Agenda 06/11/2019 Item #16E1 (Administrative Reports)06/11/2019
EXECUTIVE SUMMARY
Recommendation to approve the Administrative Reports prepared by the Procurement Services
Division for change orders and other contractual modifications requiring Board approval.
OBJECTIVE: To promote accountability and provide transpar ency to the public and gain the
Board’s approval/ratification for various procurement -related transactions.
CONSIDERATIONS: In accordance with the Board’s Procurement Ordinance 2017-08 and the
Procurement Manual, the Procurement Services Division produces a regular Administrative Report which
provides for Board approval of the following transactions:
• Change Orders that do not exceed ten (10%) of the current Board approved aggregate amount,
and/or require change in schedule (number of days);
• Amendments to contracts;
• After the fact memos from various County Divisions, as requested by the Clerk’s Finance staff
for the timely process of invoices.
• Other items as determined by the County Manager or designee that require Board approval.
This administrative report includes the following:
• One (1) change order that in aggregate modify contracts by $0.00 and add 0 calendar days to
completion periods, see attached summary and backup for details; and
• Zero (0) amendments this period with a fiscal impact of $0.00; and
• Ten (10) after the fact memos with a fiscal impact of $182,681.14
FISCAL IMPACT: The net total for the eleven (11) items is $182,681.14
LEGAL CONSIDERATIONS: This item is approved for form and legality and requires a majority
vote for Board action. -JAK
GROWTH MANAGEMENT IMPACT: There is no Growth Management Impact associated with this
action.
RECOMMENDATION: To ratify/approve change orders and/or contract amendments and other items
as determined by the County Manager or designee in accordance with Procurement Ordinance 2017-08.
Prepared By: Sara Schneeberger, Procurement Strategist, Procurement Services
ATTACHMENT(S)
1. 0611 Change Order Report - FY19 (PDF)
2. 0611 Change Order Backup - FY19 (PDF)
3. 0611 After the Fact Report - FY19 (PDF)
4. 0611 After the Fact Backup - FY19 (PDF)
16.E.1
Packet Pg. 1469
06/11/2019
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.E.1
Doc ID: 9113
Item Summary: Recommendation to approve the Administrative Reports prepared by the
Procurement Services Division for change orders and other contractual modifications requiring Board
approval.
Meeting Date: 06/11/2019
Prepared by:
Title: Business Technology Analyst, Senior – Procurement Services
Name: Sara Schneeberger
05/24/2019 11:03 AM
Submitted by:
Title: – Procurement Services
Name: Ted Coyman
05/24/2019 11:03 AM
Approved By:
Review:
Procurement Services Opal Vann Level 1 Purchasing Gatekeeper Completed 05/24/2019 11:04 AM
Procurement Services Ted Coyman Additional Reviewer Completed 05/24/2019 2:10 PM
Procurement Services Catherine Bigelow Additional Reviewer Completed 05/24/2019 2:30 PM
Administrative Services Department Len Price Level 1 Division Reviewer Completed 05/30/2019 4:45 PM
Administrative Services Department Len Price Level 2 Division Administrator Review Completed 05/30/2019 5:05 PM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 05/31/2019 10:30 AM
Office of Management and Budget Valerie Fleming Level 3 OMB Gatekeeper Review Completed 05/31/2019 3:07 PM
Budget and Management Office Mark Isackson Additional Reviewer Completed 05/31/2019 3:13 PM
County Manager's Office Nick Casalanguida Level 4 County Manager Review Completed 06/02/2019 11:35 AM
Board of County Commissioners MaryJo Brock Meeting Pending 06/11/2019 9:00 AM
16.E.1
Packet Pg. 1470
Item page #Contract/ Grant No.Change #DateProject Name Vendor Name Division ‐ Project ManagerOriginal Contract AmountCurrent Contract Amount Current Change Order AmountRevised Contract Amount% Over Board Approved AmountContract LengthChange in length (Days)Updated contract length Change in length (%)1 1 13-6164 1 5/16/2019Marco Island Central Beach Regrade ProjectArdaman & AssociatesCoastal Zone Management - Clint Perryman$2,175.00 $2,175.00 $0.00 $2,175.00 0.00% 120 0 120 0.00%Meeting Date Total number of Change ordersTotal Dollar ChangeTotal Change in Days6/11/2019 1 $0.00 016.E.1.aPacket Pg. 1471Attachment: 0611 Change Order Report - FY19 (9113 : Procurement Services Administrative Reports)
SchneebergerSara Digitally signed by SchneebergerSara
Date: 2019.05.23 12:13:10 -04'00'
1 116.E.1.b
Packet Pg. 1472 Attachment: 0611 Change Order Backup - FY19 (9113 : Procurement Services Administrative Reports)
2 16.E.1.b
Packet Pg. 1473 Attachment: 0611 Change Order Backup - FY19 (9113 : Procurement Services Administrative Reports)
3 16.E.1.b
Packet Pg. 1474 Attachment: 0611 Change Order Backup - FY19 (9113 : Procurement Services Administrative Reports)
4 16.E.1.b
Packet Pg. 1475 Attachment: 0611 Change Order Backup - FY19 (9113 : Procurement Services Administrative Reports)
5 16.E.1.b
Packet Pg. 1476 Attachment: 0611 Change Order Backup - FY19 (9113 : Procurement Services Administrative Reports)
Item page #Contract or Purchase OrderDateDescription of Project Vendor Name Division ‐ Director Fiscal Impact Description1 1 NA 4/3/2019Mold Remediation in Facilities RestroomsThe Mold Pros of South Florida Inc.Facilities Management - Damon Grant $7,050.00 Division staff did not use the contracted mold remediation vendor.2418-7457 45001905805/14/2019Eagle Lakes Park Turf ConversionSCG Fields LLC Parks and Recreation - Barry Williams $116,083.13 Division staff did not submit a change order for the required additional work.3 8 18-7392-WV 5/20/2019 Safety Shoes Vics Boot & Shoe Inc. Risk Management - Jeff Walker $285.99 Division staff purchased the items without a valid purchase order in place.4 10 14-6187 5/16/2019 Office Supplies Staples Administrative Services - Len Price $160.35 Division staff purchased the items without a valid purchase order in place.5 14 18-7263 5/13/2019Items for Childrens ProgramsJP Morgan Chase Library - Tanya Williams $288.00 Division staff exceeded the $3,000 threshold without obtaining quotes.61618-7241 45001898765/23/2019 Concrete Sidewalks Bonness Inc. Road Maintenance - Albert English $10,207.33Vendor did not request additional time via email for the internal work order as required in the contract.7 18 16-7036-PB 4/25/2019Outstanding Purchasing Card TransactionsSunTrust Bank Tourism - Jack Wert $11,893.45 Resolution to resolve final p-card transactions with SunTrust.8 23 16-7036-PB 5/15/2019Outstanding Purchasing Card TransactionsSunTrust Bank Facilities Management - Damon Grant $32,230.76 Resolution to resolve final p-card transactions with SunTrust.9 25 16-7036-PB 5/14/2019Outstanding Purchasing Card TransactionsSunTrust Bank University Extension - Twyla Leigh $2,112.30 Resolution to resolve final p-card transactions with SunTrust.10 27 16-7036-PB 5/23/2019Outstanding Purchasing Card TransactionsSunTrust BankOperations & Regulatory Management - Kenneth Kovensky$2,369.83 Resolution to resolve final p-card transactions with SunTrust.Meeting DateTotal number of After the Fact MemosTotal Fiscal Impact6/11/201910$182,681.1416.E.1.cPacket Pg. 1477Attachment: 0611 After the Fact Report - FY19 (9113 : Procurement Services Administrative Reports)
Instructions
As 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 is inconsistent with County policy, procedure, or
contract terms, an After-the-Fact Procurement Form is required. This includes purchases made in advance of a Purchase Order,
when a Purchase Order is required to authorize such activity, and purchases made under an expired contract, or for goods and
services not covered by the current contract or purchase order. All such “After the Fact Procurements” will be reported to the
County Manager.
