PBSD Budget Agenda 03/05/2026PELICAN BAY SERVICES DIVISION
Municipal Services Taxing and Benefit Unit
NOTICE OF PUBLIC MEETING
THURSDAY, MARCH 5, 2026
THE BUDGET COMMITTEE OF THE PELICAN BAY SERVICES DIVISION WILL MEET
ON THURSDAY, MARCH 5 AT 1:30 PM AT THE PELICAN BAY SERVICES DIVISION,
1ST FLOOR OF THE TRUIST BANK BUILDING, SUITE 102, LOCATED AT 801
LAUREL OAK DRIVE, NAPLES, FLORIDA.
AGENDA
1. Pledge of Allegiance
2. Roll call
3. Agenda approval
4. Approval of 12/2/2025 meeting minutes
Audience comments
Overview of PBSD Contracting Process
Preliminary Discussion of Major Factors Impacting the FY27 Budget
a. FY26 Operations Budget Forecast and Changes Expected in FY27
b. Capital Projects
i. Major Projects in FY26 Budget Line Items and Forecast EOY
Balances
ii. Preliminary Draft of FY27 Capital Projects and Reserve
Requirements
c. Review of 10-Year Budget and Assessment Projection
Adjournment
*indicates possible action item
ANY PERSON WISHING TO SPEAK ON AN AGENDA ITEM WILL RECEIVE UP TO THREE (3) MINUTES
PER ITEM TO ADDRESS THE BOARD. THE BOARD WILL SOLICIT PUBLIC COMMENTS ON
SUBJECTS NOT ON THIS AGENDA AND ANY PERSON WISHING TO SPEAK WILL RECEIVE UP TO
THREE (3) MINUTES. THE BOARD ENCOURAGES YOU TO SUBMIT YOUR COMMENTS IN WRITING
IN ADVANCE OF THE MEETING. ANY PERSON WHO DECIDES TO APPEAL A DECISION OF THIS
BOARD WILL NEED A RECORD OF THE PROCEEDING PERTAINING THERETO, AND THEREFORE
MAY NEED TO ENSURE THAT A VERBATIM RECORD IS MADE, WHICH INCLUDES THE TESTIMONY
AND EVIDENCE UPON WHICH THE APPEAL IS TO BE BASED. IF YOU ARE A PERSON WITH A
DISABILITY WHO NEEDS AN ACCOMMODATION IN ORDER TO PARTICIPATE IN THIS MEETING
YOU ARE ENTITLED TO THE PROVISION OF CERTAIN ASSISTANCE. PLEASE CONTACT THE
PELICAN BAY SERVICES DIVISION AT (239) 252-1355.
BUDGET COMMITTEE
PELICAN BAY SERVICES DIVISION
DECEMBER 2, 2025
The Budget Committee of the Pelican Bay Services Division met on Tuesday, December 2 at
1:30 p.m. at the Truist Building, 801 Laurel Oak Drive, Suite 102, Naples, Florida. In attendance
were:
Budget Committee
Michael Fogg, Chairman
Nick Fabregas
Michael Rodburg
Greg Stone
Rick Swider (absent)
Pelican Bay Services Division Staff Dave Greenfield, Supervisor —Field II (absent)
Neil Dorrill, Administrator Karin Herrmann, Project Manager I
Chad Coleman, Deputy Director Lisa Jacob, Project Manager II
Dawn Brewer, Ops. Support Spec. II Barbara Shea, Admin, Support Specialist II
Darren Duprey, Supervisor - Field I (absent)
Also Present
Cindy Polke, PBSD Board
APPROVED AGENDA (AS PRESENTED)
1. Pledge of Allegiance
2. Roll call
3. Agenda approval
4. Approval of 4/3/2025 meeting minutes
5. Audience comments
6. Review of Oct. 31 financial statements
7. Existing budgets for current projects
8. Adjournment
ROLL CALL
Mr. Swider was absent and a quorum was established.
AGENDA APPROVAL
Mr.
Rodburg motioned, Mr. Stone seconded
to approve the agenda
as presented.
The
motion carried unanimously.
Mr. Stone
motioned,
Mr.
Fabregas seconded to approve
the 4/3/2025 meeting
minutes as
presented.
The
motion carried unanimously.
1
Pelican Bay Services Division Budget Committee Meeting
Dec. 2, 2025
AUDIENCE COMMENTS
Ms. Beth Schultz reported that several Pelican Bay residents have commented that Collier
County tax bills are confusing as they identify the PBSD assessment as "community
improvement." Mr. Dorrill responded that be will reach out to the Tax Collector and request that
our assessment is more clearly defined. Ms. O'Brien suggested and the committee agreed that
"PBSD assessment" would be the preferred wording.
