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Agenda 08/12/2025 Item #16E 2 (Administative report prepared by the Procurement Division for various County Divisions after-the-fact purchases)8/12/2025 Item # 16.E.2 ID# 2025-2517 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 $16,385.95. 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 three County Divisions, Facilities Management, Human Resources, and Public Utilities Engineering and Project Management, and authorize the timely payment of outstanding invoices. This administrative report includes the following for Board approval: 1. After-the-Fact Submission – Grainger Industrial Supply The Facilities Management Division is submitting this After-the-Fact request for parts purchased from Grainger Industrial Supply using Purchase Order #4500236635, (Contract #25-900-PB). Upon review, it was determined that the parts ordered and subsequently invoiced were not included in the contract’s allowable items, and no alternative procurement method was utilized to support the purchase. The total amount for approval pending payment is $5,001.00, with the funds available in Fund 0001-122240. 2. After-the-Fact Submission – Standard Insurance Company The Human Resources Division is submitting this After-the-Fact request for services rendered by Standard Insurance Company using Purchase Order #4500235957, (Contract #21-029). The invoice covers services and final administrative charges through the contract’s expiration and transition to the new vendor, Lincoln Financial, effective January 1, 2025. A revised invoice was originally requested; however, due to an oversight, the final invoice was not received and reviewed until June 16, 2025. The total amount for approval is $750.00, with the funds available in Fund 0001-121810. 3. After-the-Fact Submission – Kyle Construction Inc. The Public Utilities Engineering & Project Management Division is submitting this After-the-Fact request for work performed by Kyle Construction Inc. using Purchase Order #4500211462, (Contract #14-6213). Work Directive #1 was issued by staff without securing a subcontractor proposal, and Work Directive #2 proceeded without obtaining a proposal and itemized estimates prior to the commencement of work. The total amount remaining to be paid is $10,634.95, with the funds available in Fund 4014-263614. This item is consistent with the Collier County strategic plan objective to safeguard taxpayer money by promoting fiscal Page 3073 of 3949 8/12/2025 Item # 16.E.2 ID# 2025-2517 stewardship and sound budget oversight. FISCAL IMPACT: The net total amount owed for the three (3) items pending payment is $16,385.95. 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 Board approval. —SRT RECOMMENDATIONS: To approve the administrative report prepared by the Procurement Services Division for three 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 $16,385.95. PREPARED BY: Josie Terga, Supervisor-Operations II, Procurement Services Division. ATTACHMENTS: 1. After the Fact Report 2. 1. Grainger Industrial Supply ATF & Backup 3. 2. Standard Insurance Company ATF & Backup 4. 3. Kyle Construction Inc ATF & Backup Page 3074 of 3949 Item Contract or Purchase Order Date Description of Project Vendor Name Division - Director Fiscal Impact for Additional Services Outstanding Invoices Description 1 4500236635 6/23/2025 Parts Purchase Grainger Industrial Supply Brian DeLony $5,001.00 $5,001.00 The Facilities Management Division is submitting this After-the-Fact request for parts purchased from Grainger Industrial Supply using Purchase Order #4500236635, (Contract #25-900-PB). Upon review, it was determined that the parts ordered and subsequently invoiced were not included in the contract’s allowable items, and no alternative procurement method was utilized to support the purchase. The total amount for approval pending payment is $5,001.00. 