Agenda 08/12/2025 Item #17A (Continued to the 8/26/25 meeting - Repeal and relace Procurement Ord.)8/12/2025
Item # 17.A
ID# 2024-2342
Executive Summary
*** This advertised item is continued to the August 26, 2025, BCC Meeting. ***
*** This item has been continued from the January 14, 2025, BCC Meeting. ***
Recommendation to repeal and replace Procurement Ordinance No. 2013-69, as amended, with the attached updated
Procurement Ordinance.
OBJECTIVE: To approve repealing and replacing Ordinance No. 2013-69, as amended, commonly known as the
Collier County Procurement Ordinance, with the attached updated Procurement Ordinance.
CONSIDERATIONS: On December 10, 2013, the Board adopted Ordinance No. 2013-69, which was subsequently
amended through the adoption of Ordinance No. 2015-37, Ordinance No. 2015-51, Ordinance No. 2016-11, Ordinance
No. 2016-19, Ordinance No. 2017-08, Ordinance No. 2018-38, and Ordinance No. 2020-28. On December 10, 2024,
the Board authorized the County Attorney to advertise the attached proposed Procurement Ordinance for adoption, along
with the repeal and replacement of Ordinance No. 2013-69, as amended.
Staff is recommending that the Board approve the attached proposed Procurement Ordinance, which would repeal and
replace Ordinance No. 2013-69, as amended. The proposed new Procurement Ordinance updates the standard
definitions of professional procurement terminology commonly used in County contracts and solicitations, increases the
informal and competitive procurement thresholds to conform more with other similarly sized jurisdictions, allows for the
Procurement Services Director to interpret the Ordinance and Procurement manual in administering the County’s
procurement program, empowers the Procurement Services Division to establish processes to encourage cost savings
programs and increase overall efficiency through data analysis, and provide training and counseling on proper contract
administration methods. In addition, the proposed revisions enhance the ethical requirements of vendors and County
employees concerning the solicitation and competitive selection of vendors and clarifies the permitted procurement
methods and the authority to utilize those various methods based upon the first increase of the established competitive
thresholds since June 23, 2015 (see Ordinance No. 2015-37).
The proposed Ordinance is also slightly reorganized in a more logical fashion to allow greater readability and
application by staff. The proposed Ordinance has been presented to County staff for feedback on several occasions,
along with review and input from outside legal counsel, Bryant Miller Olive, P.A., and the Office of the County
Attorney. The proposed Ordinance has been presented to the Office of the Clerk of Court and Comptroller for review
and feedback and any additional suggested revisions from the Clerk will be presented for the Board’s consideration
upon presentment for approval.
A summary of significant changes to the proposed Ordinance is listed below for reference:
• Applicability and Approved Thresholds Section: The County Manager's or designee's authority increases from
$50,000 to $250,000.
• Thresholds Section:
o Single Quote/Small Purchases Threshold section increases the threshold from $3,000 to $10,000.
o Informal Competition Threshold section increases the threshold range from $3,000 - $50,000 to
$10,000 - $250,000, with a requirement for quotes with a value of $50,000 - $250,000 to be obtained
through the County’s bidding platform.
o Formal Competition Threshold section increases the threshold range from $50,000 to $250,000 and
requires approval by the Board.
• Ethics Section:
o A conflict-of-interest section is included to align with Florida Statute and includes the application of a
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8/12/2025
Item # 17.A
ID# 2024-2342
cone of silence during the competitive solicitation process.
• Alternative Methods Section:
o The Exemption of Competition section has been updated to include additional categories and Board
approval is aligned with the formal competition threshold.
o The Waiver of Competition section removes the sole source definition to align with Florida Statute and
Board approval is aligned with the formal competition threshold.
o Emergency purchases are clarified and aligned with Florida Statute.
• Formal Competitive Awards:
o New section outlining the bidding process to align current and best practices, manuals, and procedures.
• Purchasing Card Program Section:
o The County Manager or designee shall be responsible for establishing the limits for single transactions
and monthly spending limits as set forth in the Purchasing Card Manual. This section was updated to
align with current and best practices, manuals, and procedures.
• Contract Administration Section:
o Change orders and amendments that increase the total contract by more than $250,000 from the original
Board-approved amount will be presented to the Board for approval. All non-exempted under $250,000 will
be presented for ratification through the Procurement Administrative Report.
o The Procurement Services Director or designee will approve increases and decreases to Board-approved
days.
o Approval of contractual price adjustments aligns with underlying agreements and with the formal
competition threshold.
o Construction Agreements:
o Retainage. In accordance with Section 218.735(8), Fla. Stat., the Board may reduce below 5% the
amount of retainage withheld from each subsequent progress payment issued to a contractor where
applicable.
o Liquidated Damages. County Departments/Divisions shall obtain authority from the Board to waive the
assessment of liquidated damages.
o Consent to Assignments of Contracts. The County's authority for consent to assignment of a contract
may be approved by the Procurement Services Director or designee.
• Unauthorized Purchases Section:
o The Board shall approve After-the-Fact Procurement forms for transactions exceeding the formal
competition threshold and those under $250,000 will be presented to the Board for ratification through
the Procurement Administrative Report.
The Business Impact Estimate associated with the enactment of proposed ordinances is not required for this item
because ordinances relating to procurement are exempt. (Florida Statutes, § 125.66(3)(c)(6)).
This item is consistent with the Collier County strategic plan's objective to safeguard taxpayer money by promoting
fiscal stewardship.
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Item # 17.A
ID# 2024-2342
FISCAL IMPACT: There is no fiscal impact associated with this action.
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: That the Board repeal and replace Procurement Ordinance No. 2013-69, as amended,
commonly known as the Collier County Procurement Ordinance, and adopt the attached updated Procurement
Ordinance described above. (See attached copy of proposed Ordinance)
PREPARED BY: Sandra Srnka, Director, Procurement Services Division
ATTACHMENTS:
1. 2.Procurement Ordinance
2. 3. Proposed Procurement Manual
3. 4. Proposed Purchasing Card Manual
4. legal ad - agenda ID 24-2342 - amend Procurement Ord - 8.12.25 BCC
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Collier County
Procurement Manual
Procurement Services Division
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Procurement Manual Version 1 (FY25)
1
INDEX #PAGE
0.APPROVAL 2
1.TITLE AND CITATION 3
2.PURPOSE 3
3.PROCUREMENT METHODS AND THRESHOLD SUMMARY 4
4.SMALL PURCHASES 4
5.INFORMAL COMPETITION 5
6.FORMAL COMPETITION 7
7.ALTERNATIVE PROCUREMENT METHODS 11
8.CONTRACT ADMINISTRATION 15
9.CONTRACT PLANNING 18
10.CONSTRUCTION AGREEMENTS 20
11.OTHER CONTRACTUAL DOCUMENTS 21
12.PAYMENT OF INVOICES 25
13.MONITORING CONTRACT PERFORMANCE AND DELIVERABLES 29
14.CONTRACT CLOSEOUT 30
15.UNAUTHORIZED PURCHASES 31
16.PROHIBITION AGAINST SUBDIVISION 32
17.SURPLUS 32
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APPROVAL
Approval of this manual by the County Manager is pursuant to the Collier County Procurement Ordinance.
Approved: _______________________________________
Amy Patterson, County Manager
Effective Date: ________________________________________
By signing this Procurement Manual, the County Manager delegates to the Procurement Services Division
Director the authority to act on his/her behalf in all procurement activities as they relate to this Procurement
Manual.
All authority to execute documents that is vested to the County Manager is hereby delegated to the Procurement
Services Division Director or designee and shall be subject to the limits of any applicable federal, state, or other
law.
Modifications to this manual shall be effective when the revised document is approved in writing by the County
Manager and a new effective date is assigned. Standard Operating Procedures (SOPs), guidelines, forms, and
ancillary documents for the procurement process shall be effective with the approval of the Procurement Services
Division Director or designee. All forms referenced in this document are available on the Procurement Services
Division SharePoint intranet page and should be submitted via the Procurement Jira Ticketing System. Please note
that all mentions of contractor also refer to vendor, consultant, and supplier.
The Procurement Services Division Director or designee shall have the authority to interpret the Procurement
Ordinance and Procurement Manual and may issue directives for that purpose.
The authority to solicit for and enter into contracts provided herein requires strict compliance with the standards
and procedures established in this Procurement Manual, Collier County Human Resources Administrative
Practices and Procedures Manual (CMAs) and the Collier County Procurement Ordinance, as well as any
applicable provisions of State or federal laws.
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1. TITLE AND CITATION
1.1 This manual shall be known and may be cited as the "Collier County Procurement Manual" or
"Procurement Manual."
2. PURPOSE
2.1 The purpose for this Procurement Manual is to provide uniform procedures for the procurement
and contracting of commodities and contractual services in accordance with the Procurement
Ordinance and State and federal law.
2.2 These procedures are designed to not only ensure compliance with the adopted Procurement
Ordinance, but also maximize the purchasing value of public funds, maintain the integrity of the
procurement process, and ensure that both the process and result are auditable.
2.3 Failure to comply with this Procurement Manual shall be deemed a violation and may be subject
to administrative disciplinary action, following Collier County Government Human Resources
procedures and guidelines, up to and including dismissal from Collier County Government
employment.
2.4 This Procurement Manual applies to the procurement of all goods and services irrespective of the
source of the funds.
2.5 Nothing within this Procurement Manual will prevent the County from complying with the terms
and conditions of any grant, gift, or bequest that is otherwise consistent with law.
2.6 The reader is reminded to consider all the information in this Procurement Manual, as well as
SOPs, forms, guidelines, and training materials available on the Procurement SharePoint intranet
page, when undertaking procurement activities.
2.7 The requesting Departments/Divisions shall be responsible for the development of all plans and
specifications sufficiently detailed to provide the basis for full and fair competitive solicitations.
The Procurement Services Division will provide support and input during this process.
2.8 The Procurement Services Division may require the requesting Departments/Divisions to provide
a market analysis prior to issuing a solicitation.
2.9 The availability of funds for the current fiscal year shall be confirmed prior to any transaction or
execution of any contract.
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3. PROCUREMENT METHODS AND THRESHOLD SUMMARY
(Refer to Section Eleven of the Procurement Ordinance)
A summary of the procurement methods and required threshold authorizations are provided below:
Name of Competition Competition
Threshold
Minimum
Procurement Method
Type of
Contract
Issuing
Party
Approval
Authority
Small Purchases
Single Quote
$10,000 or less Single Quote Purchase Order
or P-Card
County
Departments/
Divisions
Procurement
Services
Division
Director or
designee
Informal Competition
Request for
Quotes
Exceeding
$10,000 but not
greater than
$250,000
$10,000 - $50,000
Three written quotes
either in writing or
County’s bidding
platform
$50,000 - $250,000
Three quotes through
County’s bidding
platform
Purchase Order,
P-Card, or
Contract
County
Departments/
Divisions
Procurement
Services
Division
Director or
designee
Formal Competition Exceeding
$250,000
ITB, RFP, RPS, ITN,
and IFQ
Purchase Order,
P-Card, or
Contract
Procurement
Services
Division
Director or
designee
Board
approval
required for
awards over
$250,000
Unless otherwise provided by statutes, all County non-exempt procurements must be made in accordance with the
chart above. Alternative Procurement Methods in Section Twelve of the Procurement Ordinance may be used
instead of the method identified above, when applicable. A purchase shall not be artificially divided or split to
qualify under any other section of the Procurement Ordinance.
4. SMALL PURCHASES
(Refer to Section Eight of the Procurement Ordinance)
4.1 Small Purchases Threshold. $10,000 or less.
4.2 Single Quote. Unless otherwise provided by law, all small purchases will be obtained by a single
quote, with documentation, and generally be processed using a Purchase Order or a P-Card, in
accordance with Section Seventeen of the Procurement Ordinance. County Department/Division
staff will procure the highest quality items or services at the least expense to the County.
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4.3 County Department/Division staff should make all reasonable efforts to purchase goods and
services under Board-approved contracts. In the event a contract is not utilized, staff will procure
the highest quality items or services at the least expense to the County.
4.4 Departments/Divisions will seek the best value for the purchase and attempt to combine like
purchases for cost centers under the Division’s control and will ensure that the purchase supports
the mission of the Division.
