Agenda 01/28/2025 Item #16E 3 (Administrative report prepared by the Procurement Services Division for various County Divisions’ after-the-fact purchases requiring Boardapproval)1/28/2025
Item # 16.E.3
ID# 2024-2162
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 $18,129.87.
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.
Employees and supervisory staff administering the subject contract or procurement are subject to counseling, training,
supervisory log, and other corrective measures up to and including progressive discipline as dictated by the
circumstances. 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 – Matheson Tri Gas Inc
The Domestic Animal Services Division is submitting this After-the-Fact request for medical equipment provided by
Matheson Tri Gas Inc using Purchase Order #4700005028, which was opened as a single quote. Division staff
exceeded the single quote threshold when requesting these services. The total to be approved for these services is
$419.68, and funds are available in Fund 0001-155410.
2. After-the-Fact Submission – AirGas
The Emergency Management Division is submitting this After-the-Fact request for an oxygen cylinder refill
requested from AirGas in August 2023. Division staff needed clarification and corrections to the invoiced amounts
from the vendor, delaying the payment of the invoice. The invoiced total was $453.60 but a credit for $220 was later
received. The amount to be approved for these services is $233.60, with funds available in Fund 0001-144210.
3. After-the-Fact Submission – EBL Partners LLC
The Facilities Management Division is submitting this After-the-Fact request for services completed by EBL
Partners LLC on the Walkway and Entry Canopy Improvement Project, under Agreement #19-7525 “Annual
Agreement for General Contractors”. To address corrosion on the structural steel, staff issued Work Directive #1 on
March 22, 2024, but an itemized proposal was received from the contractor four (4) months later, on June 7, 2024.
On June 26, 2024, Staff requested Change Order #1, seeking to utilize allowance funds, and it was subsequently
approved by the Procurement Services Division on July 2, 2024. Since the final invoice was submitted by the
contractor in August 2024, it is clear work was being performed prior to the submittal of the required itemized
proposal for Work Directive #1 and the approval of Change Order #1 by Procurement Services Division. The
amount to be approved and the remaining total to be paid is $13,976.59, with funds available in Fund 3025-138939,
project 50161.
4. After-the-Fact Submission – American Environmental
The Airport Authority Division is submitting this After-the-Fact request for repairs performed by American
Environmental Aviation on August 29th and 30th, 2024. American Environmental Aviation had recently installed a
pump and tank using Purchase Order #4500225860, and the repair was assumed to be a warranty issue. However, the
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1/28/2025
Item # 16.E.3
ID# 2024-2162
inspection revealed an unrelated issue that required immediate attention to avoid a shortage of fuel and disruption in
services to their customers. Division staff authorized the repair without the required quoting process. The amount to
be approved for these services is $3,500, with funds available in Fund 4093-192344.
FISCAL IMPACT: The net total amount owed for the four (4) items pending payment is $18,129.87.
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 $18,129.87.
PREPARED BY: Josie Terga, Supervisor-Operations II, Procurement Services Division.
ATTACHMENTS:
1. After the Fact Report
2. 3. EBL Partners LLC ATF & Backup
3. 4. American Enviromatal ATF & Backup
4. 1. Matheson Tri Gas Inc ATF & Backup
5. 2. AirGas ATF & Backup
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Item Contract or Purchase OrderDate Description of Project Vendor Name Division - DirectorFiscal Impact for Additional ServicesOutstanding InvoicesDescription147000050289/27/2024Medical Equipment Matheson Tri Gas Inc Meredith McLean $419.68$419.68The Public Services Division is submitting this After-the-Fact request for medical equipment provided by Matheson Tri Gas Inc using Purchase Order #4700005028, which was opened as a single quote. Division staff exceeded the single quote threshold when requesting these services. The total to be approved for these services is $419.68.210/25/2024Medical Equipment AirGas Dan Summers $233.60$233.60The Emergency Management Division is submitting this After-the-Fact request for an oxygen cylinder refill requested from AirGas in August 2023. Division staff needed clarification and corrections to the invoiced amounts from the vendor, delaying the payment of the invoice. The invoiced total was $453.60 but a credit for $220 was later received. The amount to be approved for these services is $233.60.3450022746710/21/2024Walkway and Entry CanopyEBL Partners LLC John McCormick $13,976.59$13,976.59The)DFLOLWLHV0DQDJHPHQW Division is submitting this After-the-Fact request for services completed by EBL Partners LLC on the Walkway and Entry CanopyImprovement Project, under Agreement #19-7525 “Annual Agreement for General Contractors”. To address corrosion on the structural steel, staff issued Work Directive #1 on March 22, 2024, but an itemized proposal was received from the contractor four (4) months later, on June 7, 2024. On June 26, 2024, Staff requested Change Order #1, seeking to utilize allowance funds and it was subsequently approved by the Procurement Services Division on July 2,2024. Since the final invoice was submitted by the contractor in August 2024, it is clearwork was being performed prior to the submittal of the required itemized proposal forWork Directive #1 and the approval of Change Order #1 by Procurement Services Division. The amount to be approved and the remaining total to be paid is $13,976.59.4450022586010/29/2024Equipment Repair American Environmental Darren Hutton $3,500.00$3,500.00The Airport Authority Division is submitting this After-the-Fact request for repairs performed by American Environmental Aviation on August 29th and 30th, 2024. American Environmental Aviation had recently installed a pump and tank using Purchase Order #4500225860, and the repair was assumed to be a warranty issue. A subsequent inspection revealed an unrelated issue that required immediate attention to avoid a shortage of fuel and disruption in services to their customers. Division staff authorized the repair without the required quoting process. The amount to be approved for these services is $3,500.Meeting DateTotal number of After the Fact FormsFiscal Impact for Additional ServicesOutstanding Invoices12/10/2024 4 $18,129.87 $18,129.87After the Fact Pending Approval for PaymentPage 2075 of 3681
After-the-Fact Form
Page 1 of 2
September 2024
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 are inconsistent with County policy, procedure, or contract terms,
an After-the-Fact Procurement Form is required.
Vendor Name: Reason for ATF:
Other (Explain):
Amount: Date of Purchase:
Contract #: Purchase Order #:
Describe goods/services purchased:
Details of the Purchase:
Have the goods been received, or have the services been performed? Yes No
Has the vendor been paid? Yes No
Action Required (choose one):
Ratification of payment already made Authorize payment to the vendor
Other (Explain):
Why is this deemed a non-compliant purchase? Choose one.
Contract
Other (Explain):
Ordinance Manual P-Card Purchase Order
Division: Department:
All fields are required and are based on the division and department structure. If electronic signatures are used, the date fields are
optional.
Requester Signature Date
Division Director Signature Date
Department Heador Executive Director Signature Date
EBL Partners, LLC,Other (please describe):
Itemized proposal not being received timely and work being performed prior to the itemized proposal date.
$ 13,976.59 6/26/24
19-7525 4500227467
The Walkway Canopy and Entry Canopy Improvements for the Growth Management Department Building project.
On October 18, 2023, Purchase Order 4500227467 in the amount of $449,570.87 was issued to EBL Partners, LLC under
Agreement 19-7525 Annual Agreement for General Contractors for the Walkway Canopy and Entry Canopy Improvements for
the Growth Management Department Building. On March 22, 2024, Work Directive #1 was issued to address corrosion on the
structural steel supporting the roof. The Contractor submitted a proposal to Collier County Facilities Management on June 7,
2024. Following this, on June 26, 2024, Facilities Management submitted a request for Change Order #1, seeking to utilize
allowance funds amounting to $13,976.59. Procurement approved Change Order #1 on July 2, 2024. On August 1, 2024, the
Contractor invoiced for the full amount of Change Order #1 in Pay Application number 3.
'BDJMJUJFT.BOBHFNFOU $.0
Christopher Cook
John McCormick
John Dunnuck
Page 2076 of 3681
After-the-Fact Form
Page 2 of 2
September 2024
Corrective/Preventative Action (choose all that apply).
Procurement 101 Training
Quoting101 Training
Internal Process Refresher Training
Review Procurement Ordinance
P-Card Training Review Procurement Manual
Other:__________________________________
By signing and submitting this form, I acknowledge that I am responsible for managing and overseeing procurement actions and
contracts in line with the requirements of the Procurement Manual, the Procurement Ordinance, and contract terms. I understand that
any after-the-fact approvals or other remedial actions that could have been prevented will lead to counseling, training, corrective
measures, and progressive discipline, as appropriate, for both the employee and my supervisor. Additionally, I affirm my commitment
to completing any corrective or preventive actions assigned by the Division Director to prevent future occurrences of after-the-fact
purchases.