Requester Name: Division:
Division Director: Vendor Name:
Amount: Contract #: Purchase Order:
Why is this deemed a non-compliant purchase? Choose one.
Contract Ordinance Manual P-Card Other
Details of Purchase: Explain the circumstances behind this purchase.
Action Required: What are you asking to be done to remedy the situation, include list of invoices if applicable?
Corrective/Preventive Action: What action is being taken to prevent this violation from re-occurring?
The requestor affirms that to the best of their knowledge the information provided in this document is true.
Requested by: Signature: Date:
Division Director: Signature: Date:
Collier County
After the Fact Form
Ralph Bosa Facilities Management
Damon Grant The Mold Pros
$7,050.00
✔
Staff did not use the contracted mold remediation vendor that was in place to perform the work.
Staff requests authorization of payment for invoice #3270 in the amount of $7,050.00.
Staff will check in SAP and with Procurement before contracting with a vendor to see if a vendor
is already under contract.
Ralph Bosa
BosaRalph Digitally signed by BosaRalph
Date: 2019.04.03 11:19:26
-04'00'
Damon Grant
GrantDamon Digitally signed by GrantDamon
Date: 2019.04.03 11:15:04
-04'00'
1 116.E.1.d
Packet Pg. 1478 Attachment: 0611 After the Fact Backup - FY19 (9113 : Procurement Services Administrative Reports)
Invoice
Date
03/28/2019
Invoice #
3270
Bill To
Collier County
Division of Facilities Management
Ralph Bosa
3335 Tamiami Trail E
Naples, FL 34112
Ship To
Collier County
Division of Facilities Management
Ralph Bosa
3335 Tamiami Trail E
Naples, FL 34112
The Mold Pros of South Florida Inc.
3940 Radio Road #106
Naples, FL 34104
P.O. No.Terms
Net 60
Estimates are valid for 30 days. Please contact our office to schedule treatment.
Phone #
239.262.6653
E-mail
info@themoldpros.com
Web Site
www.themoldpros.com
Balance Due
Payments/Credits
DescriptionQuantity Rate AmountItem
Enzymatic mold treatment - men's and women's restroom in
Collier County Facilities Mgmt Bldg.
Build containment in restrooms to prevent cross
contamination during remediation, Equipment set up / take
down / decontamination, Remove wall paper from Men's and
Women's restroom, Demo - remove contaminated drywall in
men's and women's toilet
area, contain wall cavity with poly sheeting. Atomize
enzymatic mold cleaner throughout work space and wall
cavities, Damp wipe all restorable surfaces with enzymatic
EPA registered mold cleaner, ULPA / HEPA vacuum
flooring.
Disposal - dispose of contaminated building materials per
EPA guidelines
Equipment Rental - 2 HEPA Air Scrubbers installed - $75.00
each per day
Site Work - $75 per hour
1 2,800.00 2,800.00TMold Treatment
Page 1
2 16.E.1.d
Packet Pg. 1479 Attachment: 0611 After the Fact Backup - FY19 (9113 : Procurement Services Administrative Reports)
Invoice
Date
03/28/2019
Invoice #
3270
Bill To
Collier County
Division of Facilities Management
Ralph Bosa
3335 Tamiami Trail E
Naples, FL 34112
Ship To
Collier County
Division of Facilities Management
Ralph Bosa
3335 Tamiami Trail E
Naples, FL 34112
The Mold Pros of South Florida Inc.
3940 Radio Road #106
Naples, FL 34104
P.O. No.Terms
Net 60
Estimates are valid for 30 days. Please contact our office to schedule treatment.
Phone #
239.262.6653
E-mail
info@themoldpros.com
Web Site
www.themoldpros.com
Balance Due
Payments/Credits
DescriptionQuantity Rate AmountItem
Restoration Site Work by TMP Restoration - Scope of work
is for the men's restroom in the Facilities Mgmt building.
Remove and reset 2 plumbing fixtures. Remove and reset
partitions. Remove tile and drywall in means restroom stalls,
treat wall cavity for microbial growth. Repaint men's's
restroom per Collier County provided paint specs. Replace
wall tile and drywall in toilet stalls. Install insulation and
drywall on exterior wall - paint per CC vertical standards
1 4,250.00 4,250.0002 Site Work
Sales Tax 0.00%0.00
Page 2
Prompt payment is appreciated. In order to avoid late fees please remit
payment to the above address or contact our office to make a payment by
phone at 239-262-6653. Thank you for your business.
$7,050.00
$0.00
3 16.E.1.d
Packet Pg. 1480 Attachment: 0611 After the Fact Backup - FY19 (9113 : Procurement Services Administrative Reports)
Instructions
As 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 is inconsistent with County policy, procedure, or
contract terms, an After-the-Fact Procurement Form is required. This includes purchases made in advance of a Purchase Order,
when a Purchase Order is required to authorize such activity, and purchases made under an expired contract, or for goods and
services not covered by the current contract or purchase order. All such “After the Fact Procurements” will be reported to the
County Manager.
Requester Name: Division:
Division Director: Vendor Name:
Amount: Contract #: Purchase Order:
Why is this deemed a non-compliant purchase? Choose one.
Contract Ordinance Manual P-Card Other
Details of Purchase: Explain the circumstances behind this purchase.
Action Required: What are you asking to be done to remedy the situation, include list of invoices if applicable?
Corrective/Preventive Action: What action is being taken to prevent this violation from re-occurring?
The requestor affirms that to the best of their knowledge the information provided in this document is true.
Requested by: Signature: Date:
Division Director: Signature: Date:
Collier County
After the Fact Form
Margaret Bishop Parks & Recreation
Barry Williams SCG Fields
$116,083.13 18-7457 4500190580
✔
To complete the artificial turf conversion at Eagle Lakes, it was necessary to add a few items to
the scope of work.
*87.9 tons of additional drainage stone needed to fill trench due to unforeseen rock removal
required during construction of artificial turf field.
* Install 1 foot wide ribbon of concrete along the concrete curb that separates the soccer field and
the pool in order to improve the long term maintenance.
Administrative paperwork for the necessary change order was not submitted.
Pay SCG Field's final Invoice #6 - R, in the amount of $116,083.13.
Division will review practices and procedures for change orders.
Margaret A Bishop
BishopMargaret Digitally signed by BishopMargaret
Date: 2019.05.07 10:05:00 -04'00'
Barry Williams
WilliamsBarry Digitally signed by WilliamsBarry
Date: 2019.05.14 11:04:35 -04'00'
4 216.E.1.d
Packet Pg. 1481 Attachment: 0611 After the Fact Backup - FY19 (9113 : Procurement Services Administrative Reports)
5 16.E.1.d
Packet Pg. 1482 Attachment: 0611 After the Fact Backup - FY19 (9113 : Procurement Services Administrative Reports)
6 16.E.1.d
Packet Pg. 1483 Attachment: 0611 After the Fact Backup - FY19 (9113 : Procurement Services Administrative Reports)
7 16.E.1.d
Packet Pg. 1484 Attachment: 0611 After the Fact Backup - FY19 (9113 : Procurement Services Administrative Reports)
Instructions
As 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 is inconsistent with County policy, procedure, or
contract terms, an After-the-Fact Procurement Form is required. This includes purchases made in advance of a Purchase Order,
when a Purchase Order is required to authorize such activity, and purchases made under an expired contract, or for goods and
services not covered by the current contract or purchase order. All such “After the Fact Procurements” will be reported to the
County Manager.
