Agenda 04/08/2025 Item #16E1 (Administrative report by Procurement Services for various county divisions)4/8/2025
Item # 16.E.1
ID# 2025-1059
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 No. 2017-08, as
amended, and the Procurement Manual in the amount of $646.63.
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
No. 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 for two County
Divisions, Tourism and Pelican Bay Services, and authorize the timely payment of outstanding invoices. This
administrative report includes the following for Board approval:
1. After-the-Fact Submission – Paradise Advertising & Marketing Inc.
The Tourism Division is submitting this After-the-Fact request for their Campaign Monitor software subscription from
Paradise Advertising & Marketing Inc. for marketing efforts between October 7, 2024, and November 6, 2024, under
contract #20-7775. The contract requires all quote estimates to be pre-approved by the Tourism Division Director prior
to invoice submittal. The invoice from the third-party service provider for reimbursement was submitted on October 7,
2024. However, the required pre-approval signature was not obtained until November 6, 2024. The amount for approval
is $449, with the funds available in Fund 1101-101543.
2. After-the-Fact Submission – Paradise Advertising & Marketing Inc.
The Tourism Division is submitting this After-the-Fact request for monthly content expenses from Paradise Advertising
& Marketing Inc. under contract #20-7775. The contract requires all travel and reimbursement expenses to be pre-
approved by the Tourism Division Director prior to invoice submittal. The invoice for reimbursement on mileage and
parking expenses for events between December 6 and 9, 2024, was submitted to the division. However, the invoice to
obtain the required Director pre-approval signature was received on December 12, 2024. The amount for approval is
$92.37, with the funds available in Fund 1101-101543.
3. After-the-Fact Submission – Paradise Advertising & Marketing Inc.
The Tourism Division is submitting this After-the-Fact request for promotion services provided by Paradise Advertising
& Marketing Inc. on December 18, 2024, using third party Comcast Technologies Solution. Per contract #20-7775, all
quotes and proof of performance must be pre-approved by the Tourism Division Director prior to invoice submittal. The
invoice to obtain the required Director approval signature was received on January 2, 2025. The amount for approval is
$35, with the funds available in Fund 1101-101543.
Page 3713 of 5277
4/8/2025
Item # 16.E.1
ID# 2025-1059
4. After-the-Fact Submission – Grippo Pavement Maintenance Inc.
The Pelican Bay Services Division is submitting this After-the-Fact request for material purchased from Grippo
Pavement Maintenance Inc. under contract #24-8253. The Division staff mistakenly purchased materials from the
secondary vendor with a higher unit price, totaling $2,427.07. The vendor has allowed a short payment that matches the
primary vendor rate but seeks full payment for the material provided. The total amount remaining to pay for the invoice
is $70.26, with the funds available in Fund 1007-182901.
Staff and contractors involved have been counseled on procurement procedures, sequencing that led to some of these
occurrences, and internal measures have been implemented to ensure that both staff and contractors adhere to the correct
process moving forward.
This item is consistent with the Collier County strategic plan objective to safeguard taxpayer money by promoting fiscal
stewardship and sound budget oversight.
FISCAL IMPACT: The net total amount owed for the four (4) items pending payment is $646.63.
GROWTH MANAGEMENT IMPACT: There is no Growth Management Impact associated with this action.
LEGAL CONSIDERATIONS: This item is approved as to form and legality and requires majority vote for approval. –
CMG
RECOMMENDATIONS: To approve the administrative report prepared by the Procurement Services Division for two
County Divisions’ after-the-fact purchases requiring Board approval in accordance with Procurement Ordinance No.
2017-08, as amended, and the Procurement Manual in the amount of $646.63.