2 4500235957 7/15/2025 ADA Leave Standard Insurance Company Amy Lyberg $750.00 $750.00 The Human Resources Division is submitting this After-the-Fact request for services rendered by Standard Insurance Company using Purchase Order #4500235957, (Contract #21-029). The invoice covers services and final administrative charges through the contract’s expiration and transition to the new vendor, Lincoln Financial, effective January 1, 2025. A revised invoice was originally requested; however, due to an oversight, the final invoice was not received and reviewed until June 16, 2025. The total amount for approval is $750.00 3 4500211462 7/8/2025 Pump Station Kyle Construction Inc Matthew McLean $10,634.95 $10,634.95 The Public Utilities Engineering & Project Management Division is submitting this After-the-Fact request for work performed by Kyle Construction Inc. using Purchase Order #4500211462, (Contract #14-6213). Work Directive #1 was issued by staff without securing a subcontractor proposal, and Work Directive #2 proceeded without obtaining a proposal and itemized estimates prior to the commencement of work. The total amount remaining to be paid is $10,634.95. Meeting Date Total number of After the Fact Forms Fiscal Impact for Additional Services Outstanding Invoices 8/12/2025 3 $16,385.95 $16,385.95 After the Fact Pending Approval for Payment Page 3075 of 3949 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 Grainger Industrial Supply PO - Threshold Exceed $ 5,001.00 1/10/25 25-900-PB 4500236635 Minor operating parts for stock using the piggyback agreement #25-900-PB. The parts purchased on invoice #9367746667 were not on contract and exceeds the single quote threshold of $3,000 therefore after the fact approval is required for payment of this invoice. Facilities Management County Managers Office Kevin Brock Brian DeLony John Dunnuck Page 3076 of 3949 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. Kevin Brock Brian DeLony Josie Terga Page 3077 of 3949 813813334936774666710005001001000000010000000100000025020943 PAGE 1 ORIGINAL INVOICE GRAINGER ACCOUNT NUMBER INVOICE NUMBER INVOICE DATE DUE DATE AMOUNT DUE 813813334 9367746667 01/10/2025 02/09/2025 $5,001.00 PO NUMBER:4500236635 REQUISITIONER:KS CALLER:KEEP STOCK CUSTOMER PHONE:2392527641 ORDER NUMBER:1536859626 INCO TERMS:FOB DESTINATION Pay invoices online at: www.grainger.com/invoicing THANK YOU!FEI NUMBER 36-1150280 FOR QUESTIONS ABOUT THIS INVOICE OR ACCOUNT CALL 1-800-472-4643 12431 METRO PKWY. FORT MYERS, FL 33966-1316 www.grainger.com SHIP TO ATTN: KEEP STOCK COLLIER COUNTY FACILITY MANAGEMENT KEEP STOCK 3335 TAMIAMI TRL E NAPLES FL 34112-5356 BILL TO BOARD OF COUNTY COMMISSIONERS ACCTS PAYBLE 3299 TAMIAMI TRL E STE 700 NAPLES FL 34112-5749 PO LINE # ITEM #DESCRIPTION QUANTITY UNIT PRICE TOTAL 0 49000568 PUSH BUTTON ASSEMBLY CUST PART # 291 LOW LEAD "N/A" The supplier has indicat MANUFACTURER # 16791 7 43.97 307.79 0 49000569 PVK-2 WATER DIAPHRAGM ASSEMBLY CUST PART # 239 LOW LEAD "N/A" The supplier has indicat MANUFACTURER # 16426 50 34.09 1,704.50 0 49000570 PVK-3 TOP ASSEMBLY CUST PART # 11331 LOW LEAD "N/A" The supplier has indicat MANUFACTURER # 26786 15 175.57 2,633.55 0 49000871 STOP CHECK WITH STRAINER CUST PART # 5437 LOW LEAD "N/A" The supplier has indicat MANUFACTURER # 30030 4 44.99 179.96 0 49000872 STOP CHECK REPAIR KIT LOW LEAD "N/A" The supplier has indicat MANUFACTURER # 35533 10 17.52 175.20 INVOICE SUB TOTAL 5,001.00 These items are sold for domestic consumption. If exported, purchaser assumes full responsibility for export controls. Diversion contrary to US law prohibited. THIS PURCHASE IS GOVERNED EXCLUSIVELY BY GRAINGER'S TERMS OF SALE, INCLUDING: (I) DISPUTE RESOLUTION REMEDIES, AND (II) CERTAIN WARRANTY AND DAMAGES LIMITATIONS AND DISCLAIMERS IN EFFECT AT THE TIME OF THE ORDER, WHICH ARE INCORPORATED BY REFERENCE HEREIN. GRAINGER'S TERMS OF SALE ARE AVAILABLE AT WWW.GRAINGER.COM