Requester Name: Division:
Division Director: Vendor Name:
Amount: Contract #: Purchase Order:
Why is this deemed a non-compliant purchase? Choose one.
Contract Ordinance Manual P-Card Other
Details of Purchase: Explain the circumstances behind this purchase.
Action Required: What are you asking to be done to remedy the situation, include list of invoices if applicable?
Corrective/Preventive Action: What action is being taken to prevent this violation from re-occurring?
The requestor affirms that to the best of their knowledge the information provided in this document is true.
Requested by: Signature: Date:
Division Director: Signature: Date:
Collier County
After the Fact Form
Ron Miller Risk Management
Jeff Walker Vics Boot & Shoe Inc.
$285.99 4600004504 none
✔
I went to procure new safety shoes for myself and Brandon Baker at Vic's and unknowingly
provided the vendor with a closed purchase order. These shoes were purchased without a valid
purchase order in place.
Please authorize payment of invoice number 3800000011-906 in the amount of $285.99 as it
was a mistake on my part and not on that of the Vendor.
Division staff will ensure that there is a valid purchase order in place prior to procuring any goods
or services.
Ron Miller
MillerRon Digitally signed by MillerRon
Date: 2019.05.17 08:20:42
-04'00'05/17/19
Jeff Walker
walker_j Digitally signed by walker_j
Date: 2019.05.20 08:09:50
-04'00'5/20/19
8 316.E.1.d
Packet Pg. 1485 Attachment: 0611 After the Fact Backup - FY19 (9113 : Procurement Services Administrative Reports)
9 16.E.1.d
Packet Pg. 1486 Attachment: 0611 After the Fact Backup - FY19 (9113 : Procurement Services Administrative Reports)
10 416.E.1.d
Packet Pg. 1487 Attachment: 0611 After the Fact Backup - FY19 (9113 : Procurement Services Administrative Reports)
11 16.E.1.d
Packet Pg. 1488 Attachment: 0611 After the Fact Backup - FY19 (9113 : Procurement Services Administrative Reports)
12 16.E.1.d
Packet Pg. 1489 Attachment: 0611 After the Fact Backup - FY19 (9113 : Procurement Services Administrative Reports)
13 16.E.1.d
Packet Pg. 1490 Attachment: 0611 After the Fact Backup - FY19 (9113 : Procurement Services Administrative Reports)
Instructions
As 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 is inconsistent with County policy, procedure, or
contract terms, an After-the-Fact Procurement Form is required. This includes purchases made in advance of a Purchase Order,
when a Purchase Order is required to authorize such activity, and purchases made under an expired contract, or for goods and
services not covered by the current contract or purchase order. All such “After the Fact Procurements” will be reported to the
County Manager.
Requester Name: Division:
Division Director: Vendor Name:
Amount: Contract #: Purchase Order:
Why is this deemed a non-compliant purchase? Choose one.
Contract Ordinance Manual P-Card Other
Details of Purchase: Explain the circumstances behind this purchase.
Action Required: What are you asking to be done to remedy the situation, include list of invoices if applicable?
Corrective/Preventive Action: What action is being taken to prevent this violation from re-occurring?
The requestor affirms that to the best of their knowledge the information provided in this document is true.
Requested by: Signature: Date:
Division Director: Signature: Date:
Collier County
After the Fact Form
Yahaira Magee Library
Tanya Williams JP Morgan Chase
288.00 18-7263
✔
The Division failed to ensure compliance with the competitive process of obtaining three
comparable quotes for informal purchases exceeding $3,000, but not greater than $50,000. An
additional purchase was made from the same vendor by the same employee via p-card within
five days of the previous purchase which exceeded the $3,000 threshold.
Please authorize payment of $288.00
Division fiscal staff and the Pcard user in non-compliance will re-read and adhere to the policies
and procedures outlined in the County P-Card Manual, and will consult with the Procurement
Division in a timely manner to ensure compliance with P-Card usage. Division fiscal staff will
ensure that P-card holders follow the purchasing competitive process going forward.
Yahaira Magee
MageeYahaira Digitally signed by MageeYahaira
Date: 2019.05.13 13:53:53 -04'00'
Tanya R. Williams
WilliamsTanya Digitally signed by WilliamsTanya
Date: 2019.05.13 13:04:20 -04'00'05/13/2019
14 516.E.1.d
Packet Pg. 1491 Attachment: 0611 After the Fact Backup - FY19 (9113 : Procurement Services Administrative Reports)
a&
PO Box 9278, Fall Rlver, MA02720
Tet 50867t9400 F.r:508-67$9401
www.rinovetty.com
1{00-52&5599
Sold Tq
lnvoice Number
rN4032372
Ship Tq
MARCO ISLAND PUBLIC LIBRARY
BRENOA RASCH
210 S HEATHWOOO DR
MARCO ISLANO, FL 34145
US
i,ARCO ISLANO PUBLIC LIBRARY
BRENOA RASCH
2IO S HEATHWOOO DR
MARCO ISLANO. FL 3,ll,l5
US
SHIP OATE
4t3012019
cus P.o
w80261385
SHIP VIA
UPSC
TERIS
CREDIT CARO
accot }{r
1835448
PAGE
1
It.ft l{uftbar atv.
Ord.UOM otv.
shp.Darcription L.lnit Pric.Exbndad Prica
BA.{5DES 15 UN TT 15 1.75'45 MM OESTGI.TER Hr BOUNCE EIALL MrX (36rcS/U(rr) 8,30 1920
Comlrrar a:
TUES BY
BRENOA 23939+3272 FREE FRT APRI9
oc 4t29t19
Item Subtotrl
Total rabs trr
02+REE FREIGHT
CONSUMER PROMO COOE & Hrndling
Thank You- We Appreciate your Business
Frnanc€ chargo on all accoonts uop6ld in30 drys it 1.5% par mooth. ltr{ anftJat lnvoico Total
3 2EE.00
3 0.00
t 0.00
$ 288.00
Please remil Payment To
PO Box 9278
Fall River, MA02720
sr-espensoxlEMI I}'VOICE DATE
Apr 30. 2019
288 @
15 16.E.1.d
Packet Pg. 1492 Attachment: 0611 After the Fact Backup - FY19 (9113 : Procurement Services Administrative Reports)
Instructions
As 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 is inconsistent with County policy, procedure, or
contract terms, an After-the-Fact Procurement Form is required. This includes purchases made in advance of a Purchase Order,
when a Purchase Order is required to authorize such activity, and purchases made under an expired contract, or for goods and
services not covered by the current contract or purchase order. All such “After the Fact Procurements” will be reported to the
County Manager.
Requester Name: Division:
Division Director: Vendor Name:
Amount: Contract #: Purchase Order:
Why is this deemed a non-compliant purchase? Choose one.
Contract Ordinance Manual P-Card Other
Details of Purchase: Explain the circumstances behind this purchase.
Action Required: What are you asking to be done to remedy the situation, include list of invoices if applicable?
Corrective/Preventive Action: What action is being taken to prevent this violation from re-occurring?
The requestor affirms that to the best of their knowledge the information provided in this document is true.
Requested by: Signature: Date:
Division Director: Signature: Date:
Collier County
After the Fact Form
Melissa Pearson Road Maintenance Division
Albert English Bonness, Inc.