Requester Signature Date
The Division Director acknowledges their responsibility for implementing all necessary actions to prevent future occurrences of after-
the-fact approvals. They also affirm that appropriate measures, including employee and supervisor counseling, training, corrective
actions, and progressive discipline, will be provided to staff as required by the circumstances.
Division Director Signature Date
Reviewed:
Signature Date
Signature Date
Submit After-the-Fact requests to Procurement Services via the Jira Ticketing System .
After-the-Fact requests less than $15,000 will be placed on the Procurement Administrative Report for approval by the Board
of County Commissioners.
After-the-Fact requests greater than $15,000 will require approval by the Board of County Commissioners via an agenda item.
The Division is responsible for creating the agenda item and Executive Summary and providing all required documentation.
Christopher Cook
John McCormick
Josie Terga
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Procurement Services Change Order Form
Page 1 of 4
Change Order Form (2023_ver.1)
Contract# CO# PO# Project #:
Project Name:
Contractor/Consultant Name:
Select One: Contract Modification (Construction or Project Specific)Work Order Modification
Project Manager Name: r: Division Name:
Original Contract/Work Order Amount Original BCC Approval Date; Agenda Item #
Current BCC Approved Amount Last BCC Approval Date; Agenda Item #
Current Contract/Work Order Amount SAP Contract Expiration Date (MASTER)
Dollar Amount of this Change Total % Change from Original Amount
Revised Contract/Work Order Total %ChangefURm Current BCC Approved Amount
Total Cumulative Changes % Change from Current Amount
Notice to Proceed Original NTP Original Final Last Final
Date # of Days Completion Date Approved Date
# of Days Added Revised Final Date Current Substantial Completion Date
(includes this change) (if applicable)
Provide responses after each question in box below (Responses should be brief and specific).Attach additional information and/or
documentation from the Design Professional and/or Contractor, if needed, with your submission of this Change Order and complete
summary on next page.Check all that apply to this Change Order request:Add Time; Add funds;Use of Allowance;
Modify/Delete existing Task(s);Add new Task(s);Reallocate funds;Other (must be explained in detail below)
19-7525 01 4500227467 50161.1
GMD Front and Walkway Canopy
EBL Partners, LLC
Christopher Cook Facilities Management
$449,570.87
$449,570.87
$449,570.87
$449,570.87
$0.00
8/22/2023 16F4
8/22/2023 16F4
6/24/2025
0.00%
0.00%
0.00%
10/23/2023 180 4/20/2024 8/18/2024
N/A
✔
1.) Detail of change/s to be made through this Change Order.
This change order will use $13,976.59 of the Owners Allowance leaving a balance of $26,023.41 for
WD#1 to dismantle the existing facade surrounding two I-beams, address and treat any corrosion
present on the I-beams, apply a protective coating to the I-beams, and then proceed to install a new
facade that closely resembles the one that was removed.
2.) If this Change Order is currently under a Stop Work, please identify the date issued and number of
days remaining or "N/A" if not applicable.
N/A
3.) Explain why this change was not included in the original contract/Work Order.
The corrosion on the I-beams was unknown until the project started and the existing facade was
removed.
4.) Describe the impact if this change is not processed.
If this change order is not processed the structural integrity and overall safety of the building is at risk.
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Procurement Services Change Order Form
Page 2 of 4
Change Order Form (2023_ver.1)
Contract# CO# PO# Project #:
Project Name:
Contractor/Consultant Name:
Change Order/Amendment Summary
(If additional spaces needed, attached a separate Summary page to this amendment request)
CO#AMD#Description
COST TIME
JustificationAdditive
(+)
Deductive
(-)
Days
Added
Total New
Time
Check here if additional summary page/s are attached to this Change Order
1
Use $13,976.59 of
the Owners
Allowance for
WD#1.
If this change order is not
processed the structural
integrity and overall safety of
the building is at risk.