PRODUCT RETURN INSTRUCTIONS ARE AVAILABLE AT WWW.GRAINGER.COM/RETURNS AMOUNT DUE $5,001.00PAY THIS INVOICE - PAYMENT TERMS Net 30 days after inv IN U.S. DOLLARS. PLEASE DETACH THIS PORTION AND RETURN WITH YOUR PAYMENT BILL TO: BOARD OF COUNTY COMMISSIONERS ACCTS PAYBLE 3299 TAMIAMI TRL E STE 700 NAPLES FL 34112-5749 UNITED STATES OF AMERICA REMIT TO: GRAINGER DEPT. 813813334 P.O. BOX 419267 KANSAS CITY, MO 64141-6267 X ACCOUNT NUMBER 813813334 DATE 01/10/2025 INVOICE NUMBER 9367746667 AMOUNT DUE $5,001.00 FOR COMMENTS OR CHANGE OF ADDRESS, ENTER INFORMATION ON REVERSE SIDE Page 3078 of 3949 Purchase Order number must appear on all related correspondence, shipping papers and invoices: Printed 07/22/2025 @ 08:57:05 Page 1 of 20001000000-122240-652910 Collier County Board of County Commissioners Procurement Services Division Phone: 239-252-8407 Fax: 239-732-0844 Tax Exempt: 85-8015966531C-1 Collier County Board of County Commissioners Attn: Accounts Payable 3299 Tamiami Trl E Ste 700 Naples FL 34112-5749 OR email to: bccapclerk@collierclerk.com Send all Invoices to: VENDOR Terms and Conditions The VENDOR agrees to comply with all Purchase Order Terms and Conditions as outlined on the Collier County Procurement Services Division site: https://www.colliercountyfl.gov/home/showdocument?id=104405, including delivery and payment terms. Further, the VENDOR agrees to: 1. Provide goods and services outlined in this Purchase Order with the prices, terms, delivery method and specifications listed above. 2. Notify department immediately if order fulfillment cannot occur as specified. 3. Send all invoices to:Collier County Board of County Commissioners Attn: Accounts Payable 3299 Tamiami Trl E Ste 700 Naples FL 34112-5749 OR email to: bccapclerk@collierclerk.com The Purchase Order is authorized under direction of Collier County Board of County Commissioners by: Sandra Srnka, Director, Procurement Services Division Vendor # 101310 GRAINGER INDUSTRIAL SUPPLY 12431 METRO PKWY FT MYERS FL 33966 Purchase order PO Number 4500236635 Date 01/07/2025 Contact Person Fac Mgmt Telephone 239-252-8380 Fax 239-793-3795 Please deliver to: FACILITIES MANAGEMENT 3335 TAMIAMI TRL E STE 101 NAPLES FL 34112-5356 Delivery Date: 09/30/2025 Terms of Payment Net 28 days (20 business days) Item Material Description Order Qty Unit Price Per Unit Net Value 00010 PB MINOR OPERATING PARTS 195,000 EA 1.00 195,000.00 25-900-PB FACILITIES MRO AND INDUSTRIAL SUPPLIES Blanket Purchase Orders do not survive after the underlying contract expires. *** Item partially delivered *** 00020 PB ELECTRICAL PARTS 66,000 EA 1.00 66,000.00 *** Item partially delivered *** 00030 PB HVAC PARTS 15,000 EA 1.00 15,000.00 *** Item partially delivered *** 00040 PB LIGHT BULBS BALLAST 38,000 EA 1.00 38,000.00 *** Item partially delivered *** 00050 PB PLUMBING PARTS 78,899 EA 1.00 78,899.00 *** Item partially delivered *** Page 3079 of 3949 Vendor #101310 GRAINGER INDUSTRIAL SUPPLY 12431 METRO PKWY FT MYERS FL 33966 PO Number 4500236635 Date 01/07/2025 Printed Tue Jul 22 2025 08:57:05 GMT-0400 Page 2 of 20001000000-122240-652910 Item Material Description Order Qty Unit Price Per Unit Net Value 00060 PB ICE MAKER - BUILDING W 8,804.84 EA 1.00 8,804.84 401,703.84Total net value excl. tax USD Page 3080 of 3949 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 The Standard Other (please describe): Dec 2024 invoice disputed for update to match invoice date; received revision after the contract expired. $ 750.00 12/1/24 4600005428 4500235957 Services rendered in November 2024 to administer an approved ADA Leave of Absence for a County employee. This invoice is for services to administer an ADA leave of absence by The Standard, engaged until 12/31/2024 to provide group life, short-term disability, long-term disability, and administer leaves of absences for eligible County employees. The invoice covers services rendered prior