PREPARED BY: Josie Terga, Supervisor - Operations II, Procurement Services Division
ATTACHMENTS:
1. 1. Paradise Advertising & Marketing Inc ATF & Backup
2. 2. Paradise Advertising & Marketing Inc ATF & Backup
3. 3. Paradise Advertising & Marketing Inc ATF & Backup
4. 4. Grippo Pavement Maint Inc ATF & Backup
5. After the Fact Report
Page 3714 of 5277
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: Tourism Department: County Manager's Office
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
PARADISE ADVERTISING & MARKETING, IN Other (please describe):
Purchase was prior to written authorization
$ 449.00 10/7/24
4600005257 4500235104
"Campaign Monitor" software subscription services for the time frame October 7, 2024 through November 6, 2024. Campaign
Monitor software is used for sending electronic campaigns reaching more than 50K subscribers at a time. Electronic
campaigns are used for the promotion of tourism in Collier County.
Section III of Exhibit A: Scope of Services for Contract 4600005257 states "The Agency (Paradise Advertising) will provide
quotes for pre-approval and invoices and proof of performance for each of these services/ projects". The invoice from the third
party vendor submitted for reimbursement by Paradise Advertising is dated 10/07/2024, however the estimate submitted to the
Tourism Division was not signed by the Tourism Director until 11/6/2024.
Advance authorization not received
Jay Tusa
Jay Tusa
John Mullins
Page 3715 of 5277
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.
Understand and comply with contract requirements
Jay Tusa
Jay Tusa
Josie Terga
Page 3716 of 5277
After-the-Fact Form
Corrective Action Form
Department: ___________________________ Division: ___________________________________
__________________________________________________
Amount of ATF: $________________
Description of ATF (brief): ___________________________________________________________
Supervisory evaluation of ATF cause:
Corrective Discipline Steps:
Informal Verbal Warning Written Warning/Supervisor Log
Progressive Discipline Other Circumstances (explain below)
Preparer: _______________________________________________________________
Division Director: ________________________________________________________
Department Head/Executive Director: _____________________________________
Page 3717 of 5277
Paradise Advertising & Marketing, Inc.
Mail Payments to Lock Box Address Below:
Paradise Advertising & Marketing, Inc.
P.O. Box 161118
Altamonte Springs, Fl 32716-1118
Phone: 727-821-5155
Collier County Board of County Commissioners
Jay Tusa
2660 Horseshoe Dr. N. #105
Naples, FL 34104 INV-36741
11/15/2024
12/30/2024
Net 45
Invoice #
Invoice Date
Due Date
Terms
Invoice
Progress Bill #1 - (October 2024)
Project 2024-CCT-1199 - FY25 3rd Party Platform Fee: Campaign Monitor
FY25 PO #4500235104: Apply to: CON Pass ThroughPO Number
Product Name
Division Name
Annual Marketing Efforts
FY25
Campaign Name 24-CCT-082 - FY25 - 4500235104
Expenses
$449.00
Expenses: $449.00
Expense Detail
Description AmountNet Amount
Production 3rd Party $449.00$449.00
$449.00$449.00Expense Subtotal:
Amount Due $449.00
Invoice Total $449.00
Follow the instructions below to Mail check payments to the Paradise Bank Lockbox:
(1) Include invoice numbers with corresponding invoice amounts and check total.
(2) Mail check and corresponding invoice information to:
Paradise Advertising and Marketing, Inc.
PO Box 161118
Altamonte Springs, FL 32716-1118
---------------------------------------------
If jobs are final billed and budget remains, then the job is considered under budget, and no other invoices shall be
expected.
On jobs that are billed in full, any unbilled amount remaining may be reallocated to another job at the agency and client's
discretion at any time during the term, with the sole intent to maximize spend for contractual dollars against the approved
scope of services.
Prior Invoices $0.00
Total Billed to Date $449.00
Total Estimate $7,543.20
Remaining to Bill $7,094.20
Page 3718 of 5277
Page 3719 of 5277
Page 3720 of 5277
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: County Manager's Office
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
PARADISE ADVERTISING & MARKETING, IN Contract - Goods/Services or Fees Outside Approved
$ 92.37 12/6/24
4600005257 4500235104
Mileage and Parking Reimbursement for Events on December 6th and 9th 2024.
