Agenda 01/13/2026 Item #16E 2 ( Administrative report by the Procurement Services Division for various County Divisions’ after-the-fact purchases)1/13/2026
Item # 16.E.2
ID# 2025-5091
Executive Summary
Recommendation to approve the administrative report by the Procurement Services Division for various County
Divisions’ after-the-fact purchases in accordance with Procurement Ordinance No. 2025-34, and the Procurement
Manual and authorize the timely payment of outstanding invoices in the amount of $19,956.25.
OBJECTIVE: To promote accountability and provide transparency by reporting to the Board of County Commissioners
(“Board”) various procurement-related transactions that were not in compliance with procurement policies.
CONSIDERATIONS: In accordance with Section Twenty-Two (Unauthorized Purchases) of Procurement Ordinance
No. 2025-34, all purchases shall be consistent and in compliance with the Procurement Ordinance. 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 and until the Procurement Services Division approves an After-the-Fact Form and reports
those purchases to the Board.
The Procurement Services Division submits to the Board the following reporting of After-the-Facts Forms:
1. After-the-Fact Form Submission – Earth Tech Enterprises Inc.
The Coastal Zone Management Division submitted an After-the-Fact request for services provided by Earth Tech
Enterprises Inc. using Purchase Order #4500236496 (Contract #21-7885) regarding the City of Naples beaches on
December 18, 2024. The division requested a quote exclusively from this vendor; however, the contract requires that all
vendors under the agreement be quoted, unless the work qualifies as an emergency and is awarded based on an
established rotation schedule, which was not applicable in this instance. In addition, no Notice to Proceed was issued, as
required by the contract. The work has been completed to the County's satisfaction.
The total amount for approval pending invoice payment is $15,520, with the funds available in Fund 1105-110406.
2. After-the-Fact Form Submission – HPN Global (Hospitality Performance Network Global)
The Tourism Division submitted an After-the-Fact request for conference registration on July 25, 2025, provided by
HPN Global (Hospitality Performance Network Global) using a P-card (transaction #6429-13). The purchase exceeded
the single quote threshold at the time ($3,000). Since HPN Global is not a contracted vendor and the total exceeded the
single-quote threshold, this purchase should have had a Procurement Method Exemption in place before processing the
P-Card payment.
The total amount for approval is $4,436.25.
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 two (2) after-the-fact items pending payment is $19,956.25.
GROWTH MANAGEMENT IMPACT: There is no Growth Management Impact associated with this action.
LEGAL CONSIDERATIONS: This item has been reviewed by the County Attorney, is approved as to form and
legality and requires a majority vote for approval. -JAK
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1/13/2026
Item # 16.E.2
ID# 2025-5091
RECOMMENDATION(S): To approve the administrative report by the Procurement Services Division for various
County Division’s after-the-fact purchases in accordance with Procurement Ordinance No. 2025-34, and the
Procurement Manual and authorize the timely payment of outstanding invoices in the amount of $19,956.25.
PREPARED BY: Opal Vann, Management Analyst I, Procurement Services Division.
ATTACHMENTS:
1. 1. Earth Tech_ATF & Backup
2. 2. HPN Global_ATF & Backup
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After-the-Fact Form
Page 1 of 2
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Per section of the Procurement Manual, all purchases shall be consistent and in compliance with the Procurement Ordinance
Should work be authorized or purchases made that are inconsistent with County policy, procedure, or contract terms,DOO
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
Earth Tech Enterprises, Inc Other (please describe):
After Hurricanes Helene and Milton, did not issue a Notice to Proceed
$ 15,520.00
21-7885 4500236496
The City of Naples requested that the county regrade sand on the beaches due to Hurricanes Helene and Milton. A single
quote was obtained from Earth Tech Enterprises under Contract 21-7885 dated October 26, 2024. The County received
approval that the expenditures promotes tourism from the Coastal Advisory Committee on November 14, 2024 (7-0), and to the
Tourist Development Council on November 19, 2024 (7-0), and by the Board of County Commissioners on December 10, 2024
ITEM 16.B.10. The county received an updated quote from the Earth Tech to regrade City of Naples beaches on December 18,
2024.
Per Contract 21-7885, a quotation must be solicited from all awarded Contractors under the agreement, unless the work
qualifies as an emergency, in which case it may be awarded to the Contractor on the established rotation schedule. In this
instance, only a single vendor was solicited, and no emergency rotation schedule was in effect. Additionally, a Notice to
Proceed was to be issued. In this instance, no Notice to Proceed was issued to the contractor for the work to be performed. For
these reasons, an After the Fact approval is required prior to issuing payment to the vendor. The work has been completed to
the satisfaction of the County.