to the transition to a new vendor, Lincoln Financial, on 1/1/2025, and reflects final charges for administrative services that occurred during the contract wind-down period, essential to ensure uninterrupted benefits during the transition period between the two vendors. This ATF will permit us to facilitate payment for obligations incurred under the terms and conditions of the County's agreement with The Standard. The County requested a revised invoice and summary for December 2024 to match the invoice date; no County follow up occurred, but vendor provided revision June 16, 2025. December 2024 invoice was disputed with the vendor; did not receive revised invoice until 6/16/2025 Human Resources Corporate Business Operations Julissa Perez 7/14/25 Amy Lyberg 7/14/25 Kenneth Kovensky Page 3081 of 3949 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. Julissa Perez 7/14/25 Amy Lyberg 7/14/25 Josie Terga 7/22/25 Page 3082 of 3949 The Standard – ADA Invoice Issue June 25, 2025 The County used The Standard Insurance Company until 12/31/2024 for FMLA and ADA leave services, prior to the implementation of a new vendor to administer leaves of absence, Lincoln Financial in January 2025. During the month of December, an invoice was received totaling $5,250, of which $4,500 was a prior month balance. Upon review of the communication on this matter, the County requested a revised invoice and summary for November 2024 from the vendor which was never received. On June 16, 2025, a representative of The Standard (Pam Turner) contacted Human Resources staff inquiring about the status of the $750 balance due, and provided a revised invoice, below: The HR team confirmed that the charge is for an employee who was on ADA leave and payment for this expense is appropriate. Human Resources staff reviewed communications between December 2024 and June 2025; regrettably, no follow up was done with the vendor to determine the status of the revised invoices or try to secure what was needed to make payment on the outstanding amount of $750.00 due to The Standard. This resulted in the vendor’s outreach in June 2025 indicating the County still owed these funds and making a request for payment. Page 3083 of 3949 Email Communications regarding the December 2024 invoice From: Becky Johnson <Becky.Johnson@colliercountyfl.gov> Sent: Tuesday, June 17, 2025 8:20 AM To: Amy Lyberg <Amy.Lyberg@colliercountyfl.gov> Cc: Julissa Perez <Julissa.Perez@colliercountyfl.gov> Subject: FW: December WPP Invoice Good morning, Amy, We received the email below inquiring about the status of the remaining $750.00 balance. Upon review, I can confirm that Reinier Ramirez was on an approved ADA leave during the applicable timeframe, which appears to account for the outstanding balance. Please let me know if you're comfortable with proceeding with payment based on this information. Thank you, Becky Johnson Becky Johnson SHRM-CP Manager - Human Resources Human Resources Office:239-252-6813 Fax:239-252-6940 3303 Tamiami Trail East Naples, FL 34112 Becky.Johnson@colliercountyfl.gov From: Pam Turner <Pam.Turner@standard.com> Sent: Monday, June 16, 2025 6:01 PM To: Laura Turushina <Laura.Turushina@colliercountyfl.gov>; Becky Johnson <Becky.Johnson@colliercountyfl.gov> Cc: Julian Gonzalez <Julian.Gonzalez@colliercountyfl.gov> Subject: FW: December WPP Invoice 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. Good afternoon, everyone3 I hope this message finds you well. I'm writing to follow up on the remaining balance from the December 2024 Invoice, which amounts to $750.00. Just to recap, the original invoice had a total balance due of $5,250.00, out of which $4,500.00 was a past due balance. This past due amount has been paid and was received on December 9, 2025. I’ve attached both the original Invoice and the updated Invoice after the payment of $4,500.00 was received. Could you kindly confirm the status