December 6, 2024 - 5th Ave South Christmas Tree Lighting - Mileage
December 9, 2024 - Holiday Decor at Ritz Carlton Naples, Ritz Carlton Tiburon, Naples Grande and Inn on Fifth - Mileage and
Parking at Naples Grande
Section 4.4: "Travel and Reimbursable Expenses" of agreement 4600005257 states: "Travel and Reimbursable Expenses must
be approved in advance in writing by the County." Travel occurred on December 6 and 9, 2024, however the estimate
submitted to the Tourism Division was not signed by the Tourism Director until December 12, 2024.
Tourism
Page 3721 of 5277
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.
Understand and comply with contract requirements
Josie Terga
Page 3722 of 5277
After-the-Fact Form
Corrective Action Form
Department: ___________________________ Division: ___________________________________
__________________________________________________
Amount of ATF: $________________
Description of ATF (brief): ___________________________________________________________
Supervisory evaluation of ATF cause:
Corrective Discipline Steps:
Informal Verbal Warning Written Warning/Supervisor Log
Progressive Discipline Other Circumstances (explain below)
Preparer: _______________________________________________________________
Division Director: ________________________________________________________
Department Head/Executive Director: _____________________________________
Page 3723 of 5277
Paradise Advertising & Marketing, Inc.
Mail Payments to Lock Box Address Below:
Paradise Advertising & Marketing, Inc.
P.O. Box 161118
Altamonte Springs, Fl 32716-1118
Phone: 727-821-5155
Collier County Board of County Commissioners
Jay Tusa
2660 Horseshoe Dr. N. #105
Naples, FL 34104 INV-37180
1/7/2025
2/21/2025
Net 45
Invoice #
Invoice Date
Due Date
Terms
Invoice
Final Invoice - (December 2024)
Project 2024-CCT-1580 - FY25 Monthly Content Expenses - December
FY25 PO #4500235104: Apply To: CON Media, Creative Hours, ProductionPO Number
Product Name
Division Name
Annual Marketing Efforts
FY25
Campaign Name 24-CCT-082 - FY25 - 4500235104
Expenses
$92.37
Expenses: $92.37
Expense Detail
Description AmountNet Amount
Billable Expenses $92.37$92.37
$92.37$92.37Expense Subtotal:
Amount Due $92.37
Invoice Total $92.37
Follow the instructions below to Mail check payments to the Paradise Bank Lockbox:
(1) Include invoice numbers with corresponding invoice amounts and check total.
(2) Mail check and corresponding invoice information to:
Paradise Advertising and Marketing, Inc.
PO Box 161118
Altamonte Springs, FL 32716-1118
---------------------------------------------
If jobs are final billed and budget remains, then the job is considered under budget, and no other invoices shall be
expected.
On jobs that are billed in full, any unbilled amount remaining may be reallocated to another job at the agency and client's
discretion at any time during the term, with the sole intent to maximize spend for contractual dollars against the approved
scope of services.
Prior Invoices $0.00
Total Billed to Date $92.37
Page 3724 of 5277
Page 3725 of 5277
Receipt Report
Job Name FY25 Monthly Content Expenses - December
Job Number 2024-CCT-1580
Month / Year December 2024
Expense Type RECEIPTS DESCRIPTION
BILLABLE
AMOUNT
Mileage ($82.37)
101 miles for Putman, page 5 ($44.95)
84.1 miles for Putman, page 6 ($37.42)
Parking ($10.00)
Parking for 12/6 at Naples Grande Beach Resort ($10.00)
($92.37)
Page 3726 of 5277
Page 3727 of 5277
Page 3728 of 5277
Page 3729 of 5277
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: County Manager's Office
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
Paradise Advertising & Marketing, Inc.Contract - No Work Directive
$ 35.00 12/18/24
4600005257 4500235104
One network spot on NBC's Golf Channel billed by Comcast Technology Solutions dba/Comcast Cable Communications
Management LLC for the promotion of tourism in Collier County.