4.5 The Procurement Services Division Director or designee may, for strategic purchasing reasons,
direct all purchases of a specific nature (for example, office supplies or industrial supplies) to one
or more specific vendors regardless of the individual or aggregate purchasing volume.
5. INFORMAL COMPETITION
(Refer to Section Nine of the Procurement Ordinance)
5.1 Informal Competition Threshold. Unless otherwise provided by law, purchases in excess of
$10,000 but not greater than $250,000.
5.2 Request for Quotes. Department/Division or Procurement Services Division staff shall obtain at
least three (3) documented competitive quotes from responsible and responsive bidders.
5.2.1 Competitive quotes exceeding $10,000 but not greater than $50,000 may be solicited in
writing or through the County’s bidding platform.
5.2.2 Competitive quotes exceeding $50,000 but not greater than $250,000 shall be solicited
through the County’s bidding platform, unless otherwise approved by the Procurement
Services Director or designee.
5.2.2.1 Staff using the County’s bidding platform to obtain quotes must complete
training provided by the Procurement Services Division.
5.2.2.2 When utilizing the bidding platform, Staff is responsible for selecting the
appropriate commodity codes to ensure fair competition.
5.2.2.3 Department/Division staff must advertise for a minimum of ten (10) calendar
days and monitor bid submittals. As the Request for Quote bid submittal due date
and time approaches, if three (3) quotes are not received, the due date shall be
extended by seven (7) calendar days to promote competition, unless otherwise
approved by the Procurement Director, or designee.
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5.3 When Departments/Divisions are unsuccessful in securing three (3) comparable quotes, the
Departments/Divisions will seek the assistance of the Procurement Services Division. In
instances determined by the Procurement Services Division Director or designee that a good faith
effort was conducted, an award may be made with fewer than three (3) quotes.
5.4 Departments/Divisions will seek the lowest quote obtained (based on the unit or total price
identified in the quote) from the responsive (submits all information requested, agrees to meet
timeline, terms, conditions, etc.) and responsible bidder (has references that check out, current
licenses, certifications, demonstrated years of experience with equipment and staff to perform the
work, etc.).
5.5 All written quotes will be valid for up to thirty (30) calendar days prior to issuance of a Purchase
Order, unless otherwise stated in writing by the vendor.
5.6 Any resulting awards shall be to the responsible and responsive bidder submitting the lowest or
best overall quote which meets all specifications.
5.6.1 Final recommended award of any quote will be reviewed and approved by the
Procurement Services Division Director or designee.
5.6.2 Only the Procurement Services Division staff may issue a qualification-based quote.
5.7 Section Twenty-Four, Protest of Bid or Proposal Award, of the Procurement Ordinance, does not
apply to informal competitive quotes.
5.8 Departments/Divisions who are requesting quotes are to conduct themselves fairly and equitably
by providing the same information, under the same conditions, to all vendors in a fair and open
competitive process.
5.9 In the event the County has an approved contract available for utilization, Department/Division
staff should make all reasonable efforts to purchase goods and services under the approved
contract, unless staff demonstrates that the price under contract exceeds the price on a non-
contract; staff will procure the highest quality items or services at the least expense to the County.
5.10 The Procurement Services Division may recommend that additional sourcing and soliciting are
required by either the Departments/Divisions or by the Procurement Services Division Staff.
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6. FORMAL COMPETITION
(Refer to Sections Ten and Eleven of the Procurement Ordinance)
6.1 Formal Competition Threshold. Unless otherwise provided by law, all purchases exceeding
$250,000 will be competitively procured by Invitation to Bid (ITB), Invitation to Negotiate (ITN),
Invitation for Qualifications (IFQ), Request for Proposals (RFP), or Request for Professional
Services (RPS) issued by the Procurement Services Division Director or designee, and any
subsequent award shall be approved by the Board.
6.2 In addition to the procurement methods authorized elsewhere in the Procurement Ordinance,
Collier County shall competitively award construction contracts pursuant to Section 255.20, Fla.
Stat. when required, and other applicable law.
6.3 Unless otherwise provided by law, the minimum advertising period for all formal competitive
solicitation methods is thirty (30) calendar days, with the exception of construction services which
are advertised for forty-five (45) calendar days. The advertising period may be modified by the
Procurement Services Division Director or designee should unusual circumstances require it. All
advertising will take place on the County’s adopted bidding platform, and the County may make
use of additional advertising platforms or publications as is deemed necessary by the Procurement
Services Division Director or designee.
6.4 Each solicitation shall be awarded based on the criteria set forth in the solicitation.
6.5 For Invitations to Bid, the solicitation shall be awarded to the responsive and responsible bidder
submitting the lowest or best overall bid which meets all specifications.
6.5.1 Local Vendor Preference and tie breaker procedures are outlined in Section Sixteen of
the Procurement Ordinance.
6.5.2 Should a tie bid occur between two non-local bidders, the Procurement Services Division
Director or designee will "flip a coin" between the two lowest local bidders or draw lots
with a minimum of three witnesses when there is a tie among more than two local bidders.
The winner will be recommended for award of the contract.
6.6 For Requests for Proposals, Requests for Professional Services, Invitations for Qualifications, and
Invitations to Negotiate, the following applies:
6.6.1 The solicitations shall be awarded based upon the scoring criteria as set forth in the
solicitation documents, to the responsive and responsible proposer(s) who, in the sole
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opinion of the evaluation committee, is determined to be the most qualified to perform
the work.
6.6.2 The evaluation committee, whose composition is approved by the Procurement Services
Division Director or designee, will be comprised of voting members that may have
technical assistance from non-voting members, and have their committee activities
facilitated by a member of the Procurement Services Division.
6.6.3 Solicitations may be conducted in one or more steps and may involve oral presentations
or demonstrations by the proposers.
6.6.4 The determination of the award is made by the following:
6.6.4.1 A “short listing” of proposers is established by using the scoring criteria outlined
in the solicitation.
6.6.4.2 The short listing is followed by oral presentations, if required, at which point the
evaluation committee ranks the short-listed proposers in a final order of
preference using a standardized ranking form.
6.6.4.3 The final ranking shall be determined without regard to the score established
during the first evaluation (“short listing”).
6.6.5 At the conclusion of both the scoring and ranking evaluation committee meetings, the
results which may include standardized score/rank sheets, meeting minutes, and audio
recordings will be preserved by the Procurement staff member facilitating the evaluation
committee proceedings.
6.6.6 In the event of a tie at the final ranking, the order of ranking shall be determined based
upon the proposer(s) with the lower volume of work previously awarded. Volume of
work shall be calculated based upon total dollars paid to the proposer in the twenty-four
(24) months prior to the proposal submittal deadline. Payment information will be
retrieved from the County’s financial system (SAP). The tie breaking procedure is only
applied in the final ranking step of the selection process.
6.6.7 In the event a tie still exists, ranking will be determined based on a coin toss selection by
the Procurement Services Division Director or designee before at least three (3)
witnesses.
6.6.8 A Notice of Recommended Award (NORA) indicating the final ranking order of the
proposers will be posted on the County’s bidding platform. The County will begin
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negotiations with the number one ranked firm, or in the event that there are more than
one firm or multiple firms being awarded, the County may negotiate with all firms being
recommended for award. In the event the County is unsuccessful with the number one
ranked firm, the County will continue negotiating with the remaining firms in the order
ranked. Board approval of the final ranking may be required prior to the commencement
of negotiations.
6.7 Professional Services Library
6.7.1 A Request for Professional Services shall be issued by the Procurement Services Division
Director or designee to procure professional engineering, architectural, landscape
architectural, or surveying and mapping services, in accordance with the Consultants'
Competitive Negotiation Act (CCNA), Section 287.055, Fla. Stat. An RPS can be issued
and awarded for either a Continuing Contract or for a single project contract as described
in Section 287.055, Fla. Stat.
6.7.2 The County will maintain a “Professional Services Library” as its repository for
consultants under continuing contracts solicited under the provisions of Section
287.055)(2)(g) (“continuing contract”). The library is used to award work assignments
for professional engineering, architectural, landscape architectural, or surveying and
mapping services on an on-going basis through the use of continuing contracts.
6.7.3 The Professional Services Library must be used if the services needed are included in the
Professional Services Library and the resulting construction or study costs meet the
requirements of Section 287.055, Fla. Stat.
6.7.4 If the services are not included in the Professional Services Library, the Procurement
Services Division will issue a formal solicitation, or pursue services as outlined in Section
287.055, Fla. Stat. as determined by the Procurement Services Division Director or
designee.
6.7.5 The County reserves the right to confirm a consultant’s qualifications in order to remain
in the library for each service category. Consultants unable to meet minimum
qualifications may be removed from the service category.
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6.8 Professional Services Library Rotation
6.8.1 Work assignments within each service category are awarded on a rotational basis by the
Procurement Services Division.
6.8.2 For each service category, the Procurement Services Division will place qualifying firms
in the Professional Services Library in the order they are ranked, with the highest scoring
firm placed in the first position in the rotation.
6.8.3 As each work assignment is identified, the next firm in the rotation will be offered the
opportunity to negotiate that work assignment with the County’s Administrative
Agent/Project Manager.
6.8.4 Should a firm decline a work assignment or be unable to reach a satisfactory fee
negotiation with the County within a reasonable time frame, the County will contact the
next firm on the list until the work assignment is successfully negotiated.
6.8.5 Firms will have the option of rejecting one work assignment within each service category
within a twelve (12) month period without penalty. A second work assignment rejection
within any twelve (12) month period will cause the firm to be skipped in the rotation. A
firm who rejects three (3) work assignments or is unable to satisfactorily negotiate three
work assignments in any twelve (12) month period may be removed from the service
category at the direction of the Procurement Services Division Director or designee.
6.8.6 If a consultant wishes to reject a work assignment for any reason, they must complete a
Work Assignment Rejection Notification Form. The County’s Administrative
Agent/Project Manager must then provide a copy of the completed form to the
Procurement Services Division.
6.8.7 Once a full rotation through all firms in a service category is complete, a method that
attempts to impart an equitable distribution of work among selected firms will be based
on prior dollars awarded, with the consultants having received the least amount of dollars
being considered for the next work assignment.
6.9. Professional Services Library - Direct Selection
6.9.1 For work assignments requiring unique experience or knowledge, including past
experience on another phase of the project, the Departments/Divisions may formally
request permission to forego the rotation and select a specific consultant.
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6.9.2 This request will require the Departments/Divisions to submit a Direct Select Form to the
Procurement Services Division. Consultants that are directly selected for a work
assignment as a result of this process shall be passed on their next scheduled turn in the
rotation.
6.9.3 The Professional Services Library content for each service category is posted on the
Procurement Services Division SharePoint intranet page.
7. ALTERNATIVE PROCUREMENT METHODS
(Refer to Section Twelve of the Procurement Ordinance)
7.1 Emergency Procurements
7.1.1 Departments/Divisions must submit a completed Emergency Purchase Order form to the
Procurement Servies Director. Upon approval by the Procurement Services Division
Director or designee and the Collier County Manager or designee, the emergency
purchase may be made either through the issuance of a Purchase Order or P-Card. All
other requisition requirements still apply.
7.1.2 If utilizing a County pre-approved contract, all contractual terms, conditions, and fee
schedules must be strictly adhered to as outlined in the underlying contract.
7.1.3 Emergency procurements will be reported via an administrative report to the Board by
the Procurement Services Division at the next available Board meeting.
7.2 Declared State of Local Emergency
7.2.1 During a declared state of local emergency, standard procurement procedures and
requirements will be suspended. Departments/Divisions must adhere to the emergency
procurement procedures as outlined by the Procurement Services Division. Approval of
emergency purchases will be conducted in strict alignment with applicable State and
federal laws.
7.2.2 If utilizing a County pre-approved contract, all contractual terms, conditions, and fee
schedules must be strictly adhered to as outlined in the underlying contract.
7.2.3 Departments/Divisions are also responsible for ensuring that contractor selection remains
fair, equitable, and transparent throughout the process.
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7.3. Exemption to the Competitive Process
7.3.1 The Departments/Divisions seeking an exemption shall complete an Exemption from the
Competition Process form, and if applicable, an executive summary, and submit it to the
Procurement Services Division for review.
