Agenda 02/14/2012 Item #10G2/14/2012 Item 10.G.
EXECUTIVE SUMMARY
Recommendation to approve payment for work performed prior to the start date of Contract #10-
5514 with a technical assistance provider, Florida Housing Coalition (FHC) in the amount of
$4,377.50.
OBJECTIVE: To remedy a situation where work was performed before the start date of a valid
contract for work mandated by a grantor agency.
CONSIDERATIONS: Collier County has experienced several years of Single Audit findings
for the State Housing Initiatives Partnership (SHIP) program due to not submitting accurate and
timely annual reports. In order to bring the situation into compliance, the Florida Housing
Finance Corporation (Corporation and SHIP grantor) required Collier County to avail themselves
of technical assistance (TA) perfonned by the Florida Housing Coalition (FHC) to complete
reconciliations and submit required overdue annual reports. FHC has the Catalyst contract with
Florida Housing Finance Corporation to provide technical assistance, and as such is the
designated provider of said assistance per Section 67- 37.019 of the Florida Administrative Code.
In order to begin use of this TA the HHVS and Purchasing departments worked with FHC to
create a contract and a scope of work not to exceed $10,000.00. The contract was signed by the
authorized representative at FHC on July 25, 2011, but not fully executed by Collier County until
October 19, 2011. The only reason for delay was the need for FHC to add Collier County as an
additional insured on FHC's existing and in -force insurance policy.
Circumstances of this nature are addressed under Section XVII of the Board's Purchasing Policy,
which addresses "unauthorized purchases." Pursuant to that subsection, staff has reviewed the
matter and recommends that the Board authorize payment for the services provided.
The rationale for requesting this action is as follows:
• This is an administrative issue, only; there was no other dispute concerning the contract
terms
• Insurance was in force when work began but the Coalition did not have the additional
insured endorsement until later
• The state mandated that Collier avail themselves of these services, the contract was
merely necessary to support payment of the services rendered
• The Coalition provided mandated services in good faith as required by the Catalyst
contract
Staff recognizes the importance of effective contract management, and respects the associated
policies and procedures. Steps have been taken to mitigate recurrence. Staff respectfully
requests that payment approval be given for validated work performed prior to October 19, 2011
only to the extent that the sum of the work performed before and after the effective date does not
exceed the total contract value, $10,000. This chart clarifies the numbers and the intent.
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2/14/2012 Item 10.G.
Value of validated invoices after 10/19/11
$5,622.50
Remaining value to be paid from re- 10/19/11 invoices
$4,377.50
Total amount being authorized for payment
$10,000.00
FISCAL IMPACT: Funds are available in the SHIP grant fund to pay these fees.
GROWTH MANAGEMENT IMPACT: There is no growth management impact from this
recommendation.
LEGAL CONSIDERATIONS: The County Attorney is providing an "after the fact" review
of staff's decision to authorize this vendor to commence services prior to the contract
commencement date. Section XVII of the Board's Purchasing Policy addresses "Unauthorized
Purchases" by county employees. Under that section, the policy provides that any unauthorized
purchase does not require that the county be bound nor necessitate the county's approval of such
purchase. Consistent with that policy, however, the Board can determine whether it is in the best
interests of the County to allow and approve the procurement. The Board is authorized to
determine the validity of such claims and determine that the request sought equitably reflects the
fair value of the work performed and furnished to the County, for which the County has
benefited, and approve payment for work performed prior to the effective date of the contract.
RECOMMENDATION: To approve payment for work performed prior to the effective date of
the contract between Collier County and the Florida Housing Coalition in the amount of
$4,377.50.
PREPARED BY: Kimberley Grant, Interim Director
Housing, Human and Veteran Services
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COLLIER COUNTY
Board of County Commissioners
Item Number: 10.G.
2/14/2012 Item 10.G.
Item Summary: Recommendation to approve payment for work performed prior to the
start date of Contract #10 -5514 with a technical assistance provider, Florida Housing Coalition
(FHQ in the amount of $4,377.50.(Kim Grant, Interim Director Housing, Human and Veteran
Services)
Meeting Date: 2/14/2012
Prepared By
Name: DoriaPriscilla
Title: SHIP Loan Processor,Housing, Human & Veteran Services
1/24/2012 4:40:53 PM
Submitted by
Title: Interim Director, HHVS
Name: GrantKimberley
1/24/2012 4:40:54 PM
Approved By
Name: GrantKimberley
Title: Interim Director, HHVS
Date: 1/24/2012 7:44:24 PM
Name: AlonsoHailey
Title: Administrative Assistant,Domestic Animal Services
Date: 1/25/2012 3:22:02 PM
Name: AckermanMaria
Date: 1/25/2012 3:57:58 PM
Name: FoordMarlene
Title: Grant Development & Mgmt Coordinator, Grants
Date: 1/26/2012 1:18:56 PM
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Name: WhiteJennifer
Title: Assistant County Attorney,County Attorney
Date: 1/31/2012 10:17:36 AM
Name: RamseyMarla
Title: Administrator, Public Services
Date: 2/3/2012 12:39:44 PM
Name: TeachScott
Title: Deputy County Attorney,County Attorney
Date: 2/7/2012 3:42:02 PM
Name: StanleyTherese
Title: Management/Budget Analyst, Senior,Office of Management & Budget
Date: 2/7/2012 4:26:51 PM
Name: KlatzkowJeff
Title: County Attorney
Date: 2/7/2012 4:55:10 PM
Name: PryorCheryl
Title: Management/ Budget Analyst, Senior,Ofce of Management & Budget
Date: 2/7/2012 5:03:03 PM
Name: OchsLeo
Title: County Manager
Date: 2/7/2012 5:25:53 PM
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2/14/2012 Item 10.G.