$10,207.33 18-7241 4500189876
✔
An email was not submitted by the contractor to extend time for an internal work request that
went beyond the completion date.
Authorization to pay Invoice Number 17774R in the amount of $10,207.33.
The Road Maintenance Manager has informed the contractor that they need to submit time
extension requests before work request completion dates expire for work delays beyond control
their control.
Melissa Pearson
PearsonMelissa Digitally signed by PearsonMelissa
Date: 2019.05.23 14:28:59 -04'00'5/23/19
Albert English
EnglishAlbert Digitally signed by EnglishAlbert
Date: 2019.05.23 15:33:05
-04'00'5/23/19
16 616.E.1.d
Packet Pg. 1493 Attachment: 0611 After the Fact Backup - FY19 (9113 : Procurement Services Administrative Reports)
17 16.E.1.d
Packet Pg. 1494 Attachment: 0611 After the Fact Backup - FY19 (9113 : Procurement Services Administrative Reports)
Instructions
As 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 is inconsistent with County policy, procedure, or
contract terms, an After-the-Fact Procurement Form is required. This includes purchases made in advance of a Purchase Order,
when a Purchase Order is required to authorize such activity, and purchases made under an expired contract, or for goods and
services not covered by the current contract or purchase order. All such “After the Fact Procurements” will be reported to the
County Manager.
Requester Name: Division:
Division Director: Vendor Name:
Amount: Contract #: Purchase Order:
Why is this deemed a non-compliant purchase? Choose one.
Contract Ordinance Manual P-Card Other
Details of Purchase: Explain the circumstances behind this purchase.
Action Required: What are you asking to be done to remedy the situation, include list of invoices if applicable?
Corrective/Preventive Action: What action is being taken to prevent this violation from re-occurring?
The requestor affirms that to the best of their knowledge the information provided in this document is true.
Requested by: Signature: Date:
Division Director: Signature: Date:
Collier County
After the Fact Form
Jack Wert Tourism
Jack Wert SunTrust Bank
$11,893.45 16-7036-PB n/a
✔
Travel and other promotional expenses were charged to tourism staff County Purchasing cards
that have not been paid to SunTrust. These expenses were incurred by staff in their mission and
work assignments to promote tourism to Collier County.
The Purchasing Card transactions are listed on the attached spreadsheet and categorized by
codes that identify the type of authorized tourism travel and entertainment expenditure.
These expenditures are authorized for tourism staff to incur in the following: See attached
We respectfully request that SunTrust be paid for these authorized Tourism Division staff
Purchasing Card charges and credits with the goal to assist in cleaning up this large debt owed
SunTrust Bank.
This amount is available in Tourism Fund 184 in the BCC approved Tourism Division FY 19
budget which includes travel, entertainment and related tourism promotional activities.
Division staff will work closely with the P-Card Administrator and Clerk's Finance to address any
payment issues with the P-Card usage in a timely manner.
Jack Wert
WertJack Digitally signed by WertJack
Date: 2019.04.25 21:20:49
-04'00'04/25/2019
Jack Wert
WertJack Digitally signed by WertJack
Date: 2019.04.25 21:22:45
-04'00'04/25/2019
18 716.E.1.d
Packet Pg. 1495 Attachment: 0611 After the Fact Backup - FY19 (9113 : Procurement Services Administrative Reports)
• FS 125.0104 (9) (a); (b); (c) COUNTY TOURISM PROMOTION AGENCIES
• Collier County Resolution 2006‐40 POLICY FOR APPROVAL OF FUNDS FOR TRAVEL EXPENSES FOR
PERSONS CONDUCTING OFFICIAL TOURISM BUSINESS
E: The expenditures in this category are for Entertainment of Travel Influencers to encourage them to
promote tourism to Collier County. These expenditures include escorting travel writers, tour operators
and sports event organizers in familiarization visits in Collier County and at tourism trade shows and are
authorized expenditures of tourist tax revenue in FS 125.0104 and County Ordinance 2006‐40.
F: The expenditures in this category are for food and beverage as part of authorized travel to promote
Collier County. These expenses are indicated to be paid or reimbursed at tactual cost per County
Resolution 2006‐40. There has been an interpretation by County Finance of these expenses that tourism
staff is limited to three meals a day and that these expenses for water and snacks as part of authorized
travel are not permitted and should be considered as a meal. We have instructed our tourism staff to
not use County Purchasing cards in the future for these types of expenses. This revised tourism staff
travel expense policy has been in effect since October 1st 2018, and these types of charges have not
been charged to County Purchasing cards since that time.
H: The expenditures in this category are for hotel stays as part of authorized tourism travel to trade
shows and conferences that promote tourism to Collier County. The credit to one hotel charge was for a
personal expense that was paid for by the tourism staff member, and that amount was credited to her
hotel folio. We conduct regular tourism staff training to avoid charging any expense that could be
considered a personal expense to a hotel folio.
I: The expenditures in this category are for authorized tourism staff travel to International trade shows,
conferences, travel agent and tour operator training and sales missions within those countries. Sun Trust
charged a 1% transaction fee to process these Foreign Transactions. We had no control of that bank
policy and we received no receipt for that fee from the vendor or the bank. The currency conversion is
made by the bank, and as such, we have no control of the conversion amount, the date the conversion
occurs or the source of the conversion rate and amount. The exact amount of an International
Purchasing Card charge in US dollars is not known until we receive the advice from Sun Trust. We have
instructed our tourism staff to request conversion to US dollars by the hotel at the time of checkout, and
from other vendors when this option is available. This practice should eliminate that Foreign Transaction
fee on many of our International travel charges.
P: The expenditure in this category is for video production done by a local vendor, in this case, Paradise
Coast TV. We work with this vendor for various video production jobs in the past and have traditionally
paid this vendor by County Purchasing Card instead of the more expensive Purchase Order process. This
19 16.E.1.d
Packet Pg. 1496 Attachment: 0611 After the Fact Backup - FY19 (9113 : Procurement Services Administrative Reports)
charge was not paid by Finance due to a policy we were not aware of a $20,000 annual limit that any
vendor can be paid without a contract. Tourism staff has recently completed a video vendor solicitation
through County Procurement, and subsequently the County has contracted with four Florida based
video production companies to assist Tourism and other County Divisions in video production and
storage of video footage.
T: The expenditures in this category are for authorized travel expenses for tourism staff to attend
tourism industry trade shows and conferences to promote Collier County. They include expenditures
that are authorized in County Resolution 2006‐40 for airport parking and transportation during a group
meeting planner trade show, and in FS 125.0104 (9) a,b,c.
Each Tourism Division Purchasing Card transaction goes through our established Division payment
authorization and approval process with two Tourism staff auditing each Purchasing Card charge before
they are submitted to Procurement and Finance. This process is to verify the expenses are for a valid
public purpose and conform to the authorized uses of tourist tax revenue in both FS 125.0104 and in
County Resolution 2006‐40. In addition, this process verifies that each transaction conforms and
supports the mission of the Tourism Division to promote and attract visitors to our community from all
parts of the U.S. and the world.
