Agenda 09/09/2025 Item #16E 4 (The administrative report prepared by the Procurement Services Division for various County Divisions’ after-the-fact purchases)9/9/2025
Item # 16.E.4
ID# 2025-2786
Executive Summary
Recommendation to approve the administrative report prepared by the Procurement Services Division for various County
Divisions’ after-the-fact purchases requiring Board approval in accordance with Procurement Ordinance No. 2025-34,
and the Procurement Manual in the amount of $10,810 (Fund 4008).
OBJECTIVE: To promote accountability and provide transparency to the public and gain the Board’s
approval/ratification for various procurement-related transactions that were not in compliance with contract terms or
procurement policies.
CONSIDERATIONS: In accordance with Section Twenty-One (Unauthorized Purchases) of Procurement Ordinance
No. 2025-34, all purchases shall be consistent and in compliance with the Procurement Ordinance. Purchases made
contrary to this ordinance are not binding on the County. In accordance with the Procurement Manual, those purchases
made not in conformance with the ordinance, policy, procedure, or contract terms require an After-the-Fact form
reported to the County Manager and the Board.
Staff is requesting that the Board accept this administrative report approving the After-the-Fact memo for the Water
Division and authorize the timely payment of the outstanding invoice. This administrative report includes the following
for Board approval:
1. After-the-Fact Submission – Water Treatment & Controls Inc.
The Water Division is submitting this After-the-Fact request for parts purchased from Water Treatment & Controls, Inc.,
using Purchase Order #4500235322, (Contract #23-8122). During the invoice review, it was identified that the vendor
had updated certain part descriptions, and these were not reflected in the contract. As a result, the contract price list did
not align with the revised descriptions. This oversight has since been addressed through a contract amendment. The total
amount for approval pending payment is $10,810, with the funds available in Fund 4008-253221.
This item is consistent with the Collier County strategic plan objective to safeguard taxpayer money by promoting fiscal
stewardship and sound budget oversight.
FISCAL IMPACT: The net total amount owed for one (1) item pending payment is $10,810 (Fund 4008).
GROWTH MANAGEMENT IMPACT: There is no Growth Management Impact associated with this action.
LEGAL CONSIDERATIONS: This item is approved as to form and legality and requires majority vote for Board
approval. —SRT
RECOMMENDATIONS: To approve the administrative report prepared by the Procurement Services Division for one
County Division’s after-the-fact purchase requiring Board approval in accordance with Procurement Ordinance No.
2025-34, and the Procurement Manual in the amount of $10,810 (Fund 4008).
PREPARED BY: Josie Terga, Supervisor-Operations II, Procurement Services Division.
ATTACHMENTS:
1. After the Fact Report
2. Water Treatment & Controls ATF & Backup
Page 1603 of 2661
Item
Contract or
Purchase
Order
Date Description of Project Vendor Name Division - Director
Fiscal Impact for
Additional
Services
Outstanding
Invoices Description
1 4500235322 7/31/2025 Parts Purchase Water Treatment &
Controls Inc Howard Bragdon $10,810.00 $10,810.00
The Water Division is submitting this After-the-Fact request for parts purchased from Water
Treatment & Controls, Inc., using Purchase Order #4500235322, (Contract #23-8122). During the
invoice review, it was identified that the vendor had updated certain part descriptions, and these
were not reflected in the contract. As a result, the contract price list did not align with the revised
descriptions. This oversight has since been addressed through a contract amendment. The total
amount for approval pending payment is $10,810.00.
Meeting Date Total number of After
the Fact Forms
Fiscal Impact for
Additional Services
Outstanding
Invoices
9/9/2025 1 $10,810.00 $10,810.00
After the Fact Pending Approval for Payment
Page 1604 of 2661
After-the-Fact Form
Page 1 of 2
-DQXDU\
Per section 21 of the Procurement Manual, all purchases shall be consistent and in compliance with the Procurement Ordinance
(2017-08). Should work be authorized or purchases made that are inconsistent with County policy, procedure, or contract terms,
an After-the-Fact Procurement Form is required.
Vendor Name:Reason for ATF:
Other (Explain):
Amount:Date of Purchase:
Contract #:Purchase Order #:
Describe goods/services purchased:
Details of the Purchase:
Have the goods been received, or have the services been performed? Yes No
Has the vendor been paid? Yes No
Action Required (choose one):
Ratification of payment already made Authorize payment to the vendor
Other (Explain):
Why is this deemed a non-compliant purchase? Choose one.
Contract
Other (Explain):
Ordinance Manual P-Card Purchase Order
Division:Department:
All fields are required and are based on the division and department structure. If electronic signatures are used, the date fields are
optional.