7.3.2 The exemption will be approved by the Procurement Services Division Director or
designee if it is determined that the exemption is in the best interest of the County.
7.3.3 The Board shall approve the expenditure for an exemption that has a value more than the
formal competition threshold.
7.3.4 Exemptions are valid for a period approved by the Procurement Services Division
Director or designee and/or the Board.
7.3.5 Contracts may be required for exemptions if deemed necessary by the Procurement
Services Division Director or designee.
7.3.6 In all cases, the requesting Departments/Divisions shall strive to obtain best value from
a vendor when obtaining goods and services under an exemption.
7.3.7 Should the Procurement Services Division Director or designee determine that the request
is not eligible for exemption and/or that it would be in the best interest of the County to
conduct a competitive process, the Departments/Divisions will be required to work with
Procurement staff on an appropriate procurement method.
7.3.8 Refer to the Exemptions of Competition Guidelines available on the Procurement
SharePoint intranet page.
7.4. Waiver to the Competitive Process
7.4.1 Single source procurements are defined as commodities or contractual services that are
available only from a single source, or the use of such source is both economically and
operationally in the County’s best interest.
7.4.2 Single source procurements may be eligible for the wavier to the competitive process if
the Procurement Services Division Director or designee determines it to be in the best
interest of the County.
7.4.3 Single source commodities or contractual services must be available only from
contractors who are uniquely qualified.
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7.4.4 The single source purchase should be for the only good or service that will produce the
desired results, or is the most appropriate for the given situation, or is available from only
one source of supply, or the use of such source is both economically and operationally in
the County’s best interest.
7.4.5 The Board shall approve the expenditure of a Waiver of Competition with a value more
than the formal competition threshold. Departments/Divisions are responsible to obtain
said approval.
7.4.6 Waivers are valid for a period approved by the Procurement Services Division Director
or designee and/or the Board.
7.4.7 If the request cannot be granted, the Procurement Services Division Director or designee
will direct the requestor to work with Procurement Staff to utilize an alternative
acquisition method.
7.4.8 Contracts may be required for waiver of competition purchases if deemed necessary by
the Procurement Services Division Director or designee.
7.4.9 Refer to the Waiver of Competition Guidelines available on the Procurement SharePoint
intranet page.
7.5 Cooperative Purchasing and Piggybacking
7.5.1 The Departments/Divisions seeking to utilize a Cooperative Agreement shall complete
and submit a Cooperative Purchasing Request Form along with required supporting
documentation as indicated on the form to the Procurement Services Division.
7.5.2 Cooperative Purchasing - the Procurement Services Division Director or designee shall
have the authority to procure goods or services from the Board-approved nationally or
State recognized cooperative purchasing program.
7.5.3 Piggybacking - the Procurement Services Division Director or designee shall have the
authority to procure goods or services from vendors who have been selected, as a result
of a competitive selection process for a federal, State, or municipal government, or any
other government agency, political subdivision, or government-related association,
provided that the originating entity utilized a competitive process similar to Collier
County's.
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7.5.3.1 The solicitation process must be substantially equivalent to the process used by
the County.
7.5.3.2 The contract must be active (not expired) and be able to be completed within the
term of the underlying contract.
7.5.3.3 The products or services needed must be specifically identified within the scope
of the contract.
7.5.3.4 The vendor must agree to extend the contract terms and pricing to the County.
7.5.3.5 Contracts for the professional services identified in Section 287.055, Fla. Stat.,
may not be piggybacked.
7.6 Standardization
7.6.1 Where standardization is determined to be desirable by the Board, the purchase of
commodities may be negotiated directly with a particular vendor with the advance
approval of such purchase by the Board.
7.6.2 Standardization may be the result of a formal evaluation process facilitated by the
Procurement Services Division or the recognition of the historical use of a product as
determined by the Procurement Services Division.
7.6.3 The Departments/Divisions seeking standardization shall complete and submit a
Standardization Request Form to the Procurement Services Division. Approved
Standardization requests may result in the need for a single source and may require further
Board approval.
7.7. Requests for Information (RFI)
7.7.1 An RFI shall be issued by the Procurement Services Division Director or designee when
it is in Collier County’s best interest to request information from potential vendors prior
to the issuance of a planned solicitation, or prior to approval of a standardization request.
7.7.2 An RFI is used to collect comments and obtain input from the marketplace. Information
submitted by vendors in response to an RFI may be used to develop specifications to be
included in a future solicitation. The RFI may include criteria for purposes of formally
evaluating a standardization request as referenced in this Procurement Manual.
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7.7.3 Pricing is not requested during the RFI process.
7.7.4 An award is not made as a direct result of an RFI.
8. CONTRACT ADMINISTRATION
(Refer to Section Twenty of the Procurement Ordinance)
8.1 Purpose.
8.1.1 The purpose of this section is to provide the steps necessary for the administration of
contracts entered into by the County.
8.1.2 This section is designed to advise employees of County procedures to ensure compliance
with laws, rules, procedures, and regulations.
8.1.3 Proper contract administration protects the rights of the parties and ensures that
obligations of the parties are met.
8.1.4 Collier County contracts shall be administered in accordance with procedures established
in this Procurement Manual, the Collier County Procurement Ordinance, Section Twenty,
Contract Administration, and any applicable State and federal law provisions.
8.1.5 The requirements herein serve as a guide in the administration of County contracts. If the
terms of a Collier County contract differ, conflict, or are inconsistent with this
Procurement Manual, the solicitation, or the Purchase Order, the documents shall be
given precedence in the following order:
8.1.5.1 Procurement Ordinance.
8.1.5.2 Contract.
8.1.5.3 Solicitation.
8.1.5.4 Purchase Order.
8.1.5.5 Procurement Manual.
8.2 Contract Document.
Contracts are generally created under any of the following circumstances:
8.2.1 Construction services and on-site services where the County prefers a contract and deems
it in the best interest and protection of the County.
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8.2.2 For the procurement of commodities or services resulting from formal competition
exceeding $250,000.
8.2.3 If it is in the best interest of the County to memorialize details of the transaction, or if an
expenditure would benefit from specific written terms and conditions.
8.2.4 When required by law, policy, or other established regulations.
8.3 Pursuant to the Procurement Ordinance, Section Twenty, every procurement of services shall be
administered by the requesting Agency/Department/Division through an appointed Contract
Administrative Agent/Project Manager.
8.4 Roles and Responsibilities:
The originating Division Director is accountable for all contracts within his/her designated
authority. The Division Director is responsible for the following, as applicable:
8.4.1 Designating a Contract Administrative Agent/Project Manager for every
contract under the division.
8.4.2 In cases where two or more Divisions are responsible for a contract, the parties
will select a Contract Administrative Agent/Project Manager to serve on behalf
of the Divisions.
8.4.3 Ensuring that the designated Contract Administrative Agent/Project Manager
has a thorough understanding of the terms and conditions of the contract and
effectively manages the contract in accordance with County procedures.
8.4.4 Reviewing work orders, change orders, and amendments to confirm that the
scope is in accordance with the scope of the contract.
8.4.5 Approving work orders, change orders, amendments and price adjustments in
accordance with County procedures.
8.5 Contract Administrative Agent/Project Manager.
Unless otherwise noted, the Contract Administrative Agent/Project Manager is responsible for
the following, as applicable:
8.5.1 Proper contract management and administration process.
8.5.2 Developing the contract/project scope and specifications.
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8.5.3 Completing the necessary steps to request a new solicitation with the
Procurement Services Division.
8.5.4 Participating in the development of the contract and writing draft documents for
approval through the appropriate County procedures.
8.5.5 Consulting with other Divisions that may be affected by the contract.
8.5.6 Recommending an annual expenditure cap for the contract.
8.5.7 Establishing a project kick-off meeting, if applicable, once a contract is
approved.
8.5.8 Managing contractor performance in accordance with the established terms and
conditions.
8.5.9 Managing, approving, and documenting any changes (change orders,
amendment, and work orders) to the contract.
8.5.10 Initiating and participating in requests for termination, renewals, extensions, and
amendments to the contract.
8.5.11 Collaboration with the Procurement Services Division to ensure that insurance
certificates and bonds are on file and current.
8.5.12 Initiating “Corrective Action” when the contractor is not in compliance with
terms of contract.
8.5.13 Communicating contract deficiencies to the Procurement Contract Manager,
Contractor, and the Operating Division Director, and appropriate County
officials in a timely manner and in accordance with County procedures.
8.5.14 Approving project reports and invoices for payment, unless that authority has
been designated to another person.
8.5.15 Completing closeout and vendor performance evaluations.
8.5.16 Collaborating with the vendor and the Clerk’s Finance Office to timely process
payments and/or resolve payment issues.
8.6.4. The Contract Administrative Agent/Project Manager is not authorized to:
8.6.1 Instruct the contractor to start work or provide services before the contract is fully
executed and a Purchase Order has been issued.
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8.6.2 Change the scope of the contract/work order without doing so through a formal
amendment or change order.
8.6.3 Direct the contractor to perform work that is not specifically described and funded by the
contract/work order.
8.6.4 Extend the term of the contract/work order without an approved amendment or change
order, unless otherwise approved in the contract.
8.6.5 Authorize the contractor to incur any additional costs over the contract limit set by the
contract/work order, unless approved in accordance with the County’s approved
procedures.
8.6.6 Order or direct the contractor to supply goods and services not specifically itemized in
the agreement through the required change order or amendment.
8.7 Procurement Contract Manager.
The Procurement Services Division provides contract oversight to ensure that contracts and
related documents presented for approval to the Board and/or County Manager or designee
comply with applicable State and federal laws, and County policies and procedures. The
Procurement Contract Manager is responsible for developing, implementing, distributing and
revising the contract templates, SOPs, guidelines, contract administration training materials, and
other contractual document templates and ancillary forms; oversight of the contract renewal and
extension process; preparation and routing of contract amendments and assumption agreements;
providing guidance on corrective action methods and terminations; assisting with the
interpretation and application of County, State, federal or other contract policies; coordinating
with the County Attorney’s Office, and offering training and technical assistance services to the
Department/Division staff.
9. CONTRACT PLANNING
9.1 The contract management process begins with a Division providing a clear and concise
performance-based scope of work or contract specifications to the Procurement Services
Division.
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9.2 Generally, a scope of work refers to services being provided, while contract specifications refer
to items that are going to be received. In either case, the scope of work or contract specifications
should be the road map for successful contract management and administration.
9.3 Planning for an effective contract administration process occurs prior to issuance of the
solicitation or creating a contract.
9.4 At a minimum, the scope of work or contract specifications should:
9.4.1 Establish the County’s requirements.
9.4.2 Provide a shared understanding of each party’s responsibilities.
9.4.3 Include specific terms to evaluate the performance of the contract.
9.4.4 Form the basis for contract administration and management.
9.4.5 Be clear, complete, concise, and consistent, and written in plain English that is
understandable to lay readers.
9.5 Efficient contract administration ensures that the contract requirements are satisfied, the goods
and services are delivered in a timely manner, and the financial interests of the County are
protected. Effective contract administration minimizes or eliminates problems and potential
claims and disputes.
9.6 All contracts, including terms and conditions, are to be submitted to the Procurement Services
Division for inclusion of County acceptable clauses.
9.7 Direct Material Purchasing Program - direct material purchases are a cost-savings measure to
achieve sales tax savings through the County’s sales tax exemption by purchasing materials
directly from a supplier or vendor. Refer to the Direct Material Purchase Guidelines available on
the Procurement SharePoint intranet page.
9.8 Change Orders.
9.8.1 The Contract Administrative Agent/Project Manager will complete the Change Order
Form and submit it to the Procurement Services Division with an executive summary, if
applicable.
9.8.2 Refer to the Change Order Guidelines available on the Procurement SharePoint intranet
page.
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9.9 Amendments.
The Contract Administrative Agent/Project Manager will complete the Contract Amendment
Request form and submit it to the Procurement Services Division with an executive summary, if
applicable.
9.9.1 The Procurement Services Division prepares the amendment for review and approval by
the County Attorney’s Office.