Section III of Exhibit A: Scope of Services for Contract 4600005257 states "The Agency (Paradise Advertising) will provide
quotes for pre-approval and invoices and proof of performance for each of these services/ projects". The invoice from the third
party vendor submitted for reimbursement by Paradise Advertising is for services rendered December 18, 2024, however the
estimate submitted to the Tourism Division was not signed by the Tourism Director until January 2, 2025.
Tourism
Page 3730 of 5277
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.
UNDERSTAND AND COMPLY WITH CONTRACT REQUIREMENTS
Josie Terga
Page 3731 of 5277
After-the-Fact Form
Corrective Action Form
Department: ___________________________ Division: ___________________________________
__________________________________________________
Amount of ATF: $________________
Description of ATF (brief): ___________________________________________________________
Supervisory evaluation of ATF cause:
Corrective Discipline Steps:
Informal Verbal Warning Written Warning/Supervisor Log
Progressive Discipline Other Circumstances (explain below)
Preparer: _______________________________________________________________
Division Director: ________________________________________________________
Department Head/Executive Director: _____________________________________
Page 3732 of 5277
Paradise Advertising & Marketing, Inc.
Mail Payments to Lock Box Address Below:
Paradise Advertising & Marketing, Inc.
P.O. Box 161118
Altamonte Springs, Fl 32716-1118
Phone: 727-821-5155
Collier County Board of County Commissioners
Jay Tusa
2660 Horseshoe Dr. N. #105
Naples, FL 34104 INV-37332
1/24/2025
3/10/2025
Net 45
Invoice #
Invoice Date
Due Date
Terms
Invoice
Progress Bill #1 - (December 2024)
Project 2024-CCT-1674 - FY25 Comcast Hard Costs
FY25 PO #4500235104: Apply To: CON Pass ThroughPO Number
Product Name
Division Name
General / Miscellaneous
FY25
Campaign Name 24-CCT-082 - FY25 - 4500235104
Expenses
$35.00
Expenses: $35.00
Expense Detail
Description AmountNet Amount
COGS 5300: Creative & Production (Billable Expenses with NO Mark-up; incl travel and
postage)
$35.00$35.00
$35.00$35.00Expense Subtotal:
Amount Due $35.00
Invoice Total $35.00
Follow the instructions below to Mail check payments to the Paradise Bank Lockbox:
(1) Include invoice numbers with corresponding invoice amounts and check total.
(2) Mail check and corresponding invoice information to:
Paradise Advertising and Marketing, Inc.
PO Box 161118
Altamonte Springs, FL 32716-1118
---------------------------------------------
If jobs are final billed and budget remains, then the job is considered under budget, and no other invoices shall be
expected.
On jobs that are billed in full, any unbilled amount remaining may be reallocated to another job at the agency and client's
discretion at any time during the term, with the sole intent to maximize spend for contractual dollars against the approved
scope of services.