of the remaining balance of $750.00? If there's anything else you need from my end or if you have any questions, please don't hesitate to reach out. Thank you for your attention to this matter, and I look forward to your prompt response. Best regards, Pam Turner Page 3084 of 3949 Now available!! Online bill payments for self-administered billing statements. Pam Turner | PHS Billing Analyst II for Life, Disability and Supplement Group Administration The Standard Standard Insurance Company 900 SW Fifth Avenue | Portland, OR 97204 Phone 971.321.3357 | Toll-free 800.348.3226 I Fax 971.321.7021 standard.com | Facebook | LinkedIn From: Leslie W. Miller <Leslie.Miller@collierclerk.com> On Behalf Of FINOPS Sent: Monday, December 16, 2024 2:57 PM To: 'Pam Turner' <Pam.Turner@standard.com>; Julissa Perez <Julissa.Perez@colliercountyfl.gov>; Becky Johnson <Becky.Johnson@colliercountyfl.gov>; Laura Turushina <Laura.Turushina@colliercountyfl.gov> Cc: FINOPS <FINOPS@collierclerk.com> Subject: RE: December WPP Invoice Pam, Check #225584 in the amount of $4,500.00 was processed under PO 45-235957 (vendor #129486) and issued on 11/22/24. The check was mailed to the address that we have within master vendor data for the vendor number used by the department – see below: If that is the incorrect address, it may be that the department needed to partner the PO with the remit to vendor that we have for Standard Insurance Company which has the below as the remit to address: Page 3085 of 3949 Please let us know which address should have been used. We may need to place a stop payment on the check and reissue. 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 From: Pam Turner <Pam.Turner@standard.com> Sent: Monday, December 16, 2024 12:14 PM To: FINOPS <FINOPS@collierclerk.com> Subject: FW: December WPP Invoice Good morning, I’ve been advised to reach out to you regarding payment detail information on the open invoice below. Julissa has indicated that the invoice was paid, in the amount of $4,500 on 11/22/24. I am not seeing that we have received it, Good morning, I’ve been advised to reach out to you regarding payment detail information on the open invoice below. Julissa has indicated that the invoice was paid, in the amount of $4,500 on 11/22/24. I am not seeing that we have received it, to date. Can you please advise on the total amount of the remittance and any additional payment detail? Thank you, Pam Now available!! Online bill payments for self-administered billing statements. Pam Turner | PHS Billing Analyst II for Life, Disability and Supplement Group Administration The Standard Standard Insurance Company 900 SW Fifth Avenue | Portland, OR 97204 Phone 971.321.3357 | Toll-free 800.348.3226 I Fax 971.321.7021 standard.com | Facebook | LinkedIn From: Julissa Perez <Julissa.Perez@colliercountyfl.gov> Sent: Friday, December 13, 2024 12:44 PM To: Pam Turner <Pam.Turner@standard.com> Cc: Becky Johnson <Becky.Johnson@colliercountyfl.gov>; Laura Turushina <Laura.Turushina@colliercountyfl.gov> Subject: [External] RE: December WPP Invoice Hi Pam, Our record shows that the invoice for October for $4,500.00 was paid on 11/22/2024. If you need any information about the payment, please contact FINOPS@collierclerk.com. In the meantime, would it be possible to get revised invoice for $750 owed for month of November and a revised summary that matches the date on the invoice. Page 3086 of 3949 Thank you, Julissa Perez Management Analyst I Human Resources Fax:239-252-8455 3303 Tamiami Trail East Naples, FL 34112 Julissa.Perez@colliercountyfl.gov From: Mariana St. Surin <Mariana.St.Surin@colliercountyfl.gov> Sent: Wednesday, December 11, 2024 9:08 AM To: Pam Turner <Pam.Turner@standard.com>; Laura Turushina <Laura.Turushina@colliercountyfl.gov> Cc: Julian Gonzalez <Julian.Gonzalez@colliercountyfl.gov>; Sonja Sweet <Sonja.Sweet@colliercountyfl.gov>; Becky Johnson <Becky.Johnson@colliercountyfl.gov> Subject: RE: December WPP Invoice Importance: High Good morning, Please send these invoices to Laura and Becky (Cc’d in this email) as they process these invoices. Page 3087 of 3949 You may Cc Julian as me however Laura and Becky are your primary contact for these invoices. Thank you. Mariana St. Surin Operations Support Specialist II Risk Management Office:239-252-8089 3311 Tamiami Trail E Naples, Florida 34112 Mariana.St.Surin@colliercountyfl.gov From: Pam Turner <Pam.Turner@standard.com> Sent: Wednesday, December 4, 2024 12:53 PM To: Julian Gonzalez <Julian.Gonzalez@colliercountyfl.gov> Cc: Mariana St. Surin <Mariana.St.Surin@colliercountyfl.gov> Subject: December WPP Invoice Hi Laura, I hope this message finds you well! Attached, you'll find the December Invoice along with the summary report for your review. Additionally, I wanted to bring to your attention that there is a carry-over balance of $4,500.00 from the open October Invoice. If you have any questions or need further clarification, feel free to reach out. Thank you and have a wonderful day! Pam Pam Turner | PHS Billing Analyst II for Life, Disability and Supplement Group Administration The Standard Standard Insurance Company 900 SW Fifth Avenue | Portland, OR 97204 Phone 971.321.3357 | Toll-free 800.348.3226 I Fax 971.321.7021 standard.com | Facebook | LinkedIn Page 3088 of 3949 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 Kyle Construction Inc.Other (please describe): Subcontractor quote dated after the work was completed; material invoice dated prior to WD date. $ 10,634.95 5/31/23 14-6213 4500211462 **Work Directive (WD) No.1A was issued to improve access for County crews and prevent washout, adding a concrete driveway and pad in front of the control panel for better stability and serviceability. **Work Directive (WD) No. 2 - The final tie-in of Pump Station (PS) 309.10 to the existing Force Main (FM) required the station to be taken offline in coordination with Wastewater Operations. Flows were temporarily diverted to allow excavation and connection work. During excavation, it was discovered that the existing FM was 8 inches in diameter, not the 6 inches shown in the plans. To complete the tie-in, an 8"x6" reducer had to be installed immediately to avoid delaying the FM connection while PS flows remained diverted and offline. **WD No. 1A - The WD was issued based on a proposal submitted by the contractor and the work was authorized before field execution. The subcontractor’s proposal included in the Change Order (CO) was dated after the concrete work had already been performed. A short pay of $9,515.00 remains pending. **WD No. 2 - To avoid delays, verbal authorization was given to install an 8"x6" reducer and proceed with the FM tie-in while PS flows were diverted and offline. The WD was issued shortly after without a proposal and marked TBD. The WD was effective 5/31/23 and the invoice received for materials dated 5/30/23. A short pay of $1,119.95 remains pending. The CO was processed post-completion that included the itemized estimate for the work completed by the contractor, subcontractor and material required. Missing subcontractor and material proposal/quote Engineering and Project Management Public Utilities Zamira Deltoro Matthew McLean Jim Delony Page 3089 of 3949 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. Future proposals will provide itemized estimates from both contractor and subcontractor and any materials prior to the work. Zamira Deltoro Matthew McLean Josie Terga 7/22/25 Page 3090 of 3949 Page 3091 of 3949 Page 3092 of 3949 Page 3093 of 3949 Page 3094 of 3949 Page 3095 of 3949 Page 3096 of 3949 Page 3097 of 3949 Page 3098 of 3949 Page 3099 of 3949 Page 3100 of 3949 Page 3101 of 3949 Page 3102 of 3949 Page 3103 of 3949 Page 3104 of 3949 Page 3105 of 3949 Page 3106 of 3949 Page 3107 of 3949 Page 3108 of 3949 Page 3109 of 3949 Page 3110 of 3949