19-7525 01 4500227467 50161.1
GMD Front and Walkway Canopy
EBL Partners, LLC
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Procurement Services Change Order Form
Page 3 of 4
Change Order Form (2023_ver.1)
Contract# CO# PO# Project #:
Project Name:
Contractor/Consultant Name:
Acceptance of this Change Order shall constitute a modification to contract / work order identified above and will be
subject to all the same terms and conditions as contained in the contract / work order indicated above, as fully as if
the same were stated in this acceptance. The adjustment, if any, to the Contract shall constitute a full and final
settlement of any and all claims of the Contractor / Vendor / Consultant / Design Professional arising out of or related
to the change set forth herein, including claims for impact and delay costs.
Contractor/Consultant/Design Professional signature below must be from an authorized person/officer/director of
the Company or listed as the qualified licensed Professional “Project Coordinator” or Design/Engineer Pro fessional
under the agreement. Signature authority of person signing will be verified through the contract OR through the
Florida Department of State, Division of Corporations (Sunbiz) website (https://dos.myflorida.com/sunbiz/search/).
If the person signing is not listed, we will require signature authority by one of the listed officers/directors of the
company giving that person signature authority.
Prepared by: __________________________________________________________________ Date: ________________
Signature-Division Project Manager
______________________________________________________________________________________
Printed Name
Accepted by: __________________________________________________________________ Date: ________________
Signature-Design/Engineer Professional (if applicable)
______________________________________________________________________________________
Printed Name/Title/Company Name
Accepted by: __________________________________________________________________ Date: ________________
Signature-Contractor/Consultant/Vendor
______________________________________________________________________________________
Printed Name/Title/Company Name
Approved by: _________________________________________________________________ Date: ________________
Signature-Division Manager or Designee (Optional)
_______________________________________________________________
Printed Name
Approved by: _________________________________________________________________ Date: ________________
Signature-Division Director or Designee (Optional)
_______________________________________________________________
Printed Name
Approved by: _________________________________________________________________ Date: ________________
Signature-Division Administrator or Designee (Optional)
_______________________________________________________________
Printed Name
CookChristopher Digitally signed by CookChristopher
Date: 2024.06.26 10:51:35 -04'00'
Christopher Cook, Project Manager II, Facilities Management
This item has been digitally signedand sealed by Paul A. Benson, PEon the date cited herein usingDigital Signature.
Printed Copies of this documentare not considered signed andsealed and the SHA authenticationcode must be verified on anyelectronic copies.
Digitally signed by Paul A Benson
Date: 2024.06.26 13:24:59 -04'00'
Paul Benson, President, EBL Partners LLC
McCormickJohn Digitally signed by McCormickJohn
Date: 2024.06.26 13:55:00 -04'00'
John McCormick, PE, Division Director, Facilities Management
19-7525 01 4500227467 50161.1
GMD Front and Walkway Canopy
EBL Partners, LLC
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Procurement Services Change Order Form
Page 4 of 4
Change Order Form (2023_ver.1)
Contract# CO# PO# Project #:
Project Name:
Contractor/Consultant Name:
FOR PROCURMENT USE ONLY
FY CHO Request #
Approved by: _____________________________________________________________________________
Signature-Procurement Professional Signature/Date
Approved by: _____________________________________________________________________________
Signature-Procurement Manager/Director (OPTIONAL)
APPROVAL TYPE:
Administrative Administrative-BCC Report BCC Stand-Alone ES (BCC Approval Required)
BCC APPROVAL
ATTEST:
Crystal K. Kinzel, Clerk of the Circuit Court BOARD OF COUNTY COMMISSIONERS
and Comptroller COLLIER COUNTY, FLORIDA
By: _____________________________ By: ________________________________
_________________________, Chairman
Dated: __________________________
Date: ____________________
(SEAL) Agenda # _________________
Approved as to Form and Legality:
_______________________________
Deputy County Attorney
_______________________________
Print Name
24 419
ZimmermanBecca Digitally signed by ZimmermanBecca
Date: 2024.07.02 09:45:23 -04'00'
✔
19-7525 1 4500227467 50161.1
GMD Front and Walkway Canopy
EBL Partners, LLC
Page 2086 of 3681
Facilities Management Division
WORK DIRECTIVE CHANGE
CONTRACT # /PROJECT NAME: CHANGE # 1
19-7525/GMD Walkway & Canopy
DATE OF ISSUANCE: 3/22/2024 EFFECTIVE DATE: 3/22/2024
OWNER: Collier County Board of Commissioners PROJECT#: 50161.1
CONTRACTOR: EBL Partners LLC ENGINEER/DESIGN PROFESSIONAL:
You are directed to proceed promptly with the following change(s):
Description: Dismantle the existing facade surrounding two I-beams, address and treat any corrosion present on the I-beams,
apply a protective coating to the I-beams, and then proceed to install a new facade that closely resembles the one that was removed.