Prior Invoices $0.00
Total Billed to Date $35.00
Total Estimate $105.00
Remaining to Bill $70.00
Page 3733 of 5277
Page 3734 of 5277
INVOICE
NO DATE DUE
DATE
518734009 01/02/25 02/01/25
TERMS TOTAL DUE
Net Terms 30 $ 35.00
Payment Remittance Address: Electronic Payments:
Comcast Cable Communications
Management LLC
13431 Collections Center Drive
Chicago, IL 60693
CTS.Finance@comcast.com
Bank Name: Wells Fargo Bank
Bank Address: 420 Montgomery Street, San
Francisco, CA 94104
Account Name: Comcast Cable
Communications Management, LLC
Account No: 4887250959
ABA: 121000248
Bill To: Customer Number: PAR301
Paradise Advertising
ATTN: Luisa Laurelli
150 Second Ave. N., Ste. 800
St. Petersburg , Florida 35701
PO Number: 1506
AD DELIVERY
Order Number 3863174 Service STANDARD
Order Date 12/18/2024 Advertiser Naples Marco Island
PO Number 1506 Brand Everglades
Job Number:
PRODUCTION DETAILS
Service ISCI/AdID Quantity Rate Total
DISTRIBUTION DETAILS
ISCI/AdID/Service Title Length Resolution
CCT1506OPGCC3025H If Only - Golf :30 30 HD
Destination Delivery Market Delivered Total
GOLF NETWORKS 12/18/202
4 $ 35.00
GOLF (Traffic)NETWORKS 12/18/202 $ 0.00
Page 3735 of 5277
INVOICE
NO DATE DUE
DATE
518734009 01/02/25 02/01/25
TERMS TOTAL DUE
Net Terms 30 $ 35.00
4
Destinations Count: 2 Destinations Charge:$ 35.00
Order Total $ 35.00
INVOICE SUMMARY
ISCI/AdID/Service Quantity Total
CCT1506OPGCC3025H 2 $ 35.00
Invoice Total $ 35.00
Page 3736 of 5277
After-the-Fact Form
Page 1 of 2
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
Grippo Pavement Maintenance, Inc Contract - Utilized Wrong Contractor
$ 70.26 1/29/25
24-8253 (4600006068) 4500235804
3"-6" Rip Rap by the ton, delivered
Originally ordered 67.17 tons of 6"-12" rip rap in November 2024, and 58.21 tons in January 2025 for the "Naples" area from
Grippo Pavement Maintenance (primary vendor on PB). Upon needing more material we placed another order with Grippo,
following the last contract/piggyback all rip rap came from the same vendor. Not realizing that a smaller 3"-6" rip rap was
needed, and that it was awarded to a different vendor (J&Y Group Enterprises LLC).
Upon review by the clerk we realized the order was placed and delivered by secondary vendor Grippo Pavement by mistake.
The vendor agreed to temporary short pay the invoice and has already been paid in the total of $2,356.80. This After the Fact is
to approve the payment of the remaining amount owed of $70.26.
Pelican Bay Services County Manager's Office
Darren Duprey, Field Supervisory I
Neil Dorrill, Division Administrator
Ed Finn
Page 3737 of 5277
After-the-Fact Form
Page 2 of 2
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.
Contract review
Darren Duprey, Field Supervisory I
Neil Dorrill, Division Administrator
Josie Terga
Page 3738 of 5277
After-the-Fact Form
Corrective Action Form
Department: ___________________________ Division: ___________________________________
__________________________________________________
Amount of ATF: $________________
Description of ATF (brief): ___________________________________________________________
Supervisory evaluation of ATF cause:
Corrective Discipline Steps:
Informal Verbal Warning Written Warning/Supervisor Log
Progressive Discipline Other Circumstances (explain below)
Preparer: _______________________________________________________________
Division Director: ________________________________________________________
Department Head/Executive Director: _____________________________________
Page 3739 of 5277
Grippo Pavement Maintenance, Inc.
PO Box 1837
Lehigh Acres, FL 33970
+12399314476
cggpminc@gmail.com
http:www.GrippoPavement.com
BILL TO SHIP TO
Collier County Board of County
Commissioners
3299 Tamiami Trl E Ste 700
Naples, FL 34112-5749
Collier County
6200 Watergate Way
Naples, FL 34108
Darren 239-252-1354
INVOICE 5939
DATE 01/29/2025 TERMS Net 30
DUE DATE 02/28/2025
SHIP DATE P.O. NUMBER
01/29/2025 4500235804
DESCRIPTION QTY RATE AMOUNT
24-8253 Purchase of Aggregates
Naples Delivery Location
Category E, Line 7
Supply & Hauling of 3"-6" Rip Rap by the TON
1/29/2025
Truck Ticket Tons
18 171840 18.73
1/30/2025
Truck Ticket Tons
18 171850 21.42
40.15 60.45 2,427.07
Clerical errors are subject to correction.