Ms. Cindy Polke commented that budgeted PBSD fertilizer expense is very high and noted
that our most recent water quality report identifies Clam Bay as impaired for nitrogen and
phosphorus. She suggested that we introduce littoral shelves to our lake banks; a ten -foot barrier
on our lake banks (between the lakes and grass) would reduce chemicals from entering our lake
system. Ms. Polke suggested that the PBSD and the PBF work with the community to improve
our water quality. Mr. Fogg commented that the PBSD has tried littoral shelves in the past and
that the Water Management Committee can revisit this issue.
Ms. Polke suggested that the PBSD and PBF work together to produce a working document
on landscaping guidelines. Mr. Stone commented that the Landscape & Safety Committee has
recently met several times with the PBF Design Review Committee and that we have a good
working relationship. Mr. Fogg commented that there had been some discussion with PBF Board
member Susan Levine on a possible joint landscape plan.
Mr. Stone questioned what expenses are included in the fertilizer budget. Mr. Coleman
commented that aquatic treatment expenses are also included in the fertilizer budget and noted that
lakes are monitored to determine whether any treatment is needed. He noted that at the completion
of our Oakmont Lake Bank project, residents expressed to us that they did not want a littoral shelf
installed.
REVIEW
OF
OCT.
31
FINANCIAL
STATEMENTS
Mr. Fogg provided a discussion of the October 31 financials which included the following.
•
The balance sheet is straight forward. Follow-up is needed to confirm that $325,000
retainage payable relates to our commercial paper loan. Follow-up is needed to confirm
that the amount of our commercial loan was $5,500,00; the balance sheet shows a loan of
$61500,000.
•
Funds transferred over to County controlled special FEMA expense accounts should be
identified on the balance sheet as these funds are contingent receivables/assets.
•
Budgeted employee head counts are in line with expectations.
•
Reserves of $700,000 for disaster relief and $184,400 for contingencies have been
replenished (hurricane expenses depleted much of these funds in FY25).
•
Budgeted operating carryforward funds were $210,000 more than anticipated; these
additional funds will roll over into our FY27 budget.
•
Budgeted street lighting ad valorem revenues are approximately $1 million.
Approximately $500,000 will be transferred to our capital account, and the remaining funds
will be used for the maintenance and electrical costs of our streetlights.
•
Ending FY25 balances of our capital projects rolled over into FY26 projects, as noted in
the difference between the "adopted budget" and "amended budget" of each capital project.
•
Mr. Coleman commented that we will spend approximately $150,000 for sign replacement
in FY26; initial work will be to replace all of the broken signs. The replacement of all of
our PB signs will take place over five years.
Pelican Bay Services Division Budget Committee Meeting
Dec. 2, 2025
• $4,629,782 for beach renourishment includes our beach renourishment project, sand
reclamation project, and $219,000 for replanting costs. Mr. Coleman expects that this
budget will cover all of these expenses (including the unexpected costs of a larger amount
of sand being reclaimed). Ms. Polke asked whether we have reached out to the Naples
Botanical Gardens, which has offered up beach dune plantings at no cost. Mr. Coleman
will reach out to Earth Tech (our contracted vendor for dune plantings) to pursue free
plantings supplied by the Naples Botanical Gardens.
• Mr. Fabregas questioned whether beach renourishment is funded by the TDC. Mr. Donill
responded that the TDC funds sand placed on "County beaches." Mr. Fogg explained that
the PBSD must fund (without TDC reimbursement) any sand deposited on our private
beaches, which is considered to be areas south of a '/z mile south of the Ritz.
• $110,959 budget for roadway safety is for our crosswalk replacement pilot project.
• $786,598 budget for our Operations Building Project will cover final payments for our
building ($310,000 to Ileatherwood), and expenses for security, furniture, fixtures, and
other equipment.
• $281,248 budget for our Sidewalk Project is to make a final payment for retainage.
• $172,124 budget for streetlight maintenance is for the replacement of some light fixtures
with LED lights.
• $660,931 has been budgeted for drainage/pipe maintenance projects. Mr. Coleman
commented that so far, we are working on one large project to re -line 1,396 feet of pipe
along Bob White Lane, at an estimated cost of $336,000.