Purpose of Work Directive Change: The purpose of this process is to ensure structural integrity and longevity by addressing
corrosion on the I-beams, enhancing their durability with a protective coating, and restoring the aesthetic appeal of the facade, thereby
maintaining the overall safety and appearance of the building or structure.
Attachments:
If a claim is made that the above change(s) have affected Contract Price or Contract Times any claim for a
Change Order based thereon will involve one or more of the following methods of determining the effect of the
changes(s).
Method of determining change in Contract Price: Method of determining change in Contract Times:
Unit Prices Contractor’s records
Lump Sum Engineer’s record
Other Other
Estimated increase (decrease) in Contract Price Estimated change in Contract Time:
$ TBD Increase or decrease by 0 calendar days.
RECOMMENDED: AUTHORIZED:
By: By:
Contractor Project Manager
This item has been digitally signedand sealed by Paul A. Benson, PEon the date cited herein usingDigital Signature.
Printed Copies of this documentare not considered signed andsealed and the SHA authenticationcode must be verified on anyelectronic copies.
Digitally signed by Paul A
Benson
Date: 2024.03.22 14:02:00
-04'00'
BakerMark Digitally signed by
BakerMark
Date: 2024.03.22 09:45:01
-04'00'
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After-the-Fact Form
Page 1 of 2
September 2024
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 are inconsistent with County policy, procedure, or contract terms,
an After-the-Fact Procurement Form is required.
Vendor Name: Reason for ATF:
Other (Explain):
Amount: Date of Purchase:
Contract #: Purchase Order #:
Describe goods/services purchased:
Details of the Purchase:
Have the goods been received, or have the services been performed? Yes No
Has the vendor been paid? Yes No
Action Required (choose one):
Ratification of payment already made Authorize payment to the vendor
Other (Explain):
Why is this deemed a non-compliant purchase? Choose one.
Contract
Other (Explain):
Ordinance Manual P-Card Purchase Order
Division: Department:
All fields are required and are based on the division and department structure. If electronic signatures are used, the date fields are
optional.
Requester Signature Date
Division Director Signature Date
Department Heador Executive Director Signature Date
American Enviromental P-Card - Threshold Exceeded
Emergency repair on what was thought a warranty issue on newly installed equipment
$ 3,500.00 8/30/24
33861 4500225860
Replacement of a faulty electrical module controlling the Avgas fuel farm at Immokalee Airport.
On August 26, 2024, the Avgas fuel supply at our Immokalee facility became inoperable.
To address this issue, we contacted American Environmental (AE), the company responsible for the recent installation of a new
pump and tank. While both parties initially suspected a warranty issue, a subsequent inspection revealed an unrelated problem
that required immediate attention.
To prevent a fuel shortage and disruption of service to our tenants and the local flying community, we expedited emergency
repairs before the Labor Day weekend.
3 quotes was not provided before approval of repair
OPMD - Airport Authority TMSD
Nick Rossdale
Darren Hutton
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After-the-Fact Form
Page 2 of 2
September 2024
Corrective/Preventative Action (choose all that apply).
Procurement 101 Training
Quoting101 Training
Internal Process Refresher Training
Review Procurement Ordinance
P-Card Training Review Procurement Manual
Other:__________________________________
By signing and submitting this form, I acknowledge that I am responsible for managing and overseeing procurement actions and
contracts in line with the requirements of the Procurement Manual, the Procurement Ordinance, and contract terms. I understand that
any after-the-fact approvals or other remedial actions that could have been prevented will lead to counseling, training, corrective
measures, and progressive discipline, as appropriate, for both the employee and my supervisor. Additionally, I affirm my commitment
to completing any corrective or preventive actions assigned by the Division Director to prevent future occurrences of after-the-fact
purchases.
Requester Signature Date
The Division Director acknowledges their responsibility for implementing all necessary actions to prevent future occurrences of after-
the-fact approvals. They also affirm that appropriate measures, including employee and supervisor counseling, training, corrective
actions, and progressive discipline, will be provided to staff as required by the circumstances.