20 16.E.1.d
Packet Pg. 1497 Attachment: 0611 After the Fact Backup - FY19 (9113 : Procurement Services Administrative Reports)
SUN TRUST PURCHASING CARD TRANSACTIONS NOT PAID TO BANK
Batch‐
Transactio
n ID
Card Posting Dt Transaction Date Status Merchant Name Transaction Amt. Expense Category Expense Type(s) Purpose User ID Cardholder Name
3801‐6 3/11/2018 3/8/2018 Ready to Post BLUE MARTINI NAPLES 23.67 E 648170 Please see credit on 3822‐3 PIRREMR DEBRA DEBENEDETTO
3822‐3 3/25/2018 3/22/2018 Ready to Post BLUE MARTINI NAPLES ‐23.67 E 648170 Please see charge 3801‐6 PIRREMR DEBRA DEBENEDETTO
3371‐11 1/20/2017 1/18/2017 Ready to Post ARIA ‐ ELEMENTS 6.25 F 640300 Beverage Incentive Live Tradeshow BLOCKEDCARDS '17 DEBRA DEBENEDETTO
3371‐13 1/20/2017 1/18/2017 Ready to Post PARADIES #9101 RSW 3.29 F 640300 Beverage Incentive Live Tradeshow BLOCKEDCARDS '17 DEBRA DEBENEDETTO
3417‐11 3/1/2017 2/27/2017 Ready to Post PARADIES #9101 RSW 8.08 F 640300 Lunch Cite Tradeshow BLOCKEDCARDS '17 DEBRA DEBENEDETTO
3236‐11 9/11/2016 9/8/2016 Ready to Post HILTON GIFT SHOP 5.06 F 640300 Water ‐ 2016 Florida Governor's Conference BLOCKEDCARDS '17 JONELL MODYS
3244‐4 9/20/2016 9/18/2016 Ready to Post HAMMOCK BEACH RETAIL 4.00 F 640300 Water ‐ 2016 Florida Outdoor Writers Association BLOCKEDCARDS '17 JONELL MODYS
3002‐11 1/28/2016 1/26/2016 Ready to Post RACETRAC 584 00005843 5.46 F 640300 Snacks & Beverages Claudi FL Huddle PIRREMR CLAUDIA CIANFERO
3006‐3 2/2/2016 1/31/2016 Ready to Post FT. MYERS 0072A 11.33 F 640300 Snacks and Beverages NTA travel Exchange trdshow PIRREMR CLAUDIA CIANFERO
3023‐5 2/22/2016 2/20/2016 Ready to Post 7‐ELEVEN 33445 4.64 F 640300 Beverage & Snack Boston Globe Travel Show Claudia PIRREMR CLAUDIA CIANFERO
3024‐6 2/23/2016 2/21/2016 Ready to Post 7‐ELEVEN 33445 4.00 F 640300 Beverage Boston Globe Travel Show Claudia PIRREMR CLAUDIA CIANFERO
3024‐8 2/23/2016 2/22/2016 Ready to Post COSI ‐ #214 SEAPOR 10.89 F 640300 AQUAFINA WATER PIRREMR CLAUDIA CIANFERO
3025‐3 2/24/2016 2/22/2016 Ready to Post ATLANTA 2028D 10.12 F 640300 Snacks and beverages for Flight Boston Globe Show PIRREMR CLAUDIA CIANFERO
3025‐5 2/24/2016 2/22/2016 Ready to Post STARBUCKS TERM10321578 3.10 F 640300 Beverage Boston Globe Travel Show PIRREMR CLAUDIA CIANFERO
3027‐5 2/26/2016 2/24/2016 Ready to Post FT. MYERS 0072A 9.04 F 640300 Snacks and beverages for Flight Dallas Event PIRREMR CLAUDIA CIANFERO
3028‐4 2/28/2016 2/26/2016 Ready to Post HUDSON ST1127 11.81 F 640300 Snacks and beverages for Flight Dallas Event PIRREMR CLAUDIA CIANFERO
3028‐7 2/28/2016 2/25/2016 Ready to Post 7‐ELEVEN 34103 3.38 F 640300 Beverages VF dallas Event Claudia Cianfero PIRREMR CLAUDIA CIANFERO
3041‐31 3/9/2016 3/7/2016 Ready to Post FT. MYERS 0072B 12.33 F 640300 Snackds for flight Peninsula shows Claudia PIRREMR CLAUDIA CIANFERO
3044‐16 3/13/2016 3/10/2016 Ready to Post DUNKIN #337481 Q35 2.34 F 640300 Beverage Peninsula Shows PIRREMR CLAUDIA CIANFERO
3044‐23 3/13/2016 3/11/2016 Ready to Post ATR ATRR10 Z 12266748 7.11 F 640300 Snack & Beverages Peninsula Shows PIRREMR CLAUDIA CIANFERO
3044‐24 3/13/2016 3/11/2016 Ready to Post NEWSLINK 10 BOS 6.48 F 640300 Snacks For Flight Peninsula Shows PIRREMR CLAUDIA CIANFERO
3061‐7 3/28/2016 3/26/2016 Ready to Post PARADIES #9101 RSW 15.73 F 640300 Food for flight WTM tradeshow PIRREMR CLAUDIA CIANFERO
3114‐13 5/15/2016 5/13/2016 Ready to Post KOUNTRY KITCHEN 12.30 F 648170 Lunch while on site visit to Lake Trafford & VIC PIRREMR CLAUDIA CIANFERO
3266‐7 10/16/2016 10/13/2016 Ready to Post THAI UDON CAFE 5TH A 22.99 F 648170 Sales lunch meeting with partners PIRREMR CLAUDIA CIANFERO
3287‐6 11/2/2016 11/1/2016 Ready to Post WALLSTREETST2694 11.62 F 640300 Food for extended flight PIRREMR CLAUDIA CIANFERO
3334‐8 12/13/2016 12/12/2016 Ready to Post OTG MANAGEMENT IAH LLC 11.00 F 640300 F&B Delayed flight TIE Tradeshow PIRREMR CLAUDIA CIANFERO
3343‐3 12/19/2016 12/16/2016 Ready to Post PARADIES #9770 ATL 3.01 F 640300 Beverage TIE tradeshow PIRREMR CLAUDIA CIANFERO
3372‐18 1/22/2017 1/21/2017 Ready to Post DEWARS C RSW 10500585 7.26 F 640300 Beverage Incentive Chicago Travel Show PIRREMR CLAUDIA CIANFERO
3391‐50 2/12/2017 2/9/2017 Ready to Post CAFE TAZZA 2.70 F 640300 Beverage Boston Globe Travel Show PIRREMR CLAUDIA CIANFERO
3391‐53 2/12/2017 2/10/2017 Ready to Post ATLANTA BREAD KIOS 4.70 F 640300 Beverage Boston Globe Travel Show PIRREMR CLAUDIA CIANFERO
3391‐55 2/12/2017 2/9/2017 Ready to Post PARADIES #9101 RSW 11.67 F 640300 Breakfast Boston Globe Travel Show PIRREMR CLAUDIA CIANFERO
3416‐19 2/28/2017 2/27/2017 Ready to Post CNNST2696 5.35 F 640300 Beverage Anato Tradeshow PIRREMR CLAUDIA CIANFERO
3881‐9 5/23/2018 5/20/2018 Ready to Post THE RIALTO CAFE 18.31 F 640300 Lunch‐IPW Denver‐promote tourism PIRREMR CLAUDIA CIANFERO
4027‐47 9/16/2018 9/14/2018 Ready to Post REST WOLFGANG PUCK 18.76 F 640300 #Next‐Dinner‐promote tourism PIRREMR CLAUDIA CIANFERO
3812‐4 3/13/2018 3/11/2018 Ready to Post PARADIES #9101 RSW 16.27 F 640300 Lunch‐Incentive Live‐promote tourism PIRREMR DEBRA DEBENEDETTO
3815‐4 3/16/2018 3/14/2018 Ready to Post PORK & PICKLE MCI 20.22 F 640300 Dinner‐Incentive Live‐promote tourism PIRREMR DEBRA DEBENEDETTO