• $576,195 has been budgeted towards a future lake bank restoration project, likely to be a
Community Center project. Our PBSD project would follow a PBF Community Center
renovation project which is not likely to be completed for at least two years. Mr. Coleman
noted that we may need to do some work (where we have an easement) on the Trieste/Ritz
pond which is overgrown, although it continues to have good flow. He noted that the
Trieste, the Ritz, and the BCCA have property interests in this pond; however, these
property owners are not interested in participating in a clean-up project.
• Transfers out of $883,500 (in the Capital Projects Fund) include $500,000 to repay a
portion of our debt, $250,000 in potential interest expense, and other miscellaneous County
charges.
• The average FY25 interest rate on our commercial loan was 3.69%, while the average
FY25 interest rate earned on our cash balances was 3.76%.
• Mr. Dorrill commented that our financial statements are prepared by the County Clerk of
Courts, who is the Chief Fiscal Officer for the County, and confirmed that the Clerk's
financial statements are audited by an outside auditor.
• Budgeted funds in our Clam Bay fund have been increased from FY25 for (1) additional
hand -dug channel work, and (2) increased coastal engineering fees for contracted work to
extend our permits. Mr. Coleman commented that we will need a permit for any new hand -
dug charnels which differs from our Clam Bay permit. The permit process for new
channels needs to begin (by Earth Tech).
OPTIONS FOR FUTURE BEACH RENOURISHMENT BUDGETING
Mr. Fogg commented that in past years, funds were added to our beach renourishment
reserve every year, in expectation of a beach renourishment project every three to four years. In
Pelican Bay Services Division Budget Committee Meeting
Dec. 2, 2025
FY25, we did not have sufficient funds to pay for our Fall FY26 beach renourishment project, and
as a result, the FY26 PBSD assessment was raised by approximately $500/SRU. It is expected
that after payments for our FY26 project, our funds for this purpose will be depleted. Mr. Fogg
commented that we need to consider how to budget for beach renourishment going forward and
whether we should seek our own permit to enable us to do our own beach renourishment project
separately from a "County controlled" project, which would be at a considerable cost. He also
suggested that we need to consider whether we should continue with adding a "level amount" of
funds to our beach renourishment reserves each year, as we have done in the past; or do we need
to add a significant amount to our reserves in FY26, in case of a 2026 hurricane requiring a beach
renourishment project.
Mr. Rodburg commented that per Dr. Dabees, any small beach renourishment project will
be a waste of money as the sand will quickly migrate away; the beach length from Vanderbilt
Beach down to Clam Pass may not be large enough to prevent the quick migration of sand. He
noted that when we piggyback on County beach renourishment projects that we are at the mercy
of the County (in relation to timing). Mr. Rodburg also questioned whether a contractor would be
willing to take on a small beach renourishment project. Mr. Fogg noted the cost effectiveness of
piggybacking on County projects. Ms. O'Brien commented that Pelican Bay residents would
appreciate pursuing the answers to these questions including (1) the cost of obtaining a permit, and
(2) the effectiveness of a small beach renourishment project.
Mr. Coleman commented that per the County, the PBSD cannot borrow on our line of
credit for beach renourishment purposes; only funds on hand can be used. He reported that when
we renew our Clam Pass permit, that it will include a line item for us to do a beach renourishment
project (via trucked sand) from South Beach to Marker 37 (which will give the PBSD the ability
to renourish this stretch of beach going forward). Mr. Coleman commented that the County has a
permit to renourish the beach from Marker 37 northward; we could piggyback off their permit if
necessary.
Ms. Schultz suggested that the PBSD pursues looking into (1) What would our cost be to
obtain our own beach renourishment permit? and (2) Is it possible to piggyback on beach
renourishment projects by the Naples Grande Hotel and/or the Ritz? Mr. Coleman commented
that these two hotels have not done their own beach renourishment projects. He noted that the
Turtle Club recently completed a small emergency project; the sand quickly washed away. Mr.
Dorrill confirmed that the sand from this project was washed away within 60 days. Mr. Rodburg
commented that our coastal engineer had recommended against this project for this reason. He
noted that at our next Clam Bay Committee meeting, we will discuss what the minimum stretch of
beach would be to prevent sand migration, as was experienced by the Turtle Club.