SUBTOTAL 2,427.07
TAX 0.00
TOTAL 2,427.07
TOTAL DUE $2,427.07
Page 3740 of 5277
Page 3741 of 5277
1
Josie Terga
From:Dawn Brewer
Sent:Wednesday, March 5, 2025 3:14 PM
To:Josie Terga
Subject:FW: Secondary used over Primary - Contract 24-8253--ATF
Dawn Brewer
Operations Support Specialist II
Pelican Bay Services
Office:239-252-1352
Mobile:239-572-3650
801 Laurel Oak Drive Suite 102
Naples, Florida 34108
Dawn.Brewer@colliercountyfl.gov
From: Mary E. Lockyear <mary.lockyear@collierclerk.com>
Sent: Thursday, February 13, 2025 4:37 PM
To: Dawn Brewer <Dawn.Brewer@colliercountyfl.gov>
Cc: Ejgayehu A. Karamanlidis <ejgayehu.karamanlidis@collierclerk.com>
Subject: FW: Secondary used over Primary - Contract 24-8253
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.
Hi Dawn,
The difference in cost between the primary and secondary on record 1084899 would have been $70.26.
If Grippo will accept a short pay of $70.26, $2,356.81 can be paid and then ATF approval obtained for the
remaining balance of $70.26. If Grippo will not accept a short pay, the invoice in its entirety would need ATF
approval.
Please let me know if you have any questions.
Thank you,
Page 3742 of 5277
2
Mary Lockyear
Contract Technician
Office: 239-252-7911
Mary.Lockyear@collierclerk.com
Office of the Clerk of the Circuit Court
& Comptroller of Collier County
3299 Tamiami Trail E, Ste 700
Naples, FL 34112-5324
www.CollierClerk.com
From: Leslie W. Miller <Leslie.Miller@collierclerk.com>
Sent: Thursday, February 13, 2025 4:32 PM
To: Mary E. Lockyear <mary.lockyear@collierclerk.com>
Cc: Leslie W. Miller <Leslie.Miller@collierclerk.com>
Subject: RE: Secondary used over Primary - Contract 24-8253
Please see if Grippo will accept a short pay. If not, then the department will need to do an ATF. I would go
ahead and release the amount that would have been charged by the primary and then respawn the remaining
$70.26 and let the department know that they will need to seek ATF approval.
Leslie Miller
Operations Manager
Office: 239-252-7807
Cell: 239-877-6116
Fax: 239-252-6179
Leslie.Miller@CollierClerk.com
Office of the Clerk of the Circuit Court
& Comptroller of Collier County
3299 Tamiami Trail E, Suite #700
Naples, FL 34112-5749
www.CollierClerk.com
This electronic communication contains information intended solely for the named addressee(s). If you
have received this communication in error, please forward the email in its entirety to the Clerk's Office
at collierclerk@collierclerk.com and delete the email.
Under Florida Law, email addresses are public.
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.
This electronic communication contains information intended solely for the named addressee(s).
If you have received this communication in error, please forward the email in its entirety to the
Page 3743 of 5277
3
Clerk's Office at collierclerk@collierclerk.com and delete the email.
Under Florida Law, email addresses are public.