Division Director Signature Date
Reviewed:
Signature Date
Signature Date
Submit After-the-Fact requests to Procurement Services via the Jira Ticketing System .
After-the-Fact requests less than $15,000 will be placed on the Procurement Administrative Report for approval by the Board
of County Commissioners.
After-the-Fact requests greater than $15,000 will require approval by the Board of County Commissioners via an agenda item.
The Division is responsible for creating the agenda item and Executive Summary and providing all required documentation.
Nick Rossdale
Darren Hutton
Josie Terga
Page 2096 of 3681
Invoice
3977 Aviation Loop
Sanford, FL 32773
Accounting@american-environmental.net
BILL TO SHIP TO INVOICE 5587
Collier County Board of
Commissioners
3299 Tamiami Trail
Naples, FL 34112-5749
Collier County Board of
Commissioners
Immokalee Regional Airport
Collier County, FL
DATE
P.O. NUM
09/04/2024
Nick Rossdale
QTY DESCRIPTION RATE AMOUNT
Service Call August 29 - 30, 2024
Thursday, August 29, 2024:
4.50 Hours - Technician Travel SFB to IMM 150.00 675.00
2.50 Hours - Technician on-site troubleshooting; Load AVGAS truck. 150.00 375.00
1 Freight-In (overnighted parts) 175.00 175.00
Friday, August 30, 2024:
5 Hours - Technician Travel IMM to SFB 150.00 750.00
5.50 Hours - Technician on-site repairs made; Odd-load two (2) fuel trucks 150.00 825.00
1 Day - Hotel and Per Diem 300.00 300.00
1 Fuel Surcharge 400.00 400.00
ACH PAYMENT TO:
Routing: 022000046
Acct: 9861172147
SUBTOTAL 3,500.00
TAX 0.00
TOTAL 3,500.00
BALANCE DUE $3,500.00
Exempt 85-8015966531C-1
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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
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Gracelynn Angel Domestic Animal Services
Meredith Mclean MATHESON TRI GAS INC
$419.68 4700005028
Domestic Animal Services requested the rental of oxygen tanks used for surgical procedures in
the Vet clinic. The rental of oxygen tanks is vital for surgical procedures on the animals. Staff did
not follow the the procurement ordinance requirements for the purchase limit thresholds and
inadvertently exceeded the $3,000 single quote limit.
Domestic Animal Services requests the Board of County Commissioners to approve / ratify the
payment in the amount of $419.68 for two outstanding invoice to MATHESON TRI GAS INC.
Inv# 0030254127 dated 9/5/24 $207.17
Inv# 0030254130 dated 9/5/24 $212.51
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.
Grace Angel
09/26/2024
Meredith McLean
AngelGracelynn Digitally signed by AngelGracelynn
Date: 2024.09.26 08:32:52 -04'00'
FrenchJames Digitally signed by FrenchJames
Date: 2024.09.27 17:51:21
-04'00'
McLeanMeredith Digitally signed by McLeanMeredith
Date: 2024.09.27 14:21:48 -04'00'
✔
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After-the-Fact Form
Page 1 of 2
September 2024
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 are inconsistent with County policy, procedure, or contract terms,
an After-the-Fact Procurement Form is required.
Vendor Name: Reason for ATF:
Other (Explain):
Amount: Date of Purchase:
Contract #: Purchase Order #:
Describe goods/services purchased:
Details of the Purchase:
Have the goods been received, or have the services been performed? Yes No
Has the vendor been paid? Yes No
Action Required (choose one):
Ratification of payment already made Authorize payment to the vendor
Other (Explain):
Why is this deemed a non-compliant purchase? Choose one.
Contract
Other (Explain):
Ordinance Manual P-Card Purchase Order
Division: Department:
All fields are required and are based on the division and department structure. If electronic signatures are used, the date fields are
optional.
Requester Signature Date
Division Director Signature Date
Department Heador Executive Director Signature Date
AirGas Other (please describe):
Invoice not received in a timely matter. Confusion as to which Division the invoice belonged to. Disputed inv.
$ 233.60 8/1/23
Oxygen cylinder refills.