9.9.2 All contract amendments must be in writing and approved by all appropriate parties.
9.9.2.1 The Procurement Services Division routes contract amendments to the vendor
for signature and, if applicable, to the Clerk of the Circuit Court for recording
and uploading to SAP.
9.10 Price Adjustments - the Departments/Divisions are responsible for submitting a Price Increase
Request form to the Procurement Services Division.
9.11 Contract Renewals and Extensions - the Departments/Divisions are responsible for monitoring
contract terms. To request a renewal or extension, the Contract Renewal or Extension Request
form must be completed and submitted to the Procurement Services Division.
10. CONSTRUCTION AGREEMENTS
10.1 Retainage - in accordance with Section 218.735(8)(a), Fla. Stat., the Board may withhold an
amount not exceeding 5% of the payment as retainage from each progress payment issued to a
contractor, where applicable.
10.1.1 Should the Departments/Divisions recommend a reduction to the percentage of
cumulative retainage, the request shall be subject to the following:
10.1.1.1 Whether the contractor has performed in a satisfactory manner.
10.1.1.2 Outstanding claims or disputes.
10.1.1.3 Contract Balance.
10.1.1.4 Retainage Balance.
10.1.1.5 Date that the Certificate of Substantial Completion with punch list was fully
executed.
10.1.1.6 Date of Final Completion.
10.1.1.7 Amount of any liquidated damages assessed or intend to waive.
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10.1.2 The Departments/Divisions shall obtain approval from the Board to reduce less than 5%
of the retainage. Any decision to reduce retainage shall be formally communicated by
letter to the contractor's representative. The letter shall affirmatively state that the
contractor has satisfactorily performed the contract work.
10.2 Liquidated Damages - Departments/Divisions shall obtain approval from the Board to waive the
assessment of liquidated damages.
10.3 Consent to Assignments of Contracts - the Departments/Divisions must inform the Procurement
Services Division upon notification of a legal change in ownership.
10.3.1 The County's authority for consent to assignment of a contract may be approved by the
Procurement Services Division Director or designee.
10.3.2 The Procurement Services Division is responsible for the development and processing of
the assumption agreement.
10.4 Contract Terminations - the Departments/Divisions desiring to terminate a contract must submit
a Contract Termination Request to the Procurement Services Division. Notices that terminate in
its entirety a Board-approved purchase or contract must be approved by the Board prior to its
termination, unless otherwise provided in the contract.
11. OTHER CONTRACTUAL DOCUMENTS
11.1 Notice to Proceed (NTP) - a formal letter issued by the Contract Administrative Agent/Project
Manager on behalf of the County to the contractor/consultant, authorizing them to begin work on
the project. It marks the official start of the project and often specifies:
•Start Date - the exact date when the contractor/consultant is required to commence
work.
•Contract Time - the number of days or the time within which the work must be
completed, as per the terms of the agreement, Substantial Completion Date
(Construction), or Final Completion Date (Design/Consulting).
11.1.1 In a project specific construction agreement, the original Substantial Completion Date is
the number of days identified in the agreement and then formalized with a date in the
Notice to Proceed. If situations arise where days should be added to allow the
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construction to reach the Substantial Completion Date, then a Change Order (or Change
Orders) should be processed prior to the Substantial Completion Date. Change Orders
processed to extend the Substantial Completion Date will also extend the Final
Completion Date.
11.1.2 The NTP is crucial because it marks the beginning of the contract performance period
and may be tied to deadlines, payment schedules, and liquidated damages pursuant to the
agreement's terms.
11.1.3 NTPs will be submitted by the Departments/Divisions through the Jira ticketing system
to the Procurement Services Division. The Procurement Services Division will validate
and upload the NTP to SAP.
11.1.4 A Limited Notice to Proceed (LNTP) may be issued prior to commencement of work on
construction projects where there may be long lead times for ordering materials. This will
not impact the contract completion days and should not be issued for any billable work.
11.2 Stop and Start Letters - a formal project communication that directs the contractor/consultant to
temporarily halt or resume work. The Contract Administrative Agent/Project Manager issues
these letters to the contractor/consultant. The letters should not be issued for purposes of
circumventing the terms of the contract or initial completion time, such as issuing a stop letter on
Friday at 5:00 p.m. and issuing a start letter on Monday at 8:00 a.m. or holidays.
11.2.1 Stop Letter - a written directive in the form of a letter issued to the contractor/consultant
to cease work, usually due to safety concerns, changes in project scope, contract disputes,
or unforeseen issues like regulatory compliance, weather events, or environmental
concerns.
11.2.1.1 The stop letter includes the effective date and reasons for the stoppage, the
scope of work affected, any required actions before resuming work, and
remaining days for completion upon notice to resume the work. The
Departments/Divisions will electronically submit the letter through the Jira
ticketing system to the Procurement Services Division. The Procurement
Services Division will validate and upload the letter to SAP.
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11.2.2 Start Letter (resume work) - a follow-up written directive in the form of a letter
authorizing the contractor/consultant to recommence services after resolving the stoppage
issues.
11.2.2.1 The start letter provides a new timeline for project completion, deadline
adjustments, or contract modifications, if necessary.
11.2.2.2 The Departments/Divisions will submit the start letter through the Jira system
to the Procurement Services Division. The Procurement Services Division
will validate and upload the letter to SAP.
11.3 Work Orders.
11.3.1 The Contract Administrative Agent/Project Manager must comply with the terms of an
approved continuing contract or agreement, which authorizes a contractor/consultant to
perform a specific task within the broader scope of the master agreement. Nothing in the
work order shall conflict with the terms and conditions of the continuing contract or
agreement, and all work performed must fall within the scope and term of the underlying
master agreement.
11.3.2 Work Assignments through the Professional Services Library are administered by the
Procurement Services Division under the protocol of the Procurement Manual, Section
Six. The Contract Administrative Agent/Project Manager will comply with the rotation
process established in the contract and in the Procurement Manual, Section Six.
11.3.3 Work Orders requiring Board approval are reviewed by Procurement in the County’s
Agenda System. If applicable, a Notice to Proceed will also be issued. All others are
reviewed and approved by the Procurement Services Division through SAP.
11.4 Work Directive.
11.4.1 A Written Directive, also referred to as a Work Directive, shall mean a written directive
issued by the Contract Administrative Agent/Project Manager to a contractor, when
allowed for under the terms of the contract, in an instance where the parties cannot agree
on price and/or costs associated with work arising from differing, unforeseen or
emergency site conditions and the work in question is part of the “critical path” of the
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contract schedule. The contractor or subcontractor cannot perform the work before a work
directive is issued.
11.4.2 Promptly after being notified of a change, the contractor shall submit an itemized not-to-
exceed estimate of any cost or time increases or savings it foresees as a result of the
change. A work directive should ultimately be followed up with an agreed upon Change
Order.
11.4.3 The work directive must be executed by all the parties prior to the effective date.
11.4.4 A verbal Work Directive may only be issued in extraordinary emergencies when
necessary to protect and promote the public interest, which shall be followed up with a
written Work Directive within five (5) calendar days.
11.4.5 The Contract Administrative Agent/Project Manager shall process a Change Order
resulting from the issuance of a Work Directive within sixty (60) calendar days, unless
waived by the Procurement Director or designee. Regardless of the impact, the Contract
Administrative Agent/Project Manager shall negotiate a Change Order with the
contractor as follow-up to the work directive change.
11.5. Performance and Payment Bonds.
(Refer to Section Twenty-One of the Procurement Ordinance)
11.5.1 The Procurement Services Division Director or designee shall determine if payment and
performance bonds are required. All contracts for construction or repairs of public
buildings and public works projects shall require payment and performance bonds in
accordance with 255.05, Fla. Stat.
11.5.2 Payment and performance bonds shall be at least 100 percent of the contract amount,
including any Owner’s allowance.
11.5.3 All required bonds shall be from a surety company authorized to do business in the State
of Florida to guarantee the full and faithful performance of the contractual obligations
and the payment of labor and material expended pursuant to the contract whenever and
in such amounts as is deemed necessary by the Procurement Services Division. The surety
shall meet the requirements of the Department of the Treasury Fiscal Service,
“Companies Holding Certificates of Authority as Acceptable Sureties on Federal Bonds
and as Acceptable Reinsurance Companies.” An irrevocable letter of credit from a
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financial institution operating within the State of Florida (or other alternative forms of
surety as permitted under Florida law) may be sufficient in place of the performance
bond, if so provided for in the bid and contract documents.
11.5.4 The vendor is required to record the payment and performance bonds and riders with the
Collier County Clerk of Court and pay all associated costs.
11.5.5 All such bonds or letters of credit shall be approved as to form by the County Attorney
and held by the Clerk's Board Minutes and Records Department.
11.5.6 For contracts that are not presented to the Board, Departments/Divisions are required to
obtain the bond and include the recorded bond as part of the Purchase Order requisition.
11.6 Insurance.
11.6.1 Evidence of insurance is required of contractors to protect County assets, County
employees, and the public from losses for property damage, bodily injury, loss of use,
business interruption, and financial loss.
11.6.2 The amount of insurance coverage required for each contract will be specified by the
County’s Risk Management Division. Insurance certificates will be required and
reviewed by Risk prior to the approval of any contract. During the life of the contract, the
contractor is required to maintain all the specified insurance requirements. For further
reference, refer to the Insurance Requirements Guidelines available on the Procurement
SharePoint intranet page.
12. PAYMENT OF INVOICES
12.1 Prior to the execution of a formal contract subject to the Procurement Ordinance and this
Procurement Manual, the Procurement Services Division Director, or designee shall establish a
formal payment schedule and payment terms within the agreement. Such terms and conditions
shall be consistent with the requirements of all applicable laws and the formal solicitation
documents.
12.2 After the contract award, the County shall pay contractors for the services rendered in accordance
with the terms and conditions set forth in the Contract, in an amount not to exceed that authorized
by each Purchase Order, contingent upon an appropriation by the Board. The County shall
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promptly notify the contractor if the necessary appropriation is not made. No contractor shall
begin compensable work without an issued Purchase Order for the project.
12.3 County staff shall comply with the Local Government Prompt Payment Act (Section 218.70, Fla.
Stat.) and Sections 218.73 and 218.735, Fla. Stat. for the timely payment for purchases of services.
12.4 Proper Invoice Requirements - if an invoice conforms with all statutory requirements and does
not differ materially from the requirements established by Collier County, then the invoice is
considered proper. The Clerk of the Circuit Court’s Finance Office has sole discretion to make a
reasonable determination as to whether an invoice is improper because it differs materially from
the requirements established by Collier County. As such, the following represents the
requirements for an invoice to be considered a proper invoice for payment:
12.4.1 The goods or services received must have been properly authorized by the County. If a
Purchase Order or contract was required, the goods or services must have been received
in the way the Purchase Order or contract specified. If proof of receipt is required,
documentation showing the goods or services were received or provided shall be attached
to the invoice.
12.4.2 The invoice shall contain the following minimum information:
12.4.2.1 The name of the contractor.
12.4.2.2 The address of the contractor.
12.4.2.3 The date of the invoice.
12.4.2.4 The Collier County Purchase Order, if applicable.
12.4.2.4.1 The contract number, if applicable.
12.4.2.4.2 The “Customer” or “Bill To” information should include the Board
of County Commissioners agency name and address.
12.4.2.5 For contractual payments, the date the contract was signed by the Board of
County Commissioners or Board designated County staff person.
12.4.2.6 For invoices involving the purchase of goods:
12.4.2.6.1 A description of the item.
12.4.2.6.2 The quantity purchased.
12.4.2.6.3 The unit price.
12.4.2.6.4 The total price (for each item).
12.4.2.6.5 The total amount of the invoice (all items).
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12.4.2.7 For invoices involving the purchase of services:
12.4.2.7.1 Itemized description of services performed, including persons who
performed services and hourly rate, if required.
12.4.2.7.2 The date the services were performed.
12.4.2.7.3 An itemization of other direct reimbursable costs (description,
amount, etc.), including copies of invoices for reimbursable
expenses when deemed appropriate by the Clerk of the Circuit
Court’s Finance Office.
12.4.2.7.4 Billing method for services performed (approved hourly rates,
percentage of completion, direct (actual) costs, etc.).