Requester Signature Date
Division Director Signature Date
Department Head or Executive Director Signature Date
Water Treatment and Controls Contract - Goods/Services or Fees Outside Approve
$ 10,810.00 3/25/25
23-8122 - Chlorinator Equipment Maintenance 4500235322
The goods and services purchased are for routine inspection/maintenance and emergency repairs to the Water Division's
chlorine and ammonia chemical feed systems through contract 23-8122. Typical locations for service are the two Regional
Water Treatment Plants and one Remote Pumping Station (Goodland). Service is required per Florida Administrative Code, the
County's Risk Management Plan, and industry best practices required to have gas chlorine/ammonia on site.
The goods/services specific to this after-the-fact are for maintenance to the chlorine/ammonia feed system at the North
Regional Water Treatment Plant (NRWTP).
On 03/25/2025, Water Treatment and Controls was at the NRWTP for a scheduled routine maintenance of the plant's
chlorine/ammonia chemical feed system. Part of the services provided was replacement of parts in the plant's ammonia feed
system. After goods/service were received it was determined that these internal parts within the ammonia feed system had
changed during a previous plant rehabilitation project; however, the old part numbers were included/not updated in price list
when the contract was last ratified. This is a minor administrative issue and a contract amendment has been completed adding
the models/part numbers to the approved contract.
✔
✔
Water Public Utilities
Pamela Libby brogdon_h Digitally signed by brogdon_h
Date: 2025.07.31 13:14:15 -04'00'
Howard Brogdon brogdon_h Digitally signed by brogdon_h
Date: 2025.07.31 13:14:25 -04'00'
Jim DeLony DeLonyJim Digitally signed by DeLonyJim
Date: 2025.07.31 14:37:51 -04'00'
✔
✔
Page 1605 of 2661
After-the-Fact Form
Page 2 of 2
-DQXDU\
Corrective/Preventative Action (choose all that apply).
Procurement 101 Training
Quoting101 Training
Internal Process Refresher Training
Review Procurement Ordinance
P-Card Training Review Procurement Manual
Other:BBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBB__________________________________
BBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBB
By signing and submitting this form, I acknowledge that I am responsible for managing and overseeing procurement actions and
contracts in line with the requirements of the Procurement Manual, the Procurement Ordinance, and contract terms. I understand that
any after-the-fact approvals or other remedial actions that could have been prevented will lead to counseling, training, corrective
measures, and progressive discipline, as appropriate, for both the employee and my supervisor. Additionally, I affirm my commitment
to completing any corrective or preventive actions assigned by the Division Director to prevent future occurrences of after-the-fact
purchases.
Requester Signature Date
The Division Director acknowledges their responsibility for implementing all necessary actions to prevent future occurrences of after-
the-fact approvals. They also affirm that appropriate measures, including employee and supervisor counseling, training, corrective
actions, and progressive discipline, will be provided to staff as required by the circumstances.
Division Director Signature Date
Reviewed:
3URFXUHPHQW Signature Date
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Signature Date
Submit After-the-Fact requests to Procurement Services via the Jira Ticketing System.
After-the-Fact requests less than $15,000 will be placed on the Procurement Administrative Report for approval by the Board
of County Commissioners.
After-the-Fact requests greater than $15,000 will require approval by the Board of County Commissioners via an agenda item.
The Division is responsible for creating the agenda item and Executive Summary and providing all required documentation.
✔
Pamela Libby brogdon_h Digitally signed by brogdon_h
Date: 2025.07.31 14:41:17
-04'00'
Howard Brogdon brogdon_h Digitally signed by brogdon_h
Date: 2025.07.31 14:41:25
-04'00'
Page 1606 of 2661
Page 1607 of 2661
(850) 474-1805
(800) 826-7699
(850) 474-1776 FAX
9900A N. PALAFOX STREET • PENSACOLA, FLORIDA 32534-1227
Pricing for New Contract 2024 PO #4500235082
Collier County NCRWTP Job #350102 Fixed Contract (Twice a year)
WTCT Invoice #0002002-IN
Equipment Serviced:
(2) V2000 V-Notch Chlorinators $1,601.00 each = $ 3,202.00
(10) 510M Vacuum Regulators $1,081.00 each = $10,810.00
(2) 2 inch Chlorine Injectors $ 897.00 each = $ 1,794.00
(2) V10K Ammoniator $ 665.00 each = $ 1,330.00
(2) 3000 lb Ammonia Regulator $1,178.00 each = $ 2,356.00
(2) 1 inch Ammonia Injector $ 636.00 each = $ 1,272.00
TOTAL =$20,764.00
Page 1608 of 2661
Docusign Envelope ID: D6DD5B38-84D0-4050-8A12-101F1DC992737/22/2025Page 1609 of 2661
Docusign Envelope ID: D6DD5B38-84D0-4050-8A12-101F1DC99273Vice President & General ManagerRaymond F. Ross II7/22/20257/22/2025Page 1610 of 2661
Docusign Envelope ID: D6DD5B38-84D0-4050-8A12-101F1DC99273Page 1611 of 2661