, MARIETTA GA 30066 770.928.0080 Branch:Service
Salesperson:T-AVI T
BILL TO:SHIP TO:
C28921
DOMESTIC ANIMAL SERVICES OF COLLIER
7610 DAVIS BLVD
NAPLES FL 34112
C28921
DOMESTIC ANIMAL SERVICES OF COLLIER
7610 DAVIS BLVD
NAPLES FL 34112
ITEM SERIAL NO(S)QTY.UOM PRICE DISC.EXT PRICE
TC NT: TRIP CHARGE NT 8102408669 1.00 EACH 174.00 174.00
DO12218256: BURNER CONTROL UNIT HONEYWELL 8102408667 1.00 EACH 560.26 100%0.00
HL NT: LABOR CHARGE NT 8102408667 3.00 EACH 149.00 447.00
Sub Total:621.00APPT NOTE :Dryer 2 had an issue with the ignitor not starting the flame. Checked the
ignitor, valve and burner control. I called Domus for help. They made me
adjust the gas valve to make sure it properly aligned with burner tubs and
ignitor. I adjusted the ignitor. Tested unit 4 times with garments inside as well
and it's working accordingly now.
Dryer 1 they had a similar issue however their burner control went bad and
had to replace. Tested unit after repairs and it was working accordingly.
Spoke to management about service.
Tax Total:0.00
Invoice Total :621.00
Payment Amt :0.00
Amount Due :621.00
Page: 1 of 1
Page 5611 of 7162
Instructions
After the Fact Form
As per section 21 of the Procurement Manual, all purchases shall be consistent and in compliance with the Procurement
Ordinance (2017-08). Should work be authorized or purchases made that is inconsistent with County policy, procedure, or
contract terms, an After-the-Fact Procurement Form is required. This includes purchases made in advance of a Purchase Order,
when a Purchase Order is required to authorize such activity, and purchases made under an expired contract, or for goods and
services not covered by the current contract or purchase order. All such “After the Fact Procurements” will be reported to the
County Manager.
Requester Name: Division:
Division Director: Vendor Name:
Amount:Contract #:Purchase Order:
Why is this deemed a non-compliant purchase? Choose one.
Contract Ordinance Manual P-Card Other
Action Required: What are you asking to be done to remedy the situation, include list of invoices if applicable?
Corrective/Preventive Action: What action is being taken to prevent this violation from re-occurring?
The requestor affirms that to the best of their knowledge the information provided in this document is true.
Requested by: Signature: Date:
Division Director: Signature: Date:
Department Head: Signature: Date:
Reviion#1: February 2024
Domestic Animal Services
Meredith Mclean
Red Barn Veterinary Services PLLC
$210 N/A N/A
Details of Purchase: Explain the circumstances behind this purchase.
Red Barn Veterinary Services provides livestock veterinarian services for Domestic Animal
Services. On November 15, 2023 DAS requested services from Red Barn Veterinary services
for a coggins ELISA (L120) test on a horse that was brought to the shelter. Staff never
requested the invoice for payment after the services were completed. DAS received an invoice
in August 2024 from Red Barn requesting payment for services. Staff did not follow the
procurement ordinance and procurement manual for timely payment or PSD processes.
Domestic Animal Services requests the Board of County Commissioners to approve / ratify the
payment in the amount of $210 for one outstanding invoice to Red Barn Veterinary Services
PLLC for a Service Call:
Inv# 6489 dated 11/15/23 $210
Upon approval, this invoice will be paid by P-Card.
Domestic Animal Service Division will assign the following trainings: Procurement 101 and
Quoting 101 to fiscal staff and/or individuals that process transaction purchases / request quotes
in DAS.
✔
Gracelynn Angel
Gracelynn Angel
09/17/2024
Meredith McLean
James French
AngelGracely
nn
Digitally signed by
AngelGracelynn
Date: 2024.09.17
11:58:22 -04'00'McLeanMere
dith
Digitally signed by
McLeanMeredith
Date: 2024.09.17
12:14:51 -04'00'FrenchJames
Digitally signed by
FrenchJames
Date: 2024.09.18
15:18:57 -04'00'
Page 5612 of 7162
From:Gracelynn Angel
To:Caroline Blevins
Subject:FW: Documentation from Red Barn Veterinary Services PLLC
Date:Thursday, August 22, 2024 6:02:43 PM
Attachments:CountyLogo-FullColor_948165c4-9665-41b4-9162-fbb16abff557.png
Facebook_0522f546-5e75-4698-95f9-f15590a3defe.png
Instagram_a8da4774-4b5b-4ad1-8d23-20e69b3b605d.png
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311IconforSignature_87c558eb-83f5-449b-87c1-3cc5ac8b0859.png
Gracelynn Angel
Manager - Domestic Animal Services
Domestic Animal Services
Gracelynn.Angel@colliercountyfl.gov
From: Red Barn Veterinary Services PLLC <system@idexxneo.com>
Sent: Thursday, August 22, 2024 5:50 PM
To: Gracelynn Angel <Gracelynn.Angel@colliercountyfl.gov>
Subject: Documentation from Red Barn Veterinary Services PLLC
EXTERNAL EMAIL:This email is from an external source. Confirm this is a trusted sender and use extreme caution when opening
attachments or clicking links.
Red Barn Veterinary Services PLLC
460 29th St NW
Naples FL 34120
Tel: 914 620 2353
Email: redbarnvet1@gmail.com
INVOICE
Client:
Collier County Domestic Animal Services (DAS)
7610 Davis Boulevard
Naples Florida 34112
Patient ID:
1796
Invoice Date:
15-Nov 2023
Invoice
Number: 6489
Patient: Nobby
Product / Service Quantity Price (Exc) Tax Amount
Farm Call Florida Zone 2 1.00 85.00 0% 85.00
Exam - brief 1.00 35.00 0% 35.00
Coggins ELISA (L120) 1.00 90.00 0% 90.00
Subtotal 210.00
TOTAL 210.00
AMOUNT DUE 210.00
Payment by check preferred, but if you wish to pay by Credit Card , please go to www.redbarnvetnaples.com and click Pay Now-
There will be a 3% surcharge for Credit Card Payments
Page 5613 of 7162
We also accept Zelle payments to redbarnvet1@gmail.com- no surcharge
Coggins Certificates will only be sent when payment has been received.
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.
Page 5614 of 7162
Item Contract or
Purchase Order Date Description of Project Vendor Name Division - Director
Fiscal Impact for
Additional
Services
Outstanding
Invoices Description
1 4500231425 9/18/2024 Maintenance Services Southern Laundry
Equipment Sales Michael Stark $621.00 $621.00
The Public Services Division is submitting this After-the-Fact request for additional
maintenance services provided by Southeastern Laundry under an existing Purchase
Order (#4500231425), which was opened as a single quote. Division staff inadvertently
exceeded the single quote threshold when requesting additional services from the
vendor. The services were invoiced to the County for $621.00, resulting in the Purchase
Order total exceeding the limit by $249.90. The total amount to be approved is $621.00.
2 9/18/2024 Veterinarian Services Red Barn Veterinary Svc Menedith McLean $210.00 $210.00
The Public Services Division is submitting this After-the-Fact request for veterinary
services provided by Red Barn Veterinary Services in November 2023. Division staff
failed to request an invoice at the time of service, and the vendor submitted the invoice in
August 2024. The amount to be approved for these services is $210.00.
Meeting Date Total number of After
the Fact Forms
Fiscal Impact for
Additional Services
Outstanding
Invoices
10/22/2024 2 $831.00 $831.00
After the Fact Pending Approval for Payment
Page 5615 of 7162