✔
✔
Coastal Zone Management Transportation Mgmt
Larry Humphries HumphriesLarry Digitally signed by HumphriesLarry
Date: 2025.12.11 06:39:26 -05'00'12/11/25
AhmadJay Digitally signed by AhmadJay
Date: 2025.12.11 07:23:16 -05'00'
ScottTrinity Digitally signed by ScottTrinity
Date: 2025.12.12 08:34:14 -05'00'
✔
✔
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After-the-Fact Form
Page 2 of 2
$XJXVW
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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5HTXHVWJUHDWHUWKDQ
Signature Date
Submit After-the-Fact requests to Procurement Services via the Jira Ticketing System.
After-the-Fact requests less than $5,000 will be placed on the Procurement Administrative Report for approval by the Board
of County Commissioners.
After-the-Fact requests greater than $5,000 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.
✔
✔
Larry Humphries HumphriesLarry Digitally signed by HumphriesLarry
Date: 2025.12.11 06:39:39 -05'00'12/11/25
AhmadJay Digitally signed by AhmadJay
Date: 2025.12.11 11:36:51
-05'00'
VannOpal Digitally signed by VannOpal
Date: 2025.12.12 15:49:32 -05'00'12/12/25
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Ok to Pay
09/05/2025 14:05:41 EST HUMPHRIESLD (LARRY HUMPHRIES)
migo 5001696782
10/20/2025 11:50:44 EST HERRERAGT (Gloria Herrera)
Please advise if this is part of an after the fact since this does not
appear to be urgent work, therefore, vendor should be billing on payment
application exhibit E (see contract article 24 Payments). In addition,
all contractually requirements and work assignment procedures should
have been followed (quotes, NTP, bonds etc.) should have been followed.
Thank you
10/21/2025 16:20:38 EST SANTIAGOG (Guadalupe Santiago)
Meeting was held on 11/4/25 with the division and Clerk confirming that
an ATF will be required for not executing NTP. Additionally, ATF may
also be required as hurricane work could fall under on-call urgent
services and if the contractual procedure were not followed.
11/14/2025 10:21:44 EST SANTIAGOG (Guadalupe Santiago)
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After-the-Fact Form
Page 1 of 2
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Per section of the Procurement Manual, all purchases shall be consistent and in compliance with the Procurement Ordinance
Should work be authorized or purchases made that are inconsistent with County policy, procedure, or contract terms,DOO
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
HPN Global Other (please describe):
Exemption
$ 4,436.25 7/25/25
Registration for HPN Global's HPN Conference August 25-29, 2025 in Las Vegas, NV
After receiving a signed/approved Travel Request from the County Manager's Office, I registered via the conference portal with
my P-Card. This was a first time show, and I didn't realize an exemption was needed or in place. Once I was informed I
needed an exemption, we submitted it and got it approved in September 2025.
Due to cost of the sho exceeding the single quote threshold at the time, an exemption was needed.
✔
✔
Authorize payment to P-Card Visa
Waiver/Exemption was not in place when registration purchase was processed.
Tourism County Manager's Office
Lisa B Chamberlain ChamberlainLisa Digitally signed by ChamberlainLisa
Date: 2025.12.17 15:49:49 -05'00'12/17/25
Jay usa TusaJay Digitally signed by TusaJay
Date: 2025.12.18 12:58:21 -05'00'12/18/25
MullinsJohn Digitally signed by MullinsJohn
Date: 2025.12.18 14:19:00 -05'00'
✔
✔
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After-the-Fact Form
Page 2 of 2
$XJXVW
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
'HSXW\&RXQW\0DQDJHU
5HTXHVWJUHDWHUWKDQ
Signature Date
Submit After-the-Fact requests to Procurement Services via the Jira Ticketing System.
After-the-Fact requests less than $5,000 will be placed on the Procurement Administrative Report for approval by the Board
of County Commissioners.
After-the-Fact requests greater than $5,000 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.
✔
Lisa B Chamberlain ChamberlainLisa Digitally signed by ChamberlainLisa
Date: 2025.12.18 13:13:55 -05'00'12/18/25
Jay usa TusaJay Digitally signed by TusaJay
Date: 2025.12.18 12:59:35
-05'00'12/18/25
VannOpal Digitally signed by VannOpal
Date: 2025.12.18 14:51:50 -05'00'12/18/25
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HPN
P-card transaction 6429-13
$4436.25
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Relationships Matter
Hospitality Performance Network
8800 E. Raintree Dr Suite 260
Scottsdale, AZ 85260
480-998-9770
Amount
$4,225.00
Invoice
Invoice #: 6101025
Invoice Date: 6/10/25
Company Name: Naples, Marco Island, Everglades Convention & Visitors Bureau (CVB)
Contact: Lisa Chamberlain
Contact Email: Lisa.Chamberlain@CollierCountyFL.gov
Program Effective Dates: August 26-28, 2025
Description
HPN25 Partner Conference Registration (1)
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$ 4,225.00Amount Due
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