3933‐1 7/23/2018 7/22/2018 Ready to Post BURGER KING CONC B RSW 5.91 F 640300 Cvent Las Vegas‐Meal‐promote tourism PIRREMR DEBRA DEBENEDETTO
3934‐2 7/24/2018 7/23/2018 Ready to Post PARK MGM ‐BAVETTE'S 59.46 F 640300 Cvent Las Vegas‐Dinner‐promote tourism PIRREMR DEBRA DEBENEDETTO
3971‐2 7/30/2018 7/28/2018 Ready to Post COFFEE BEAN & TEA LEAF 12.86 F 640300 Cvent Tradeshow‐Lunch‐promote tourism PIRREMR DEBRA DEBENEDETTO
3244‐5 9/20/2016 9/18/2016 Ready to Post HAMMOCK BEACH RESORT 605.18 H 640300 Lodging ‐ 2016 Florida Outdoor Writers Association BLOCKEDCARDS '17 JONELL MODYS
3248‐1 9/25/2016 9/23/2016 Ready to Post HAMMOCK BEACH RESORT ‐125.14 H 640300 Credit issued for Batch 3244‐5 BLOCKEDCARDS '17 JONELL MODYS
3013‐53 2/7/2016 2/5/2016 Ready to Post MARRIOTT ATLANTA MARQU 942.18 H HOTEL Room charges NTATravel Show claudia PIRREMR CLAUDIA CIANFERO
3206‐48 8/14/2016 8/12/2016 Ready to Post BELLAGIO ‐ FRONT DESK 154.03 H HOTEL Room charges Virtuoso Tradeshow PIRREMR CLAUDIA CIANFERO
3961‐26 7/29/2018 7/27/2018 Ready to Post VENETIAN/PALAZZO FRT DES 846.92 H 640300 Cvent Las Vegas‐Hotel‐promote tourism PIRREMR DEBRA DEBENEDETTO
4071‐9 11/5/2018 11/4/2018 Ready to Post FOREIGN CURRENCY FEE 0.05 I 640300 Foreign fee for transaction 4071‐10 GREENKA JACK WERT
4071‐10 11/5/2018 11/4/2018 Ready to Post MARKS&SPENCER PLC 4.50 I 640300 WTM London‐Lunch‐promoting Tourism GREENKA JACK WERT
4071‐11 11/5/2018 11/4/2018 Ready to Post FOREIGN CURRENCY FEE 0.26 I 640300 Foreign fee for transaction 4071‐12 GREENKA JACK WERT
4071‐12 11/5/2018 11/4/2018 Ready to Post LONDON TAXI JOURNE 26.40 I 640300 WTM London‐Transportation‐promoting Tourism GREENKA JACK WERT
4071‐13 11/5/2018 11/4/2018 Ready to Post FOREIGN CURRENCY FEE 0.13 I 640300 Foreign fee for transaction 4071‐14 GREENKA JACK WERT
4071‐14 11/5/2018 11/4/2018 Ready to Post LUL TICKET MACHINE 13.04 I 640300 WTM London‐Transportation‐promoting Tourism GREENKA JACK WERT
4071‐15 11/5/2018 11/4/2018 Ready to Post FOREIGN CURRENCY FEE 0.18 I 640300 Foreign fee for transaction 4071‐16 GREENKA JACK WERT
4071‐16 11/5/2018 11/4/2018 Ready to Post CMT UK LTD TAXI FARE 18.26 I 640300 WTM London‐Transportation‐promoting Tourism GREENKA JACK WERT
4072‐11 11/6/2018 11/5/2018 Ready to Post FOREIGN CURRENCY FEE 0.11 I 640300 Foreign fee for transaction 4071‐12 GREENKA JACK WERT
4072‐12 11/6/2018 11/5/2018 Ready to Post UBER TRIP JY4FZ HELP.UBER 10.53 I 640300 WTM London‐Hotel‐promoting Tourism GREENKA JACK WERT
4072‐13 11/6/2018 11/4/2018 Ready to Post FOREIGN CURRENCY FEE 0.48 I 640300 Foreign fee for transaction 4072‐24 GREENKA JACK WERT
4072‐14 11/6/2018 11/4/2018 Ready to Post WE KNOW GROUP LTD 48.34 I 640300 WTM‐Transportation‐promote tourism GREENKA JACK WERT
4073‐22 11/7/2018 11/6/2018 Ready to Post FOREIGN CURRENCY FEE 0.18 I 640300 Foreign fee for transaction 4073‐23 GREENKA JACK WERT
4073‐23 11/7/2018 11/6/2018 Ready to Post PP*ALOMGIR 17.57 I 640300 WTM London‐Transportation‐promoting Tourism GREENKA JACK WERT
4073‐24 11/7/2018 11/6/2018 Ready to Post FOREIGN CURRENCY FEE 0.25 I 640300 Foreign fee for transaction 4073‐25 GREENKA JACK WERT
4073‐25 11/7/2018 11/6/2018 Ready to Post VERIFONE TAXI/PRIVATE 25.43 I 640300 WTM London‐Transportation‐promoting Tourism GREENKA JACK WERT
4074‐16 11/8/2018 11/7/2018 Ready to Post FOREIGN CURRENCY FEE 0.59 I 640300 Foreign fee for transaction 4074‐17 GREENKA JACK WERT
4074‐17 11/8/2018 11/7/2018 Ready to Post WWW.CABAPP.NET 59.30 I 640300 WTM London‐Transportation‐promoting Tourism GREENKA JACK WERT
4075‐14 11/9/2018 11/7/2018 Ready to Post FOREIGN CURRENCY FEE 14.99 I 640300 Foreign fee for transaction 4075‐15 GREENKA JACK WERT
4075‐15 11/9/2018 11/7/2018 Ready to Post ST MARTINS LANE HOTEL 1,498.51 I 640300 WTM London‐Hotel‐promoting Tourism GREENKA JACK WERT
4103‐42 12/7/2018 12/6/2018 Ready to Post FOREIGN CURRENCY FEE 0.08 I 640300 Fee for transaction 4103‐43 GREENKA MAGGIE MCCARTY
4103‐43 12/7/2018 12/6/2018 Ready to Post CAFFE NERO HTW T3 AIRSIDE 8.01 I 640300 Focus London‐Breakfast‐promote tourism GREENKA MAGGIE MCCARTY
3291‐4 11/7/2016 11/6/2016 Ready to Post FOREIGN CURRENCY FEE 0.03 I 640300 Fee Batch 3291‐5 PIRREMR CLAUDIA CIANFERO
3291‐5 11/7/2016 11/6/2016 Ready to Post HOTEL BERTOLUCI 3.08 I 640300 Water Festurius Gramado Tradeshow PIRREMR CLAUDIA CIANFERO
3291‐6 11/7/2016 11/6/2016 Ready to Post FOREIGN CURRENCY FEE 0.04 I 640300 Fee Batch 3291‐7 PIRREMR CLAUDIA CIANFERO
3291‐7 11/7/2016 11/6/2016 Ready to Post CAFE DO EMBARQUE 4.32 I 640300 Water Festurius Gramado Tradeshow PIRREMR CLAUDIA CIANFERO
3291‐10 11/7/2016 11/6/2016 Ready to Post FOREIGN CURRENCY FEE 0.04 I 640300 Fee batch 3291‐11 PIRREMR CLAUDIA CIANFERO
3291‐11 11/7/2016 11/6/2016 Ready to Post STARBUCKS STAR 83 3.64 I 640300 Bevergaes Festurius Gramado Tradeshow PIRREMR CLAUDIA CIANFERO
3974‐5 8/2/2018 8/1/2018 Ready to Post FOREIGN CURRENCY FEE 9.60 I 640300 Fee for transaction 3974‐6 PIRREMR CLAUDIA CIANFERO
3974‐6 8/2/2018 8/1/2018 Ready to Post MARCUS ROSSI & EDUARDO 960.38 I 640300 Festuris‐Hotel‐promote tourism PIRREMR CLAUDIA CIANFERO
3998‐2 8/22/2018 8/1/2018 Ready to Post FOREIGN CURRENCY FEE ‐9.03 I 640300 Credit for transaction 3974‐5 PIRREMR CLAUDIA CIANFERO