12.4.2.8 For Partial Payment Requests on Construction Contracts:
12.4.2.8.1 Partial Payment Requests (invoice) on the County approved
Application for Payment form or American Institute of Architects
(AIA) Application and Certificate for Payment form, with all
appropriate certification documents required by the contract for
payment.
12.4.2.8.2 The itemized schedule of values.
12.4.2.8.3 Copies of supporting invoices for all stored materials for which
payment is being sought.
12.4.2.8.4 Copies of bond invoice and proof of payment for which bond
payment is being sought.
12.4.2.8.5 Release of liens (partial), if applicable.
12.4.2.9 For Final Payment Requests on Construction Contracts:
12.4.2.9.1 All the documentation required in section 12.4.2.8 above.
12.4.2.9.2 Release of liens, final.
12.4.2.9.3 Consent of Surety.
12.4.2.9.4 Certificate of Occupancy and other required permit close out
documents, if applicable.
12.4.2.9.5 Operating manuals, maintenance manuals, and all warranty related
documentation.
12.4.2.9.6 As-built construction plans should be provided to the County.
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12.4.2.10 Any other information required by written agreement or contract with the
Board of County Commissioners.
12.4.3 Invoices submitted in connection with the issuance of a Purchase Order and
contract/agreement shall be submitted in Adobe PDF format to
BCCAPCLERK@collierclerk.com.
12.4.4 An itemized invoice is defined as a detailed breakdown of goods or services provided to
the County, listing descriptions, quantities, unit prices, and costs for each item or service.
Unlike a standard invoice with a lump-sum amount, an itemized invoice offers the County
a transparent view of individual charges associated with their purchase.
12.4.5 If a subcontractor is a related entity to the contractor, then the contractor shall not mark-
up the subcontractor’s fees. A related entity shall be defined as any parent or subsidiary
of the company and any business, corporation, partnership, limited liability company or
other entity in which the company or a parent or a subsidiary of the company holds any
ownership interest, directly or indirectly.
12.4.6 Allowance - any allowance dollar amount that has been included in the Contractor’s Bid
Schedule amount is not a guaranteed reimbursement but rather is only eligible for
reimbursement by the County if expressly authorized by the County and formally agreed
upon and memorialized by the parties via Change Order, which includes an itemized
quote providing in detail the agreed upon time and material costs for the Change Order
work. Reimbursement for any use of the allowance will require itemized backup
documentation that is consistent with the quote provided with the Change Order and must
establish and validate the expenditure of time and materials invoiced at a level supported
by an audit. Examples of allowable labor (time) backup documentation involving
payments for direct salaries will, at a minimum, identify the personnel involved, salary
rate per hour, and hours spent working on the Project, which should be substantiated by
timecards or another acceptable form of electronic employee recordkeeping. Materials or
equipment billed should include itemized copies of invoices or receipts to document such
expenses.
12.4.7 The labor rates provided by the Contractors are considered all-inclusive of labor burden
and should not include additional terms and conditions, unless otherwise provided for in
the underlying contract.
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12.4.8 Overtime is applicable only if expressly provided for in the underlying contract. Any
reference to “working hours” in the contract (e.g., 7 a.m. to 7 p.m.) or to the County Noise
Ordinance has no relationship to the County having any responsibility to pay Contractors
at overtime rates, but rather establishes the time during which work can take place. Work
beyond the referenced “working hours” does not establish an entitlement to overtime pay.
In the absence of an express agreement to reimburse the Contractor for overtime based
on hourly overtime rates established in the Agreement or as agreed upon in an approved
Change Order, overtime does not apply and is not compensable.
12.4.9 Markup for labor cost is allowed if the contractor confirmed in writing that the labor rates
were raw labor wages and no profit/overhead is included. If the labor rates were all-
inclusive and profit/overhead was factored in, then markup would not be allowed.
13. MONITORING CONTRACT PERFORMANCE AND DELIVERABLES
13.1 Monitoring of contract performance is a key function of efficient contract administration. It is
essential to ensure that the contractor is performing all duties in accordance with the contract and
the appropriate County staff members are aware of any developing problems or issues.
13.2 During the life of the contract, the Contract Administrative Agent/Project Manager should
communicate regularly with the contractor, monitoring whether the goods and services required
of the contract are being provided in accordance with the contract and working to resolve any
issues promptly. Whenever possible, the parties should seek to resolve disputes informally by
direct discussion.
13.3 It is essential for the Contract Administrative Agent/Project Manager to apply the Twelve Key
Metrics that have been developed to assist in this effort and become part of any County and
contractor contract relationship.
13.3.1 Twelve Key Metrics:
13.3.1.1 Customer Service - provide excellent customer service to both the County staff
and the public.
13.3.1.2 Contract Deliverables - supply the goods and services outlined in the
agreement.
13.3.1.3 Delivery Schedule - maintain the agreed schedule and avoids delays.
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13.3.1.4 Quality – provide the highest level of quality of goods and services.
13.3.1.5 Billing and Invoicing – submit detailed and accurate invoices matching the
work performed.
13.3.1.6 Project Management – consistently demonstrate the ability to stay on top of
processes.
13.3.1.7 Subcontractor Management – maintain a professional relationship with
subcontractors.
13.3.1.8 Equipment and Resources – provide the best available equipment to perform
the work.
13.3.1.9 Materials Management – demonstrate “best practice” in handling and storage.
13.3.1.10 Cost Control – hold and manage costs to avoid exceeding budget projections.
13.3.1.11 Maintaining Technical Requirements – monitor quality control of the products
and processes.
13.3.1.12 Safety Standards – ensure staff is trained and properly equipped to perform the
work safely.
13.4 Contractor performance may be reviewed at the time of delivery of products or services, at the
completion of a project, or at the end of a contract. The information recorded may be subsequently
referenced and considered in the recommended award of future contracts.
13.5 The Contract Administrative Agent/Project Manager should complete a Corrective Action Report
when an issue occurs and attempt to resolve the matter with the contractor.
13.6 The evaluations and copies of corrective action reports are to be submitted to the Procurement
Services Division.
14. CONTRACT CLOSEOUT
14.1 A contract is closed when all work described in the project scope is completed, when all contract
dollars have been expended, or when the contract is terminated.
14.2 The Contract Administrative Agent/Project Manager is responsible for closeout activities,
including but not limited to:
14.2.1 Validating all deliverables and services have been delivered and accepted.
14.2.2 Verifying all project reports have been received and accepted.
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14.2.3 Confirming any claims and performance issues have been resolved and liquidated
damages have been properly assessed for non-performance/non-compliance.
14.2.4 Validating Substantial and Final Completion, Final Payment Checklist, and Warranty
forms have been processed, if applicable.
14.2.5 Acceptance of a Contractor Transition Plan, outlining in detail the transfer of property to
the County, transfer project knowledge and conduct training with the appropriate County
representatives, etc., if applicable.
14.2.6 Disposal of any County surplus property, in accordance with the County’s policies and
procedures.
14.2.7 Completing a contractor performance evaluation through the County’s vendor evaluation
system.
14.2.8 Conducting a debriefing with the contractor.
15. UNAUTHORIZED PURCHASES
(Refer to Section Twenty-Two of the Procurement Ordinance)
15.1 All purchases made shall be consistent and in compliance with the Procurement Ordinance.
Violations shall be handled in the manner provided by statutes or applicable Collier County
Procurement Manuals. Any purchase or contract made contrary to the provisions thereof and
contrary to Florida law shall not be approved and the County shall not be bound thereby, unless
the following:
15.1.1 Should work be authorized or purchases made not in conformance with the Procurement
Ordinance, Procurement Manuals, or contracts, the Departments/Divisions will complete
an After-the-Fact Procurement Form.
15.1.2 The Board shall approve the After-the-Fact Procurement form if the transaction has a
value exceeding the formal competition threshold. The Department/Division is
responsible for creating the agenda item and Executive Summary and providing all
required documentation to the Procurement Services Division.
15.1.3 The Procurement Services Division Director or designee shall approve the After-the-Fact
Procurement form if the transaction has a value less than the formal competition threshold
and will report it to the Board on the Procurement Administrative Report. The
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Department/Division is responsible for providing the Procurement Services Division the
form and all required documentation.
16. PROHIBITION AGAINST SUBDIVISION
(Refer to Section Twenty-Three of the Procurement Ordinance)
16.1 No contract or purchase shall be subdivided to avoid the requirements of the Procurement
Ordinance or State law.
17. SURPLUS
17.1 In all such instances, the Procurement Services Division Director or designee shall ensure that
the purchase has been approved subject to all other provisions of the Procurement Ordinance.
17.2 All fixed assets purchased using a P-Card shall be properly reported to the Fixed Assets Section
of the Clerk of Courts Finance Division so that it can be properly recorded.
17.3 Refer to the Procurement Services Division Surplus Guidelines available on the Procurement
SharePoint intranet page.
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REVISION HISTORY
DATE Description
Approved by the County Manager. Replaces ***
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Purchasing Card Manual 2025 Version 1
Collier County Purchasing
Card Manual
Procurement Services Division
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INDEX #PAGE #
0.APPROVAL 2
1.TITLE AND CITATION 3
2.PURPOSE 3
3.APPLICATION AND SCOPE 3
4.OVERVIEW 3
5.DEFINITIONS 4
6.CONTACT INFORMATION 5
7.CARD HOLDER RESPONSIBILITIES 6
8.DIVISION DIRECTORS’ RESPONSIBILITIES 8
9.SUPERVISOR/MANAGER RESPONSIBILITIES 8
10.FISCAL PROCESSOR RESPONSIBILITIES 9
11.CARD ISSUANCE AND REQUIRED TRAINING 9
12.TRANSACTION SPENDING DOLLAR LIMITS 11
13.SPENDING LIMIT INCREASE 12
14.PURCHASES ALLOWED WITH THE P-CARD 13
15.PURCHASES NOT ALLOWED WITH THE P-CARD 13
16.USING THE P-CARD 14
17.RETURNS 16
18.RECEIVING/SHIPPING INSTRUCTIONS 16
19.ITEMIZED RECEIPTS 17
20.LOST OR INCOMPLETE RECEIPTS 17
21.P-CARD BILLING CYCLE AND PROCESSING 18
22.LOST OR STOLEN P-CARDS 20
23.LEGAL NAME CHANGES 20
24.DISPUTES 20
25.UNAUTHORIZED USE OF P-CARD 21
26.VIOLATIONS 21
27.REJECTIONS 22
28.P-CARD EXPIRATIONS 22
29.TERMINATION OF EMPLOYMENT OR DEACTIVATION OF P-CARD 22
30.RESERVED RIGHTS 23
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APPROVAL
Approval of this Manual by the County Manager is pursuant to the Collier County Procurement
Ordinance.
Approved: _______________________________________
Amy Patterson, County Manager
Effective Date: ________________________________________
All authority to execute documents that is vested to the County Manager or designee is hereby
delegated to the Procurement Services Division Director or designee and shall be subject to the limits
of any applicable federal, state, or other law.
Modifications to this Manual shall be effective when the revised document is approved in writing by
the County Manager and a new effective date is assigned. Standard Operating Procedures (SOPs),
forms, and ancillary documents will become effective upon approval by the Procurement Services
Division Director or designee and shall be reviewed annually for necessary updates. All forms
mentioned herein are available on the Procurement Services Division SharePoint intranet page and are
to be submitted through the established Procurement Jira Ticketing System.
The Procurement Services Division Director or designee shall have the authority to interpret the
Procurement Ordinance and Procurement Manuals and may issue directives for that purpose, including
but not limited to, resolving disputes, clarifying ambiguous provisions, and ensuring compliance with
applicable laws. For the purposes of this manual, ‘designee’ shall refer to any individual authorized
by the Procurement Services Division Director to perform specified tasks.
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1. TITLE AND CITATION
1.1 This Manual shall be known and may be cited as the "Collier County Purchasing Card
Manual" or "P-Card Manual."
2. PURPOSE
2.1 The purpose of this manual is to establish procedures for procuring goods and/or services
using purchasing cards through the Purchasing Card Program. Purchasing cards shall be
for the exclusive purpose of making purchases for official Collier County business.