The meetine was adiourned at 2:36
Michael Fogg, Chairman
Minutes approved L__] as presented OR L� as amended ON � j date
4
Agenda Item #6
Page 1 of 11
STATE OF FLORIDA
EMERGENCY AUTHORIZATION FOR
REPAIRS, REPLACEMENT,
RESTORATION, AND CERTAIN
OTHER MEASURES MADE NECESSARY
BY HURRICANE MILTON
PROTECTION
FINAL ORDER
OGC N0.24-2580
The State of Florida Department of Environmental Protection (Department) enters
this Emergency Final Order {Order), including Findings of Fact and Conclusions of Law,
in response to the imminent and immediate danger to the public health, safety, and
welfare of the citizens of the State of Florida posed by Hurricane Milton (hereinafter "the
Storm"),
1
storm. The
FACT
On October 5, 2024, showers �tid thunderstorms associated with an area
I
ocated over the�southwestern Gulf of Mexico organized into a tropical
into a hurricane due to atmospheric and oceanic
conAMons in the Gulf of Mexico where further strengthening and development is
anticipated. The Storm is forecasted to become a major hurricane near or at landfall
along the West Florida Coast. Meteorological reports indicate there is a significant threat
of life -threatening storm surge and wind impacts for portions of the western Florida
Peninsula within the next few days. Heavy rainfall will impact portions of Florida well
ahead of the Storm, impacting Florida Gulf Coast communities still recovering from
Hurricane Helene, The Storm's heavy rainfall which may result in flash flooding, river
1
Agenda Item #6
Page 2 of 11
replacement of public infrastructure and a local government's ability to issue certain
coastal construction permits in lieu of Department CCCL permits, subject to the conditions
and limitations of this Order. Activities that extend onto state owned lands of Florida
seaward of the mean high water line or an Erosion Control Line that would typically require
a permit pursuant to Sections 161,041 and/or 161,055, Florida Statutes, i.e., regulated
under the Joint Coastal Permit program (JCP), are not authorized under this subsection.
JCP activities are addressed separately in subsection C.3. of this Order.
a. Activities Undertaken by Local Governments, the Department of
Environmental Protection, Florida Department of Transportation and Utility
Companies
The Department waives Rules 62833.005 and .0051, F.A.C., to the extent that
the following activities may be undertaken by local governments, agencies of the State of
Florida, and utility companies to protect, repair, or replace structures and property without
notice to the Department or water management district, subject to the limitations
below. Work performed under paragraph C.2.a. of this Order must be complete within one
year of the issuance of this Order.
(1) Removal of Stormlenerated debris. Prior to removing the debris and to the
greatest extent possible, beach compatible sand should be separated from the debris and
kept on4te. To prevent debris from becoming buried, all Storm -generated debris shall
be removed to an appropriate upland disposal site landward of the CCCL prior to
conducting any fill activities.
(2) The repair or replacement of the following public facilities: utilities, roads,
beach access ramps, and dune walkover structures (see guidelines for construction of
15
Agenda Item #6
Page 3 of 11
dune walkovers at https:l/floridadep.gov/rcp/coastal-construction-control-
line/documents/beach-and-dune-walkover-guidelines).
(3) Return of sand to the beach and dune system that has been deposited
upland by the Storm, and restoration of a dune system using beach compatible sand from
an upland source. The material shall not cover any Storm -generated debris or
construction debris. All fill material shall be sand that is similar to the pre -Storm beach
sand in both coloration and grain size and be free of debris, rocks, clay, or other foreign
matter and shall meet the specifications set forth by the Department for the location that
the fill is being placed. Such specifications are available at
https://floridadep. gov/rcp/coastal-construction-control-line/content/coastal-construction-
control-line-emergency-permits. No sand may be obtained from the beach, near shore,
or below the mean high water line seaward of the CCCL without specific written
authorization from the Department.
b. Activities Requiring Local Authorization
Local governments are authorized to issue permits in lieu of Department permits
to private and public property owners far the activities listed below in addition to the
temporary protective measures described in section 161,085 (3), Florida Statutes, and
Rule 6213-33.0051, Florida Administrative Code. Local governments shall notify the
Department in writing within three (3) working days of permits issued under this section.
The notification must be submitted to the Department by email to
CCCLOFloridaDEP.gov. Work authorized by the local government must be complete
16
Agenda Item #6
Page 4 of 11
Agenda Item #6
Page 5 of 11
n
TY
3. PROCUREMENT METHODS AND THRESHOLD SUMMARY
(Refer to Section Eleven of the Procurement Ordinance)
A summary of We procurement methods and required threshold authorizations are provided below:
Name'ofCompetition
Competition
Minimum
Type of.