Page 3744 of 5277
Project Manager/Contract Administrator: Melissa Pearson
Porcurement Strategist: Leeann Charles
Opened on 5/24/2024 at 3:00 PM EST
By:
Witness:
Notifications Sent:
Viewed:
Bids Received: 3
Primary Secondary Tertiary
Item Material Naples East Naples
Marco Island
Golden Gate
Estates
Eastern
Collier County Immokalee Naples East Naples
Marco Island
Golden Gate
Estates
Eastern
Collier County Immokalee Naples East Naples
Marco Island
Golden Gate
Estates
Eastern
Collier County Immokalee
1 #57 Stone: Gradation - 1/4"-1/2"Unit Price $42.72 $46.99 $42.24 $62.71 $42.72 $54.95 $65.00 $55.00 $65.00 $54.94 $45.80 $47.30 $44.60 $56.60 $45.80
2 #89 Stone: Gradation - 3/8"Unit Price $43.72 $47.99 $43.24 $63.71 $43.72 $53.95 $65.00 $55.00 $65.00 $53.95 no bid no bid no bid no bid no bid
3 Sand-Cement Riprap, Section 902-3 Unit Price $31.57 $35.90 $30.69 $50.96 $31.25 $35.30 $41.15 $36.30 $45.00 $35.30 no bid no bid no bid no bid no bid
4 Screenings: 3/8", Section 902-5 Unit Price $31.57 $35.90 $30.69 $50.96 $31.25 $39.00 $49.00 $39.00 $50.00 $39.00 no bid no bid no bid no bid no bid
5 Lime Rock Base, 3‐1/2" Sieve Unit Price $31.69 $35.42 $30.49 $51.40 $32.90 $39.00 $40.60 $35.05 $45.05 $36.00 $33.80 $35.30 $32.60 $44.60 $33.80
6 Stabilizer, subgrade stabilization Unit Price $27.23 $31.27 $26.69 $40.00 $29.11 $31.00 $39.30 $31.00 $39.30 $34.90 $33.80 $35.30 $32.60 $44.60 $33.80
7 Riprap (Rubble), 3" ‐ 6"Unit Price $60.45 $64.99 $59.99 $90.00 $62.99 $58.70 $78.00 $59.70 $78.00 $65.80 $66.70 $70.00 $66.70 $79.50 $62.50
8 Riprap (Rubble), 6 "‐ 12"Unit Price $60.45 $64.99 $59.99 $90.00 $62.99 $63.80 $78.00 $63.80 $78.00 $65.80 $66.70 $70.00 $66.70 $79.50 $62.50
9 Overburden Fill Unit Price $27.23 $31.24 $26.69 $40.00 $29.11 $26.80 $29.25 $26.40 $37.70 $26.16 $25.10 $27.60 $25.10 $34.50 $24.00
10 Washed Beach Sand Unit Price $32.43 $36.25 $27.63 $45.25 $26.25 $37.10 $38.60 $35.80 $40.70 $37.35 no bid no bid no bid no bid no bid
11 Masonry Sand Unit Price $31.18 $35.00 $26.38 $44.00 $25.00 $33.35 $37.40 $32.65 $37.35 $32.10 no bid no bid no bid no bid no bid
12 Top Soil Unit Price $53.81 $59.35 $52.50 $87.42 $56.18 $43.95 $48.45 $35.35 $48.45 $31.70 $28.10 $30.60 $28.10 $37.50 $27.00
13 Shell‐Rock, 3‐1/2" Sieve Unit Price $27.23 $31.27 $26.69 $40.00 $29.11 $38.55 $41.95 $38.70 $42.20 $38.55 no bid no bid no bid no bid no bid
*Minor Irregularity
Bid Due Date: Friday, May 24, 2024 3:00pm
Bid Opened: Leeann Charles, Procurement Manager
ement Strategist; Barbara Lance, Procurement Strategist
YES
YES
YES*
YES
YES
YES
YES
YES
YES
YES
YES
YES
YES
YES
YES
YES
YES
YES
YES
YES
W-9
Sun Biz
E-Verify
Addenda (2)
YES
YES
YES
YES
YES
YES
YES
Form 3: Immigration Affidavit Certification
Form 4: Local Vendor Preference
Business Tax Receipt
YES
YES
YES
Bid Schedule
Form 1: Vendor Declaration Statement
Form 2: Conflict of Interest Certification Affidavit
YES/NO YES/NO
Category D. Stablized Materials Aggregate (FDOT-Section 914) - Unit Price: 20 Tons Delivered Approximately
Category E. Riprap (Rubble) ( FDOT Section 530.1.1.3.2 (Ditch Lining) - Unit Price: 20 Tons Delivered Approximately
Category F. Other Materials - Unit Price: 20 Tons Delivered Approximately
Category G. Shell-Rock Material Composition (FDOT-Section 911-2.5) - Unit Price: 20 Tons Delivered Approximately
YES/NORequired Documents
Category A. Coarse Aggregate (FDOT-Section 901) - Unit Price: 20 Tons Delivered Approximately
Category B. Fine Aggregate (FDOT-Section 902-3 & 902-5) - Unit Price: 20 Tons Delivered Approximately
Category C. Base & Stablized Base (FDOT-Section 911) - Unit Price: 20 Tons Delivered Approximately
J & Y Group Enterprises, LLC Quality Enterprises USA, Inc.