3. APPLICATION AND SCOPE
3.1 This manual applies to the procurement of all goods and services irrespective of the
source of the funds through the use of a P-Card Program.
3.2 Nothing within this manual will prevent the County from complying with the terms and
conditions of any grant, gift, or bequest that is otherwise consistent with law.
3.3 This manual applies to those individuals who have been issued a Purchasing Card (“P-
Card”) and those responsible for approving and overseeing the purchasing transactions.
3.4 Individuals assigned a P-Card must act in accordance with this Purchasing Card Manual,
as well as the Florida Statutes, Procurement Ordinance, Procurement Manual, CMA
#5808 Purchasing Card Program Policy and Procedures, and any established
Division/Department Standard Operating Procedures when undertaking procurement
activities to adequately safeguard company assets. Compliance with procedures set forth
in this document are a requirement for using a P-Card.
4. OVERVIEW
4.1 The P-Card is a credit card used for legitimate public purchases and billed directly to
Collier County for payment.
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4.2 The P-Card is assigned to specific employees or individuals authorized by the
Procurement Services Division Director or designee for purposes of making purchases
for official Collier County business.
4.3 The P-Card may also be used strategically to make larger dollar purchases under the
direction of the Procurement Services Division Director or designee, and where it is in
the best interest of the County.
4.4 The Procurement Services Division Director or designee shall be responsible for the
overall management and operation of the County's P-Card program.
4.5 Compliance with procedures and mandatory training is a requirement for having and
using a P-Card. The participation in and use of the P-Card Program shall not circumvent
procurement guidelines or procedures.
4.6 Failure to comply with this Collier County Purchasing Card Manual shall be deemed a
violation and may be subject to administrative disciplinary action, following Collier
County Government Human Resources procedures and guidelines, up to and including
dismissal from Collier County Government employment.
5. DEFINITIONS
Bank: The financial institution selected by the County to provide banking services.
Cardholder: A Collier County employee or individual who is approved to use the purchasing card
to execute purchase transactions on behalf of the County.
Fiscal Processor: The fiscal person who processes the Cardholder's transactions in Xponential.
The fiscal person cannot be the cardholder.
Free on Board (F.O.B.) Destination: The point at which a title changes hands from the supplier
to the buyer at the destination of the shipment when the buyer signs for the goods. The supplier
owns the goods in transit, assumes responsibility for carrier selection, and files any claims for
damages incurred during this period. F.O.B. destination does not address the responsibility for
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the cost of transportation (freight charges), which must be specified with the inclusion of
additional language in writing at the time of the transaction.
G/L Code: Category designated in the County’s Financial System (“SAP”) in which funding is
being utilized.
Manager or Supervisor (Approving Manager): A person responsible within the Division assigned
to the oversight of the Cardholder transactions and compliance with P-Card policies.
P-Card Program Manager: The Procurement Services Division Director’s designee responsible
for the general oversight of the program, P-Card usage, and transaction monitoring, and who
serves as a single point of contact between Collier County and the Bank for general oversight of
the P-Card Program.
Purchasing Card (P-Card): A credit card used to purchase contract and non-contract goods and/or
services necessary for official County business. A purchasing card is issued to an individual for
purchases by that individual only.
Transaction: A purchase made on the P-Card with one supplier at a time.
Xponential: Software to view and manage card transactions within SAP.
6. CONTACT INFORMATION
6.1 The Procurement Services Division Program Manager (“P-Card Program Manager”) is
available to assist with all aspects of P-Card use and any questions at: (239) 252-8407 or
Procurement Jira Portal.
6.2 The billing address and phone number for all P-Cards is 3295 Tamiami Trail E., Naples,
FL 34112, (239) 252-8407.
6.3 Never respond to outside sources regarding Collier County P-Card information, such as
text messages, emails, or phone calls.
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6.4 This manual is not intended to cover every possible situation. For any questions, contact
the P-Card Program Manager.
7. CARDHOLDERS RESPONSIBILITIES
7.1 P-Cards are issued under the Cardholders’ legal name and are the property of Collier
County.
7.2 Cardholders’ responsibilities include, but are not limited to:
7.2.1 Ensuring purchases are best value, serve a valid public purpose, and are in
compliance with the Procurement Ordinance and this manual.
7.2.2 Selecting only one payment method in advance of the purchase, either P-Card or
Purchase Order. Only one payment method is accepted.
7.2.3 Ensuring the purchase meets the same standards as are required for a Purchase
Order, following CMA 5808, the Procurement Ordinance, and any established
Division/Department Standard Operating Procedures.
7.2.4 Complying with allowable and prohibited purchases.
7.2.5 Purchasing items that are immediately available.
7.2.6 Ensuring P-Card numbers are not on file with any merchant.
7.2.7 Ensuring P-Card numbers do not appear on shipping documents, emails, or
attachments in the Xponential system. The P-Card account number must be
redacted from any documentation.
7.2.8 Obtaining the total cost of the order from the merchant before the order is placed.
7.2.9 Confirming with the merchant that an itemized receipt must be provided.
7.2.10 Acquiring a credit from the merchant, when necessary.
7.2.11 Ensuring transactions are within established transaction and monthly cycle
limits.
7.2.12 Contacting the Bank to file a merchant dispute if a merchant incorrectly charges
your card and will not correct the transaction. (Refer to Section 24, Disputes).
7.2.13 At the time of a purchase, informing the merchant that Collier County purchases
are exempt from Florida state sales tax for items bought in or shipped to the State.
The tax-exempt number is printed on the card.
7.2.14 Providing required documentation, including the justification and itemized
receipt, to the designated Fiscal Processor for final review and reconciliation.
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7.3 Cardholders shall not:
7.3.1 Use the P-Card for personal purchases.
7.3.2 Attempt to obtain cash advances.
7.3.3 Share use of the P-Card or disclose the P-Card number with anyone other than
the merchant with whom they are doing business.
7.3.4 Authorize multiple transactions (split orders) to circumvent established limits.
7.3.5 Provide the P-Card number over the phone unless the Cardholder initiated the
phone call.
7.3.6 Make a photocopy of the P-Card, fax, scan, mail, or email the full account
number.
7.3.7 Use the P-Card for advanced orders, prepaid goods or services, or deposits,
except those allowable per subsection 16.4 Advance Payments.
7.3.8 Use the P-Card to purchase items for advanced orders or backorders. If an order,
previously thought to be available, cannot be delivered/shipped within five (5)
business days, the order (or part thereof) must be canceled and resubmitted when
the product is available for immediate delivery.
7.3.9 Accept or sign on behalf of the County any quote, proposal, contract, or
agreement. Any document with terms and conditions must be provided to the
Procurement Services Division for review.
7.4 Secure P-Card.
7.4.1 Use of the P-Card is limited to the Cardholder whose name appears on the front
of the P-Card.
7.4.2 The P-Card shall not be loaned to another person, including the
approver/reviewer.
7.4.3 The P-Card must be kept in a secure location at all times.
7.4.4 The account number shall not be posted or left in a conspicuous place.
7.4.5 The complete account number must never be faxed, mailed, or emailed
(including attachments). The order may be emailed, but the account number must
be phoned in to the merchant.
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8. DIVISION DIRECTORS’ RESPONSIBILITIES
8.1 The Director has oversight and fiduciary responsibility for purchases made with the
purchasing cards assigned within their areas as well as ensuring accountability and
integrity in the spending of the public’s funds. The Director is responsible for authorizing
who uses the purchasing cards in their Division, establishing corrective steps for
noncompliance, providing fiscal oversight and management of the processing of
transactions in SAP, following the Purchasing Card Manual, and ensuring the P-Card is
used consistently with the County’s mission, applicable laws, and ethical practices.
8.2 Directors have the responsibility of notifying the P-Card Program Manager within one
(1) business day if an employee is no longer employed by Collier County Government,
is transferred to another Collier County Division, or no longer needs the use of the P-
Card.
8.3 For employees who are terminated or no longer require a P-Card, the card must be
collected, cut in half, and forwarded to the Procurement Services Division. Upon
notification, the account will be closed, and the P-Card will be destroyed upon receipt.
This procedure also applies to employees who are suspended or on leave.
If the P-Card cannot be retrieved from the terminated employee, the Division shall
promptly notify the P-Card Program Manager. The card will be treated as "lost or stolen,"
and the account will be closed.
8.4 If the employee is transferred or promoted to another Collier County Division, upon
notification of the transfer, the P-Card will be canceled. A new P-Card Request Form
signed by the new Director will be required for the employee to be issued a P-Card for
their new Division.
9. SUPERVISOR/MANAGER RESPONSIBILITIES
9.1 Ensure all purchases made by the Cardholder are approved business-related expenditures
for a public purpose.
9.2 Ensure all purchases are made in conjunction with all Procurement and P-Card policies.
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9.3 Reviewing the appropriateness of the expenditure, adherence to pricing, verifying it
serves a public purpose, verifying sales tax was not charged, and ensuring proper
supporting documentation is provided.
10. FISCAL PROCESSOR RESPONSIBILITIES
10.1 The Fiscal Processor will review each transaction to ensure:
10.1.1 Accuracy.
10.1.2 Appropriate documentation exists (see subsection 21.3 Supporting
Documentation).
10.1.3 Compliance with CMA 5808 Purchasing Card Program Policy and Procedures, the
Procurement Ordinance, Procurement Manual, and this Purchasing Card Manual.
10.1.4 The appropriate account string (Fund, Cost Center, G/L, and WBS, if applicable).
10.1.5 The appropriate valid business purpose.
10.1.6 Documentation submitted by the Cardholder supports the transaction.
10.1.7 Segregation of duties will include that no Cardholder processes their own
transaction and there should be multiple (two at minimum) Fiscal Processors
available for each Cardholder.
10.2The Fiscal Processor will:
10.2.1 Approve transactions through Xponential within five (5) business days of the
purchase.
10.2.2 Attach the itemized invoices provided by the Cardholder through Xponential and
enter the proper account string (Fund, Cost Center, G/L, and WBS, if applicable)
for the purchase.
10.2.3 Attach or enter any additional required information through Xponential such as
insurances, contract numbers, approved travel requests, or valid public purpose.
10.2.4 Ensure there is a delegate assigned during leave.
11. CARD ISSUANCE AND REQUIRED TRAINING
11.1 Permanent full-time or part-time Collier County employees approved by their Division
Director and the Procurement Services Division Director or designee and specific
individuals approved by the County Manager or designee are eligible to obtain a P-Card.
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11.2 A Purchasing Card Request form is to be completed and returned to Procurement for
approval for all new cardholders and employees transferring between Collier County
Divisions.
11.3 Training.
11.3.1 P-Card training covering Collier County policies, procedures, and Cardholder
regulations is required for all new P-Card applicants.
11.3.2 Training is also required on the Xponential software system for Fiscal Processors
who process Cardholders' transactions.
11.3.3 All employees or individuals participating in the P-Card Program must complete
an initial and annual refresher training.
11.3.4 Failure to complete training may result in the suspension of P-Card privileges
until compliance is achieved.
11.3.5 The Procurement Services Division will maintain records of training and enforce
compliance.
11.4 Acknowledgment.
11.4.1 A Cardholder Acknowledgement Form is required from each Cardholder prior to
the distribution of a new or reissued card.
11.4.2 The P-Card is issued to an employee or individual in their legal name and is to be
used exclusively by the named person. No other person is authorized to use the
card.
11.4.3 The Cardholder is responsible for all charges on their P-Card.
11.4.4 The Cardholder is not allowed to relinquish control of their P-Card.
11.4.5 The P-Card is Collier County property and the right to use the P-Card may be
cancelled at any time.
11.4.6 Cardholders agree to comply with CMA 5808 Purchasing Card Program Policy
and Procedures.
11.4.7 Cardholders acknowledge that repeated misuse of the P-Card will result in
revocation of the card.
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11.5. Activation.
11.5.1 Upon application approval and processing, the new P-Card will be mailed directly
to the P-Card Program Manager or designee in approximately seven (7) to ten
(10) business days.
11.5.2 The activated P-Card will be provided to the Cardholder during the initial training
session. If the Cardholder fails to attend training within sixty (60) days of the
initial scheduled training session, the P-Card will be deactivated and cancelled.