This service was performed with the intention of paying for this with a p-card. The vendor did not submit the invoice until a
much later date. It was sent to EMS instead of Emergency Management. Emergency Management disputed invoice
9140677394 in the amount $453.60 and Credit Memo 9703147182 in the amount of $220.00 was issued on 8/1/24. This credit
was not received until 9/12/24. There will still issues due to the coding on the invoice and staff needed clarification of the correct
cylinder types that were being invoiced. Please note the Accountant was on FMLA at the time of service and staff acted with the
best of intentions. The amount being requested for payment to AirGas is $233.60.
Emergency Management Public Safety
Page 2101 of 3681
After-the-Fact Form
Page 2 of 2
September 2024
Corrective/Preventative Action (choose all that apply).
Procurement 101 Training
Quoting101 Training
Internal Process Refresher Training
Review Procurement Ordinance
P-Card Training Review Procurement Manual
Other:__________________________________
By signing and submitting this form, I acknowledge that I am responsible for managing and overseeing procurement actions and
contracts in line with the requirements of the Procurement Manual, the Procurement Ordinance, and contract terms. I understand that
any after-the-fact approvals or other remedial actions that could have been prevented will lead to counseling, training, corrective
measures, and progressive discipline, as appropriate, for both the employee and my supervisor. Additionally, I affirm my commitment
to completing any corrective or preventive actions assigned by the Division Director to prevent future occurrences of after-the-fact
purchases.
Requester Signature Date
The Division Director acknowledges their responsibility for implementing all necessary actions to prevent future occurrences of after-
the-fact approvals. They also affirm that appropriate measures, including employee and supervisor counseling, training, corrective
actions, and progressive discipline, will be provided to staff as required by the circumstances.
Division Director Signature Date
Reviewed:
Signature Date
Signature Date
Submit After-the-Fact requests to Procurement Services via the Jira Ticketing System .
After-the-Fact requests less than $15,000 will be placed on the Procurement Administrative Report for approval by the Board
of County Commissioners.
After-the-Fact requests greater than $15,000 will require approval by the Board of County Commissioners via an agenda item.
The Division is responsible for creating the agenda item and Executive Summary and providing all required documentation.
Josie Terga
Page 2102 of 3681
9140677394 3733321 08/01/2023 so00 invoice sap 1 453.60 08/31/2023 4500229572 1122679480 COLLIER COUNTY EMS 3299 TAMIAMI TRL E STE 700 NAPLES FL 34112-5749
COLLIER COUNTY EMS
3299 TAMIAMI TRL E STE 700
NAPLES FL 34112-5749
AIRGAS USA, LLC
PO BOX 734672
DALLAS TX 75373-4672
37333211914067739400000453604
Manage Your Account Online 24/7
Access order history, view cylinder balances, get proofs of delivery,
pay invoices and more -- visit Airgas.com today
For all information about returns, please visit us online at Airgas.com/terms-of-sale.
Please send new or updated blanket purchase orders to: airgassouthbpo@airgas.com
STANDARD INVOICE
INVOICE DATE PAYER INVOICE NO.DUE DATE PAY THIS AMOUNT
PLEASE MAKE CHECKS PAYABLE AND REMIT TO:
AMOUNT
FOR WIRE TRANSFER PAYMENTS
TO ENSURE PROPER CREDIT, PLEASE RETURN THE UPPER PORTION WITH YOUR REMITTANCE. FOR QUESTIONS ON YOUR ACCOUNT PLEASE CALL:
ORDER NO. INVOICE NO. INVOICE DATE SOLD TO NO. SOLD TO NAME
PO / RELEASE ORDERED BY SHIP VIA PAYMENT TERMS ORDER DATE
DELIVERY NO. /
DESCRIPTION MATERIAL NUMBER QTY
SHIP'D
UOM QTY B/O
CYLINDER
SHP'D RET'D
UNIT PRICE UOM AMOUNT
SOLD BY
BILL TO
SHIP TO:
08/01/2023 3733321 9140677394 08/31/2023 $ 453.60
800-727-0693
1122679480 9140677394 08/01/2023 3733320 COLLIER COUNTY EMS
4500229572 CUPU NET 30 08/01/2023
8134804096 OX USP200C 15 CL 15 19.04 CL 285.60 N
OXYGEN USP 200 CGA 540 C/O (Vol: 3765 FT3)
8134804096 OX USP125C 5 CL 5 15.68 CL 78.40 N
OXYGEN USP 125 C/O (Vol: 635 FT3)
8134804096 OX USPDAC 20 CL 20 4.48 CL 89.60 N
OXYGEN USP DA MED CGA 870 C/O (Vol: 300 FT3)
Sale subtotal: 453.60
453.60
4169415
AIRGAS USA, LLC
Acct No. 550372244
JPMC Bank, ABA No 021000021
ww-global-remits@airgas.com
Page 1 of 1
COLLIER COUNTY EMERGENCY MGMT
ROBERT BOYD TOBER MD
8075 LELY CULTURAL PKWY
NAPLES FL 34113-9005AIRGAS USA, LLC
PO Box 9249
Marietta, GA 30065-2249
AIRGAS USA, LLC
PO Box 9249
Marietta, GA 30065-2249
AIRGAS USA, LLC (SO76)
3071 WAREHOUSE RD
FORT MYERS FL 33916-7614
239-332-0555
--- --- ---
FOR CHANGE
OF ADDRESS
Email:
Phone:
sdiv_adrss@airgas.com
678-903-7716Page 2103 of 3681
9703147182 3733321 08/21/2024 so00 credit_memo sap 1 06 220.00- 08/21/2024 7112164673 COLLIER COUNTY EMS 3299 TAMIAMI TRL E STE 700 NAPLES FL 34112-5749
COLLIER COUNTY EMS
3299 TAMIAMI TRL E STE 700
NAPLES FL 34112-5749
AIRGAS USA, LLC
PO BOX 734672
DALLAS TX 75373-4672
37333211970314718200000220009
Manage Your Account Online 24/7
Access order history, view cylinder balances, get proofs of delivery,
pay invoices and more -- visit Airgas.com today
Please send new or updated blanket purchase orders to: airgassouthbpo@airgas.com
CREDIT MEMO
INVOICE DATE PAYER INVOICE NO.DUE DATE PAY THIS AMOUNT
PLEASE MAKE CHECKS PAYABLE AND REMIT TO:
AMOUNT
FOR WIRE TRANSFER PAYMENTS
TO ENSURE PROPER CREDIT, PLEASE RETURN THE UPPER PORTION WITH YOUR REMITTANCE. FOR QUESTIONS ON YOUR ACCOUNT PLEASE CALL:
ORDER NO. INVOICE NO. INVOICE DATE SOLD TO NO. SOLD TO NAME
PO / RELEASE ORDERED BY SHIP VIA PAYMENT TERMS ORDER DATE
DELIVERY NO. /
DESCRIPTION MATERIAL NUMBER QTY
SHIP'D
UOM QTY B/O
CYLINDER
SHP'D RET'D
UNIT PRICE UOM AMOUNT
SOLD BY
BILL TO
SHIP TO:
06 08/21/2024 3733321 9703147182 08/21/2024 $ 220.00-
800-727-0693
7112164673 9703147182 08/21/2024 3733320 COLLIER COUNTY EMS
DUE IMMEDIATELY 08/21/2024
7112164673 CY-OX USP200C 15 CL 7.15- CL 107.25-N
CYL OXYGEN USP 200 CGA 540 C/O
7112164673 CY-OX USP125C 5 CL 6.55- CL 32.75-N
CYL OXYGEN USP 125 C/O
7112164673 CY-OX USPDAC 20 CL 4.00- CL 80.00-N
CYL OXYGEN USP DA MED CGA 870 C/O
Sale subtotal: 220.00-
Original Invoice: 9140677394
220.00-
4169415
AIRGAS USA, LLC
Acct No. 550372244
JPMC Bank, ABA No 021000021
ww-global-remits@airgas.com
Page 1 of 1
COLLIER COUNTY EMERGENCY MGMT
ROBERT BOYD TOBER MD
8075 LELY CULTURAL PKWY
NAPLES FL 34113-9005AIRGAS USA, LLC
PO Box 9249
Marietta, GA 30065-2249
AIRGAS USA, LLC
PO Box 9249
Marietta, GA 30065-2249
AIRGAS USA, LLC (SO76)
3071 WAREHOUSE RD
FORT MYERS FL 33916-7614
239-332-0555
--- --- ---
FOR CHANGE
OF ADDRESS
Email:
Phone:
sdiv_adrss@airgas.com
678-903-7716Page 2104 of 3681
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Page 2105 of 3681