1. The unit price for each material includes the vendor supplying the material and the trucking services to deliver it.
2. Award based on the lowest unit price for each material/area.
3. Contractors may select the material line items they want to bid; it is required that all delivery areas are bid for that material line item.
4. Bid line items shall meet or exceed Florida Department of Transportation (FDOT) Standard Specifications for Road and Bridge Construction, as referenced.
24-8253 Purchase and Delivery of Aggregates
Grippo Pavement Maintenance, Inc
Additional equivalents can be placed on a separate sheet of paper.1 of 1
Page 3745 of 5277
Item
Contract or
Purchase
Order
Date Description of Project Vendor Name Division - Director
Fiscal Impact for
Additional
Services
Outstanding
Invoices Description
1 4500235104 2/28/2025 Advertising Software Paradise Advertising &
Marketing Inc Jay Tusa $449.00 $449.00
The Tourism Division is submitting this After-the-Fact request for their Campaign Monitor
software subscription from Paradise Advertising & Marketing Inc. for marketing efforts between
October 7, 2024, and November 6, 2024, under contract #20-7775. The contract requires for all
quote estimates to be pre-approved by the Tourism Division Director prior to invoice submittal.
The invoice from the third-party service provider for reimbursement was submitted on October 7,
2024. However, the required pre-approval signature was not obtained until November 6, 2024.
The total amount for approval is $449.
2 4500235104 2/28/2025 Advertising Software Paradise Advertising &
Marketing Inc Jay Tusa $92.37 $92.37
The Tourism Division is submitting this After-the-Fact request for monthly content expenses from
Paradise Advertising & Marketing Inc. under contract #20-7775. The contract requires for all
travel and reimbursement expenses to be pre-approved by the Tourism Division Director prior to
invoice submittal. The invoice for reimbursement on milage and parking expenses for events
between December 6 and 9, 2024 was submitted to the division. However, the required pre-
approval signature from Division Director was not obtained until December 12, 2024. The amount
for approval is $92.37. The total amount for approval is $92.37.
3 4500235104 2/28/2025 Advertising Software Paradise Advertising &
Marketing Inc Jay Tusa $35.00 $35.00
The Tourism Division is submitting this After-the-Fact request for promotion services provided by
Paradise Advertising & Marketing Inc. on December 18, 2024, using third party Comcast
Technologies Solution. Per contract #20-7775 all quotes and proof of performance must be pre-
approved by the Tourism Division Director prior to invoice submitting. However, the required pre-
approval signature from Division Director was not obtained until January 2, 2025. The total
amount for approval is $35.
4 4500235804 2/25/2025 Material Grippo Pavement
Maintenance Inc Neil Dorrill $70.26 $70.26
The Pelican Bay Services Division is submitting this After-the-Fact request for material purchased
from Grippo Pavement Maintenance Inc. under blanket PO #4500235804, for contract #24-8253.
The Division staff mistakenly purchased materials from the secondary vendor with a higher unit
price totaling $2,427.07. The vendor has temporary allowed a short pay payment that matches
the primary vendor rate but seeks full payment for the material provided. The total amount
remaining to pay for the invoice is $70.26. The total amount remaining to pay for the invoice is
$70.26.
Meeting Date Total number of After
the Fact Forms
Fiscal Impact for
Additional Services
Outstanding
Invoices
3/25/2025 4 $646.63 $646.63
After the Fact Pending Approval for Payment
Page 3746 of 5277