11.5.3 Any P-Cards that are not used for a period of six (6) months or more may be
subject to deactivation.
12. TRANSACTION SPENDING DOLLAR LIMITS
12.1 A single transaction is defined as one or more items purchased from the same merchant
at the same time on the same day.
12.2 The P-Card default limits are set by the Procurement Services Division Director or
designee, per monthly billing cycle (6th to 5th), and per single/monthly transaction
purchase.
12.3 The P-Card has a thirty (30) or thirty-one (31) day cycle that does not coincide with an
actual month. The cycle runs from the 6th through the 5th of the following month. The
next business day after the 5th is when the monthly card limit renews.
12.4 Spending Limits. The P-Card spending limits are as follows:
Division Employees:
•Single Transaction Limit: Not to exceed $5,000.00 per P-Card.
•Monthly Transaction Limit: Not to exceed $15,000.00 per P-Card.
Division Designated Supervisor/Manager:
•Single Transaction Limit: Not to exceed $10,000.00 per P-Card.
•Monthly Transaction Limit: Not to exceed $20,000.00 per P-Card.
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Division Directors and Department Heads:
•Single Transaction Limit: Not to exceed $15,000.00 per P-Card.
•Monthly Transaction Limit: Not to exceed $30,000.00 per P-Card.
12.5 Cardholders are prohibited from splitting transactions to cover a single purchase or
circumvent the established single transaction limit assigned to the P-Card. Purchases may
not be divided into multiple orders or receipts to remain within the transaction limit.
12.6 The Procurement Services Division reserves the right to block or prohibit the use of goods
and services. The Merchant Category Code Group (MCCG) is used to classify a business
by the type of goods and/or services provided. A request to unblock an MCCG must be
approved by the Cardholder’s Division Director and made to the P-Card Program
Manager.
13. SPENDING LIMIT INCREASE
13.1 The Purchasing Card Request form must be submitted to Procurement at least five (5)
business days before the anticipated need for the increased limit.
13.2 Requests may be made either for a permanent or temporary basis.
13.3 Temporary spending limit increases are defined as those lasting no more than sixty (60)
days, after which the cardholder’s limit will revert to the original amount.
13.4 Temporary increase requests will be approved as follows:
Limit Increase Levels Required Approval
Single Transactions Exceeding $10,000
Monthly Transactions Exceeding
$20,000
Director and Procurement Director or
designee
Single Transactions Exceeding $15,000
Monthly Transactions Exceeding
$30,000
Director, Department Head/Executive
Director and Procurement Director or
designee
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13.5 Permanent transaction spending dollar limit increase requests above the amounts
established in subsection 12.4 Spending Limit Increase shall require approval by the
Procurement Director or Designee and County Manager.
14. PURCHASES ALLOWED WITH THE P-CARD
14.1 Purchasing cards may be used to purchase goods and/or services for use in conducting
official County business, provided purchases are not prohibited by this policy or any other
approved County policy or procedure.
14.2 The total purchase made with a P-Card must not exceed the limits associated with each
P-Card.
14.3 All transactions shall serve a valid public purpose and be in compliance with the
Procurement Ordinance and this manual.
15. PURCHASES NOT ALLOWED WITH THE P-CARD
15.1 The following types of purchases may not be made using a P-Card and may result in a
suspension or revocation of the P-Card.
15.2 Prohibited Purchasing List. The following list contains prohibited purchasing items and
is not all-inclusive:
15.2.1 ATM cash withdrawals.
15.2.2 Personal purchases.
15.2.3 Tips (other than for taxi cabs, shuttles, or limos).
15.2.4 Tips exceeding 15% for taxi cabs, shuttles, or limos.
15.2.5 Food for travel (Refer to CMA #5310 Business Travel).
15.2.6 Alcohol/Liquor in any form.
15.2.7 Guns, Weapons, and Ammunition.
15.2.8 Gift cards.
15.2.9 Purchases from pawn shops.
15.2.10 Split transactions.
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15.2.11 Backorders.
15.2.12 Autopay for monthly or recurring invoices and charges.
15.2.13 Acceptance of cash refunds in lieu of a credit.
15.2.14 Acceptance of store credits in lieu of a credit.
15.2.15 To acquire or accumulate loyalty or rebate program points, for personal
use. Where prohibited by County CMA.
15.2.16 Advance payments for services, unless allowable per Section 28.235, Fla.
Stat.
15.2.17 Rental Cars (Contact Fleet Management Division).
15.2.18 Gasoline, fuel, or oil. (Contact Fleet Management Division).
15.2.19 Purchases from individuals and entities associated with foreign countries
of concern, pursuant to Section 287.138, Fla. Stat.
15.2.20 Payment of overdue, unpaid, or Purchase Order-initiated invoices.
15.3 Refer to Resolution No. 2013-274, as amended, for specific exemptions applicable to the
Tourism Division.
15.4 The Cardholder is responsible for contacting the P-Card Program Manager within one (1)
business day if the P-Card is inadvertently used for personal use.
16. USING THE P-CARD
16.1 Before using the P-Card, the Cardholder must determine whether the item is available for
purchase and whether sufficient funding is available.
16.2 Online Purchases.
16.2.1 Ensure the website is secure by checking for 'https' in the URL, verifying the
presence of a closed lock icon, and confirming the legitimacy of the merchant
through independent research, if necessary.
16.2.2 Avoid using public Wi-Fi and ensure the network is secure.
16.2.3 Always log out of the account after completing the transaction.
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16.3 PayPal.
16.3.1 The Procurement Services Division allows the use of PayPal as long as the
following conditions are met:
16.3.1.1 The Cardholder prints screens to document where the payment
was initiated and the details of the transaction.
16.3.1.2 The Cardholder provides these screen prints, along with all
itemized receipts, confirmations, and emails to the Fiscal
Processor.
16.3.1.3 Receipts document the purchase with as much detail as is
available.
16.3.1.4 The PayPal merchant ID is entered on the transaction.
16.4 Advance Payment. Collier County pays for commodities and services after they have
been received, unless the transaction meets specific conditions established in Section
28.235, Fla. Stat.
16.5 Certificates of Insurance.
16.5.1 The Cardholder is responsible for ensuring a current Certificate of Insurance
(COI) is provided by the merchant prior to any work being performed and that the
current COI is provided to the Fiscal Processor to attach to the SAP record with
the transaction.
16.5.2 Contact the Risk Management Division to determine the appropriate coverages.
Refer to the Insurance Guide found on the Procurement Services Division
SharePoint intranet page.
16.6 Sales Tax Exemption.
16.6.1 Collier County purchases are tax exempt, and the tax-exempt certificate can be
found on the Procurement Services Division SharePoint intranet page.
16.6.2 Provide the merchant with the County's tax exemption number.
16.6.3 Cardholders are responsible for reviewing the receipt prior to leaving the
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store/internet site and obtaining a credit for Florida sales tax incorrectly applied.
16.6.4 If a purchase is charged taxes, Cardholders must attempt to have taxes credited.
Should a merchant refuse to issue a sales tax credit, Cardholders must document
the attempt and submit this documentation to Procurement Services for further
action. Repeated issues with the same merchant should be reported to the
Procurement Services Division for evaluation of merchant compliance.
16.6.5 Failure to obtain credit for Florida sales tax when required may result in
reimbursement to the County by the Cardholder for taxes paid.
16.6.6 Failure to adhere to the sales tax exemption policy may result in disciplinary
action, including revocation of P-Card privileges.
16.6.7 Our Tax Forgiveness Policy only covers purchases that total $300 or less and is
at the discretion of the Procurement Services Division Director or designee.
17. RETURNS
7.1 Cardholders are responsible for obtaining a credit receipt or invoice from a merchant
when the purchase is returned to the merchant. Cardholders are not authorized to receive
a cash payment for returned purchases.
7.2 Cardholders cannot accept store credit for purchases made via P-Card. If the merchant is
uncooperative in giving a credit, the Cardholder shall dispute, per Section 24 Disputes of
this manual, the transaction with the Bank within sixty (60) days of the end of the cycle
in which the transaction occurred.
7.3 All merchant rebates resulting from purchase activities shall be directed to the
Procurement Services Division.
18. RECEIVING/SHIPPING INSTRUCTIONS
18.1 Although the County General Terms and Conditions require shipping to be FOB
Destination, it is understood that the vast majority of P-Card purchases are generally made
with suppliers where freight will be added to the final total.
18.2 Cardholders should ensure that freight costs are reasonable and identified on the quote
and invoice.
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18.3 When items are being shipped, the Cardholder must have the product shipped to the
Cardholder’s office address and include the following:
•Attention (Name)
•Division (Name)
•Division Address (including current address and suite numbers)
18.4 Please request the Merchant to clearly mark on the paid invoice receipt that it is a “P-
Card transaction.” This will avoid duplication of invoices.
18.5 The merchant should not charge the P-Card until the item is ready to ship.
18.6 If the Cardholder has not received the purchased item within five (5) days, the
Cardholder should contact the merchant.
19. ITEMIZED RECEIPTS
19.1 Obtain an itemized receipt for all purchases.
19.2 Check with the merchant prior to making the payment to ensure an itemized receipt will
be generated.
19.3 The itemized receipt must include the quantity, a description of the item(s), the unit cost,
and the extended price.
19.4 Review the itemized receipt immediately upon receipt.
20. LOST OR INCOMPLETE RECEIPTS
20.1 If a receipt is lost, the Cardholder must contact the merchant to obtain a duplicate itemized
receipt.
20.2 Receipts that are not itemized and pricing that cannot be verified could result in
repayment by the Cardholder.
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20.3 The Procurement Services Division Director or designee has the authority to approve
payment of a P-Card transaction without the itemized receipt and will be dealt with on an
individual basis, along with a detailed explanation from the Cardholder's Director.
21. P-CARD BILLING CYCLE AND PROCESSING
21.1 The P-Card has a thirty (30) or thirty-one (31) day cycle that does not coincide with an
actual month. The cycle runs from the 6th through the 5th of the following month. The
next business day after the 5th is when the monthly card limit renews.
21.2 Monthly Processing.
21.2.1 Each cycle (6th - 5th of any month) that the Cardholder had transaction(s).
21.2.2 Make sure each transaction has supporting documentation.
21.2.3 Scan all receipts/documentation and attach them to the transaction in Xponential.
21.2.4 Confirm the account string (Fund, Cost Center, G/L, and WBS, if applicable) on
all transactions.
21.2.5 Ensure the budget is available for transactions.
21.2.6 Transactions will not be reflected in the SAP Budget to Actual report until posted
by the Clerk of Courts Finance Department.
21.3 Supporting Documentation.
21.3.1 Supporting documentation from the Cardholder should be presented to the Fiscal
Processor for review immediately after the use of the P-Card but no later than two
(2) days after the purchase to allow the Fiscal Processor ample time to enter the
necessary data and documentation on the transaction in Xponential.
21.3.2 At a minimum, the supporting documentation must contain:
21.3.2.1 Date of purchase.
21.3.2.2 Amount of each item, number purchased, freight charges, and tax,
if applicable.
21.3.2.3 If a surcharge is charged, it must be itemized.
21.3.2.4 Merchant name.
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21.3.2.5 Itemized description of items purchased.
21.3.2.6 Signed authorized travel request, if applicable.
21.3.2.7 Contract number if purchased off a current contract, or a note
specifying purchase was a non-contract item.
21.3.2.8 Include a valid public purpose for the goods or service.
21.3.2.9 COI (Certificate of Insurance), if applicable.
21.4 Cardholders shall ensure merchants are paid promptly and must follow up with the
merchant if the P-Card has not been charged within one (1) week after the services have
been rendered or the item received.
21.5 The Cardholder cannot pay for a purchase or service with the P-Card weeks or months
later.
21.6 Non-travel-related food purchases that fall under an approved Resolution require
additional documentation. List the Resolution number, complete valid business purpose,
including details such as attendees, name of event, event information, etc.
21.7 Accurate documentation is essential for audit purposes. Failure to provide proper
documentation may lead to an audit finding and could result in disciplinary action,
including revocation of P-Card privileges.
21.8 All travel must be pre-approved per CMA #5310 Business Travel.
21.9 Airline Tickets and Luggage Fees. The cost of taking luggage on a business trip may be
paid using the P-Card. A copy of the receipt must be attached to the P-Card transaction.