3998‐3 8/22/2018 8/1/2018 Ready to Post MARCUS ROSSI & EDUARDO ‐902.87 I 640300 Credit for transaction 3974‐6 PIRREMR CLAUDIA CIANFERO
3998‐4 8/22/2018 8/21/2018 Ready to Post FOREIGN CURRENCY FEE 4.52 I 640300 Fee for transaction 3998‐5 PIRREMR CLAUDIA CIANFERO
3998‐5 8/22/2018 8/21/2018 Ready to Post MARCUS ROSSI & EDUARDO 451.50 I 640300 Festuris‐Hotel‐promote tourism PIRREMR CLAUDIA CIANFERO
4027‐45 9/16/2018 9/14/2018 Ready to Post FOREIGN CURRENCY FEE 0.19 I 640300 Fee for transaction 4027‐47 PIRREMR CLAUDIA CIANFERO
4040‐11 9/30/2018 9/28/2018 Ready to Post FOREIGN CURRENCY FEE 0.04 I 640300 Fee for transaction 4040‐12 PIRREMR CLAUDIA CIANFERO
4043‐23 10/3/2018 9/29/2018 Ready to Post FOREIGN CURRENCY FEE 0.56 I 640300 Fee for transaction 4043‐24 PIRREMR CLAUDIA CIANFERO
4043‐24 10/3/2018 9/29/2018 Ready to Post RIO ALBA 3850 56.00 I 640300 LaFit‐Lunch‐promote tourism PIRREMR CLAUDIA CIANFERO
21 16.E.1.d
Packet Pg. 1498 Attachment: 0611 After the Fact Backup - FY19 (9113 : Procurement Services Administrative Reports)
SUN TRUST PURCHASING CARD TRANSACTIONS NOT PAID TO BANK
Batch‐
Transactio
n ID
Card Posting Dt Transaction Date Status Merchant Name Transaction Amt. Expense Category Expense Type(s) Purpose User ID Cardholder Name
4043‐25 10/3/2018 9/28/2018 Ready to Post FOREIGN CURRENCY FEE 14.24 I 640300 Fee for transaction 4043‐26 PIRREMR CLAUDIA CIANFERO
4043‐26 10/3/2018 9/28/2018 Ready to Post ALVEAR ICON HOTEL 3930 1,424.34 I 640300 LaFit‐Hotel‐promote tourism PIRREMR CLAUDIA CIANFERO
4043‐27 10/3/2018 10/2/2018 Ready to Post FOREIGN CURRENCY FEE 0.03 I 640300 Fee for transaction 4043‐28 PIRREMR CLAUDIA CIANFERO
4043‐28 10/3/2018 10/2/2018 Ready to Post UBER *TRIP QTS5S 2.80 I 640300 LaFit‐transportation‐promote tourism PIRREMR CLAUDIA CIANFERO
4045‐9 10/5/2018 10/3/2018 Ready to Post FOREIGN CURRENCY FEE 11.80 I 640300 Fee for transaction 4045‐10 PIRREMR CLAUDIA CIANFERO
4045‐10 10/5/2018 10/3/2018 Ready to Post LIBERTADOR HOTEL BUEN5881 1,180.07 I 640300 LaFit‐Hotel‐promote tourism PIRREMR CLAUDIA CIANFERO
4046‐17 10/7/2018 10/4/2018 Ready to Post FOREIGN CURRENCY FEE 0.28 I 640300 Fee for transaction 4046‐18 PIRREMR CLAUDIA CIANFERO
4046‐18 10/7/2018 10/4/2018 Ready to Post PASTA E BASTA 28.20 I 640300 Santiago‐Lunch‐promote tourism PIRREMR CLAUDIA CIANFERO
4058‐23 10/21/2018 10/19/2018 Ready to Post FOREIGN CURRENCY FEE 0.36 I 640300 Fee for transaction 4058‐24 PIRREMR CLAUDIA CIANFERO
4058‐24 10/21/2018 10/19/2018 Ready to Post BAR GEORGE 36.04 I 640300 SITV Intl'l Show‐Dinner‐promote tourism PIRREMR CLAUDIA CIANFERO
4059‐2 10/22/2018 10/20/2018 Ready to Post FOREIGN CURRENCY FEE 0.15 I 640300 Fee for transaction 4059‐3 PIRREMR CLAUDIA CIANFERO
4059‐3 10/22/2018 10/20/2018 Ready to Post DUNNS FAMOUS 14.73 I 640300 SITV Intl'l Show‐Dinner‐promote tourism PIRREMR CLAUDIA CIANFERO
4059‐4 10/22/2018 10/21/2018 Ready to Post FOREIGN CURRENCY FEE 0.11 I 640300 Fee for transaction 4059‐5 PIRREMR CLAUDIA CIANFERO
4059‐5 10/22/2018 10/21/2018 Ready to Post STARBUCKS #47948 11.34 I 640300 SITV Intl'l Show‐Breakfast‐promote tourism PIRREMR CLAUDIA CIANFERO
4059‐6 10/22/2018 10/21/2018 Ready to Post FOREIGN CURRENCY FEE 0.14 I 640300 Fee for transaction 4059‐7 PIRREMR CLAUDIA CIANFERO
4059‐7 10/22/2018 10/21/2018 Ready to Post SALADESALAD 14.37 I 640300 SITV Intl'l Show‐Lunch‐promote tourism PIRREMR CLAUDIA CIANFERO
4060‐2 10/23/2018 10/22/2018 Ready to Post FOREIGN CURRENCY FEE 0.45 I 640300 Fee for transaction 4060‐3 PIRREMR CLAUDIA CIANFERO
4060‐3 10/23/2018 10/22/2018 Ready to Post UBER TRIP W2M6I HELP.UBER 44.87 I 640300 SITV Intl'l Show‐Transporation‐promote tourism PIRREMR CLAUDIA CIANFERO
4061‐6 10/24/2018 10/23/2018 Ready to Post FOREIGN CURRENCY FEE 2.56 I 640300 Fee for transaction 4061‐7 PIRREMR CLAUDIA CIANFERO
4061‐7 10/24/2018 10/23/2018 Ready to Post GOLBRL*DMKR6N CIANFERO 256.41 I 640300 Festuirs‐airfare‐promote tourism PIRREMR CLAUDIA CIANFERO
4061‐8 10/24/2018 10/23/2018 Ready to Post FOREIGN CURRENCY FEE 8.88 I 640300 Fee for transaction 4060‐9 PIRREMR CLAUDIA CIANFERO
4061‐9 10/24/2018 10/23/2018 Ready to Post MONTREAL MARRIOTT CHATEA 887.63 I 640300 SITV Intl'l Show‐Hotel‐promote tourism PIRREMR CLAUDIA CIANFERO
4076‐50 11/11/2018 11/9/2018 Ready to Post FOREIGN CURRENCY FEE 0.02 I 640300 Foreign fee for transaction 4076‐51 PIRREMR CLAUDIA CIANFERO
4076‐51 11/11/2018 11/9/2018 Ready to Post UBER DO BRASIL TECNOLOGIA 2.28 I 640300 Festuris‐transportation‐promote tourism PIRREMR CLAUDIA CIANFERO
4076‐52 11/11/2018 11/10/2018 Ready to Post FOREIGN CURRENCY FEE 0.28 I 640300 Foreign fee for transaction 4076‐53 PIRREMR CLAUDIA CIANFERO
4076‐53 11/11/2018 11/10/2018 Ready to Post RESTAURANTE EL FUEGO 28.10 I 640300 Festuris‐Dinner‐promote tourism PIRREMR CLAUDIA CIANFERO
4076‐54 11/11/2018 11/10/2018 Ready to Post FOREIGN CURRENCY FEE 0.05 I 640300 Foreign fee for transaction 4076‐55 PIRREMR CLAUDIA CIANFERO
4076‐55 11/11/2018 11/10/2018 Ready to Post PAG*SIRLEIDEOLIVEIRAR 4.80 I 640300 Festuris‐transportation‐promote tourism PIRREMR CLAUDIA CIANFERO
4076‐56 11/11/2018 11/9/2018 Ready to Post FOREIGN CURRENCY FEE 0.16 I 640300 Foreign fee for transaction 4076‐57 PIRREMR CLAUDIA CIANFERO