Issuing
ApprovaY
Threshold
Procurement Method
Contract
Party
Authority
Small Purchases
$10,000 or less
Single Quote
Purchase Order
County
Procurement
orP-Card
Departments/
Services
Single Quote
Divisions
Division
Director or
designee
Informal Competition
Exceeding
$10,000 - $50,000
Purchase Order,
County
Procurement
$10,000 but not
Three written quotes
P-Card, or
Departments/
Services
Request for
greater than
either in writing or
Contract
Divisions
Division
Quotes
$250,000
County's bidding
Director or
platform
designee
$5%000 - $250,000
Turco quotes through
County's bidding
platform
Formal Competition
Exceeding
ITB, RFP, RPS, ITN,
Purchase Order,
Procurement
Hoard
$25%000
and IFQ
P-Card, or
Services
approval
Contract
Division
required for
Director or
awards over
designee
$250 000
Unless otherwise provided by statutes, all County non-exemptprocurementa mustbe made in accordance with the
chart above. Alternative Procurement Methods in Section Twelve of the Procurement Ordnance 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 fhe Procurement Ordinance)
4.1 Small Purchases Threshold. $10,000 or leas.
4.2 Single Quote. Unless otherwise provided by law, all small purchases will be obtained by a single
quote, with documentation, and generally 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.
Agenda Item #6
Page 6 of 11
I�V
OL
5.3 When Deparhnents/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.
SA 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.
53
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.
Agenda Item #6
Page 7 of 11
All
jOTT N
y
6. FORMAL COMIP>;TITION
(Refer to Sections Ten and Eleven of the Procurement Ordinance)
6.1 Formal Competition Threshold. Unless otherwise provided by law, all pmchases exceeding
$250,000 will be competitively procured by Invitationto 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.
Stet. when required, and other applicable law.
G.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 maybe 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.
6A 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 Preforence and tie breaker procedures are outlined in Section Sixteen of
the Procurement Ordinance,
Should a tie bid occur between two non -local bidders, the Procurement Services Division
Director or designee wlll "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 ForRequestsfor 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 proposers)
who, in the
sole
Agenda Item #6
Page 8 of 11
9
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.
ti.7 Professional Services Library
6.7.1 ARequestforProfesaionalServicesshallbeissuedbytheProcurementServicesDivision
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. State 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. State
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 basis through the use of continuing contracts.
ti.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. State
6.7.4 If the services are not included in the Professional Services Library, the Procmement
Services Division will issue a formal solicitation, or pursue services as outlined in Section
287.055, Fla. State 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 rmable to meet minimum
qualifications may be removed from the service category.
Agenda Item#6
Page 9 of 11
6.8 Professional Services Library Rotation
G.8.1 Work assignments within each service category are awarded on a rotational basis by the
Procurement Services Division.
6.8.2 Fot• 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
fum placed in the first position in the rotation.
6.8.3 As each work assignment is identified, the next firm in the rotatiom will be offered the
opportunity to negotiate that work assignment with the County's Administrative
Agent/Project Manager,
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.
Once a full rotation through all Srms in a service category is complete, a method that
"Ills 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,
G.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.
Agenda Item #6
Page 10 of 11
6.9.2 This request will require the Departmenta/Divisions tosubmit aDirect 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. ALT>;RNATIVG PROCUREMENT METHODS
(Refer to Section Twelve of the Procurement Ordinance)
7.1 Emergency Practuements
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.
If utilizing a County pre -approved contract, all contmctual terms, conditions, and fee
schedules must be strictly adhered to as outlined in the underlying contract.
71.3 Emergency procurements will be reported via an administrative report to the Hoard by
the Procurement Services Division at the next available Hoard meeting.
7.2 Declared State of Local Emergency
7.2.1 During a declared state of local emergency, standard procurement procedtres and
requirements will be suspended. Deparlments/Mvisions 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 conhact, all contractual terms, conditions, and Fee
schedules must be strictly adhered to as outlined hr the underlying contract.
Departments/Divisions aze also responsible for ensuring that contractor aelecticn remains
£air, equitable, and transparent throughout the process.
Agenda Item #6
Page 11 of 11
V;5
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9
,.rt ,iI r ,ar to 4�a t .e rp
7.4.3 Single source commodities or contractual services must be available only from
contractors who are uniquely qualified.
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 requester to work with Procurement Staff to utilize an alternative
acquisition method.
Contracts may be required for waiver of competition purchases if deemed necessary by
the Procurement Services Division Director or designee.
Refer to the Waivers of Competition Guidelines available on the Procurement SharePoint
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 Pocurement Services Division Director or designee shall have the
authority to procure goods or services from vendors who hnve 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,
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