21.10 Capital Assets.
21.10.1 Cardholders will ensure capital funds are available prior to making the purchase.
21.10.2 The Director or designee is responsible for providing to the Clerk of Court’s
Finance Department via the Capital Asset Transaction Form with any asset-
related transaction information made with a P-Card, in accordance with CMA #
5809 Managing Personal Property and Consumable Supplies.
21.10.3 The signed asset form shall be attached to the record in Xponential.
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21.11 Information Technology (IT) Acquisitions. Any Procurement that involves the purchase
of technology requires the written pre-approval of the Information Technology Division.
21.12 Surcharges.
21.12.1 Merchants may add a surcharge which must be disclosed before the
purchase is made.
21.12.2 Most credit card companies require merchants to disclose credit card
surcharges in online transactions, on a sign at the store’s point of entry
and point of sale, and on the receipt.
21.12.3 Cardholders are responsible for evaluating the surcharge fee to ensure
the best value.
22. LOST OR STOLEN P-CARDS
22.1 Collier County has liability for a lost or stolen P-Card up until the time it is reported to
the Bank.
22.2 Cardholders have the responsibility to report the P-Card lost or stolen the moment they
realize their P-Card is missing or that the number has been compromised. In addition to
notifying the bank immediately, the Cardholder must notify the P-Card Program Manager
within twenty-four (24) hours.
23. LEGAL NAME CHANGES
23.1The Purchasing Card Request form is to be completed and returned to Procurement for
approval. A new Cardholder Acknowledgement Form will also be required.
24. DISPUTES
24.1 In the event of a disputed transaction, Cardholders must notify the merchant and attempt
to resolve. If the merchant is uncooperative in resolving the matter, contact the P-Card
Program Manager.
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24.2 Cardholders have sixty (60) days to file a dispute.
25. UNAUTHORIZED USE OF P-CARD
25.1 Cardholders shall report all suspicious fraud activities to the Bank and the P-Card
Program Manager immediately.
25.2 The Bank will contact the P-Card Program Manager when there appears to be suspicious
activity or possible fraud. The Bank will not contact the Cardholder directly.
25.3 Cardholders are responsible for contacting the P-Card Program Manager within one (1)
business day if the P-Card is inadvertently utilized for personal use.
26. VIOLATIONS
26.1 The Cardholder’s use of the P-Card is subject to a continuing audit process.
26.2 Any violation of policy and/or procedures governing the use of the P-Card shall be
justification for the suspension or revocation of Cardholder privileges by the Procurement
Services Division Director or designee of the employee's privilege to use the P-Card and
can result in disciplinary action.
26.3 Violation Process:
26.3.1 First Offense = 30-day suspension of P-Card
26.3.2 Second Offense = 90-day suspension of P-Card
26.3.3 Third Offense = Revocation of P-Card
26.4 All employees or individuals participating in the P-Card Program are expected to adhere
to the highest ethical standards when using the P-Card, ensuring that all purchases meet
public purpose standards and align with the County’s commitment to transparency and
accountability.
26.5 Employees incorrectly using their P-Card will be disciplined, may be personally liable to
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the County for the amount of any non-approved purchase(s), and may be subject to legal
action by the County.
27. REJECTIONS
27.1 Transactions may be rejected or declined from time to time for a variety of reasons.
27.2 The most common reason is that the merchant has entered the wrong credit card number
or expiration date. Verify these with the merchant as a first step to resolve a decline.
27.3 All declined transactions appear immediately online through the banking system.
27.4 Cardholders can call the customer service number on the P-Card and the P-Card Program
Manager to assist in determining the reason for the declined transaction.
28. P-CARD EXPIRATION
28.1 P-Cards have four (4) digits to indicate expiration. The P-Card is always valid through
the end of the month indicated. If the P-Card were to expire (example: 01/27), it would
remain valid until January 31, 2027, at midnight.
28.2 Replacement P-Cards are automatically sent to the P-Card Program Manager, who will
contact the Cardholder for pick-up.
29. TERMINATION OF EMPLOYMENT OR DEACTIVATION OF P-CARD
29.1 Prior to the Cardholder’s last date of employment or transfer to a new division within
Collier County, the Cardholder is responsible for notifying the P-Card Program Manager
and physically destroying the P-Card. The P-Card Program Manager will then deactivate
the P-Card account.
29.2 If a Cardholder is put on leave for any disciplinary action or for an extended leave of
absence, it is the Cardholder’s Division Director’s responsibility to notify the P-Card
Program Manager immediately and the P-Card can be temporarily suspended. The P-
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Card will be reactivated upon notification of the Cardholder’s return. This is primarily
for leaves of absence over two (2) weeks.
29.3 If a Cardholder is terminated due to disciplinary action(s), the Division Director is
responsible for notifying the P-Card Program Manager and physically destroying the P-
Card. The P-Card Program Manager will deactivate the P-Card account.
29.4 The Division Director may request the P-Card Program Manager deactivate the P-Card
at any time.
30. RESERVED RIGHTS
31.1 The P-Card Program is a Procurement Services Division program under the control and
custody of the Procurement Services Division Director. The Procurement Services
Division Director or designee has authorization to direct P-Card use towards particular
merchants and markets for strategic purchasing reasons, where significant savings,
oversight, and rebates can be achieved.
31.2The Procurement Services Division Director, or their designee, holds the authority to:
31.2.1 Issue or cancel P-Cards at any time.
31.2.2 Adjust spending limits as necessary, either increasing or decreasing them.
31.2.3 Conduct investigations related to P-Card usage.
31.2.4 Restrict transactions with specific merchants or merchant types.
31.2.5 Prohibit the use of specific Point of Sale (POS) devices for transactions.
31.2.6 Report any misconduct or failure to comply with established policies to the
County Manager or their designee.
31.3 The Procurement Services Division Director or designee has authorization to periodically
solicit for P-Card banking services and related management tools to provide the required
level of program oversight and management of the P-Card program.
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REVISION HISTORY
DATE Description
This version supersedes and repeals in its entirety
Purchasing Card Manual Rev. #4.0 (effective date
8/15/2023).
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NOTICE OF PUBLIC HEARING
NOTICE OF INTENT TO CONSIDER AN ORDINANCE
Notice is hereby given that a public hearing will be held by the Collier County Board of County
Commissioners commencing at 9:00 a.m. on August 12, 2025, in the Board of County Commissioners meeting room,
third floor, Collier Government Center, 3299 East Tamiami Trail, Naples, FL, to consider:
AN ORDINANCE REPEALING ORDINANCE NO. 2013-69, AS AMENDED, WHICH ORDINANCE
ESTABLISHED THE COLLIER COUNTY PROCUREMENT SERVICES DIVISION AND ADOPTED A
PROCUREMENT POLICY CONCERNING THE PROCUREMENT OF GOODS AND SERVICES, AND
REPLACING IT WITH THIS SUPERSEDING ORDINANCE, TO BE KNOWN AS THE COLLIER COUNTY
PROCUREMENT ORDINANCE, WHICH ORDINANCE SETS FORTH ITS PURPOSE, APPLICABILITY,
AND APPROVED THRESHOLDS; PROVIDES FOR DEFINITIONS; ESTABLISHES AND SETS FORTH
THE DUTIES OF THE PROCUREMENT SERVICES DIVISION AND PROCUREMENT SERVICES
DIRECTOR; ESTABLISHES ETHICAL STANDARDS; PROVIDES FOR PROCEDURES FOR SMALL
PURCHASES UNDER $10,000, FOR INFORMAL COMPETITION THRESHOLD FOR PURCHASES
EXCEEDING $10,000 BUT UNDER $250,000, AND FOR A FORMAL COMPETITION THRESHOLD AND
BIDDING PROCESS FOR PROCUREMENTS EXCEEDING $250,000; PROVIDES FOR PROCUREMENT
METHODS FOR THE COMPETITIVE PROCESS, THE PROCUREMENT OF PROFESSIONAL
SERVICES, AND COMPETITIVE PROPOSALS; ESTABLISHES ALTERNATIVE PROCUREMENT
METHODS; PROVIDES FOR EMERGENCY PURCHASING, AN EXEMPTION AND WAIVER TO THE
COMPETITIVE PROCESS, COOPERATIVE PURCHASING, AND STANDARDIZATION; PROVIDES
FORMAL COMPETITIVE AWARDS PROCESS, RESERVED RIGHTS TO THE COUNTY, REJECTION
AND CANCELLATIONS, NEGOTIATIONS, INSPECTING AND TESTING, AND AWARDS;
ESTABLISHES A PROCEDURE FOR UNSOLICITED PROPOSALS; ESTABLISHES POLICIES FOR
SMALL AND DISADVANTAGED MINORITY AND WOMEN BUSINESS ENTERPRISES; LOCAL
VENDOR PREFERENCE; PROVIDES FOR A PURCHASING CARD PROGRAM; PROVIDES FOR
ADVANCE PAYMENTS FOR GOODS AND SERVICES; PROVIDES FOR PAYMENT OF INVOICES; SETS
FORTH A PROCEDURE FOR CONTRACT ADMINISTRATION AND FOR PERFORMANCE AND
PAYMENT BONDS; PROHIBITS UNAUTHORIZED PURCHASES INCLUDING THE SUBDIVISION OF
PURCHASES; SETS FORTH A PROCEDURE FOR BID AND PROPOSAL AWARD PROTESTS;
PROHIBITS CONFLICT OF INTERESTS; SETS FORTH A PROCEDURE FOR THE DEBARMENT AND
SUSPENSION OF VENDORS; AUTHORIZES THE BOARD TO WAIVE THESE PROVISIONS WHEN
APPROPRIATE; PROVIDES FOR CONFLICT AND SEVERABILITY, REPEAL OF PRIOR ORDINANCES,
INCLUSION INTO THE CODE OF LAWS AND ORDINANCES, AND AN EFFECTIVE DATE.
A copy of the proposed Ordinance is on file with the Clerk to the Board and is available for inspection. All interested
parties are invited to attend and be heard.
All persons wishing to speak on any agenda item must register with the County Manager prior to presentation of
the agenda item to be addressed. Individual speakers will be limited to 3 minutes on any item. The selection of an
individual to speak on behalf of an organization or group is encouraged. If recognized by the Chairman, a
spokesperson for a group or organization may be allotted 10 minutes to speak on an item. Written materials
intended to be considered by the Board shall be submitted to the appropriate County staff a minimum of 7 days prior
to the public hearing. All materials used in presentations before the Board will become a permanent part of the record.
As part of an ongoing initiative to encourage public involvement, the public will have the opportunity to provide
public comments remotely, as well as in person, during this proceeding. Individuals who would like to participate
remotely should register through the link provided within the specific event/meeting entry on the Calendar of
Events on the County website at www.colliercountyfl.gov/our-county/visitors/calendar-of-events after the agenda
is posted on the County website. Registration should be done in advance of the public meeting or any deadline
specified within the public meeting notice. Individuals who register will receive an email in advance of the public
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hearing detailing how they can participate remotely in this meeting. Remote participation is provided as a courtesy
and is at the user’s risk. The County is not responsible for technical issues. For additional information about the
meeting, please call Geoffrey Willig at 252-8369 or email to Geoffrey.Willig@colliercountyfl.gov.
Any person who decides to appeal any decision of the Board will need a record of the proceedings pertaining
thereto and therefore, may need to ensure that a verbatim record of the proceedings is made, which record includes the
testimony and evidence upon which the appeal is based.
If you are a person with a disability who needs any accommodation in order to participate in this proceeding, you
are entitled, at no cost to you, to the provision of certain assistance. Please contact the Collier County Facilities
Management Division, located at 3335 Tamiami Trail East, Suite 101, Naples, FL 34112-5356, (239) 252-8380, at
least two days prior to the meeting. Assisted listening devices for the hearing impaired are available in the
Board of County Commissioners Office.
BOARD OF COUNTY COMMISSIONERS
COLLIER COUNTY, FLORIDA
BURT L. SAUNDERS, CHAIRMAN
ATTEST:
CRYSTAL K. KINZEL, CLERK
By: Martha Vergara, Deputy Clerk
(SEAL)
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