4076‐57 11/11/2018 11/9/2018 Ready to Post IL PIACERE RESTAURANTE 16.28 I 640300 Festuris‐Lunch‐promote tourism PIRREMR CLAUDIA CIANFERO
4077‐1 11/12/2018 11/11/2018 Ready to Post FOREIGN CURRENCY FEE 0.18 I 640300 Foreign fee for transaction 4077‐2 PIRREMR CLAUDIA CIANFERO
4077‐2 11/12/2018 11/11/2018 Ready to Post FRATELLO SOLE 17.63 I 640300 Festuris‐Lunch‐promote tourism PIRREMR CLAUDIA CIANFERO
4079‐6 11/14/2018 11/13/2018 Ready to Post FOREIGN CURRENCY FEE 0.51 I 640300 Foreign fee for transaction 4079‐7 PIRREMR CLAUDIA CIANFERO
4079‐7 11/14/2018 11/13/2018 Ready to Post BT CAXIAS DO SUL HOTEI 51.25 I 640300 Festuris‐Hotel‐promote tourism PIRREMR CLAUDIA CIANFERO
4040‐12 9/30/2018 9/28/2018 Ready to Post UBER *TRIP YJD2I 3.51 I 640300 LaFit‐transportation‐promote tourism PIRREMR CLAUDIA CIANFERO
3672‐39 11/30/2017 11/29/2017 Ready to Post PARADISE COAST TV LLC 2,300.00 P 648170 stock video footage used to promote tourism PIRREMR EDWARD CAUM
3444‐10 3/26/2017 3/23/2017 Ready to Post NATIONAL CAR RENTAL 327.37 T CAR RENTAL Car rental for IPEC Tradeshow paid 2 days on own BLOCKEDCARDS '17 DEBRA DEBENEDETTO
3971‐1 7/30/2018 7/29/2018 Ready to Post 96944 ‐ SW FLORIDA INT'L 60.00 T 640300 Cvent Tradeshow‐promote tourism PIRREMR DEBRA DEBENEDETTO
TOTAL $11,893.45
Key:
E= Entertainment of travel influencers to encourage them to promote tourism to Collier County
F= Food & Beverage as part of authorized tourism travel to promote Collier County
H= Hotel accommodations as part of authorized tourism travel to promote tourism to Collier County
I= International travel for authorized tourism promotion of Collier County and the related Foreign Transaction Fees charged by our bank for those transactions
P= Production of authorized tourism promotion materials by local vendors to promote Collier County
T= Travel expenses to authorized tourism trade shows and conferences to promote Collier County
22 16.E.1.d
Packet Pg. 1499 Attachment: 0611 After the Fact Backup - FY19 (9113 : Procurement Services Administrative Reports)
Instructions
As 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 is inconsistent with County policy, procedure, or
contract terms, an After-the-Fact Procurement Form is required. This includes purchases made in advance of a Purchase Order,
when a Purchase Order is required to authorize such activity, and purchases made under an expired contract, or for goods and
services not covered by the current contract or purchase order. All such “After the Fact Procurements” will be reported to the
County Manager.
Requester Name: Division:
Division Director: Vendor Name:
Amount: Contract #: Purchase Order:
Why is this deemed a non-compliant purchase? Choose one.
Contract Ordinance Manual P-Card Other
Details of Purchase: Explain the circumstances behind this purchase.
Action Required: What are you asking to be done to remedy the situation, include list of invoices if applicable?
Corrective/Preventive Action: What action is being taken to prevent this violation from re-occurring?
The requestor affirms that to the best of their knowledge the information provided in this document is true.
Requested by: Signature: Date:
Division Director: Signature: Date:
Collier County
After the Fact Form
Alina Gonzalez Facilities Management
Damon Grant SunTrust Bank
$32,230.76 16-7036-PB N/A
✔
1. Johnson Controls: JCI performed six jobs for Facilities using a P-Card. The work was
completed and approved by Facilities Management and charges were paid by Sun Trust Bank.
JCI did not provide the required itemized backup. Total charges: $29,134.76
2.Cell Phone Purchase: In 2014 Facilities Management was in the process of testing various cell
phones to implement as tool in the shop to close work requests. These cell phones were
purchased off contract. Total Charges: $3,096.
Authorize payment of all outstanding transactions totaling $32,230.76
Division staff will work closely with the P-Card Administrator and Clerk's Finance to address any
payment issues with the P-Card usage in a timely manner and adhere to the Purchasing Card
Manual and CMA 5808.
Alina Gonzalez
GonzalezAlina Digitally signed by GonzalezAlina
Date: 2019.05.15 10:38:09 -04'00'
GrantDamon Digitally signed by GrantDamon
Date: 2019.05.15 19:11:05
-04'00'
23 816.E.1.d
Packet Pg. 1500 Attachment: 0611 After the Fact Backup - FY19 (9113 : Procurement Services Administrative Reports)
Batch‐Transaction IDCard Posting Dt Transaction Date Status Merchant Name Transaction Amt. Default Cost Collector TextExpense Type(s)Purpose User ID Cardholder Name3744‐19 1/25/2018 1/24/2018 Unapproved JOHNSON CONTROLS SS 11,127.43$ Cost Ctr: 122240 646281 MONITOR MODULE REQUIRED AT EACH FIRE ALARM PANEL GONZALEZA JAMES WILLIAMS3746‐401/28/2018 1/26/2018 Unapproved JOHNSON CONTROLS SS8,997.00$ Cost Ctr: 122240 646281 REPLACE FIRE DAMPER AND MOTORSGONZALEZA JAMES WILLIAMS3833‐374/6/2018 4/5/2018 Unapproved JOHNSON CONTROLS SS856.00$ Cost Ctr: 122240 652990GONZALEZA JAMES WILLIAMS3836‐154/10/2018 4/9/2018 Unapproved JOHNSON CONTROLS SS5,508.96$ Cost Ctr: 122240 639963 REPAIRS TO MAINTAIN COUNTY FACILITIESGONZALEZA JAMES WILLIAMS3847‐444/18/2018 4/17/2018 Unapproved JOHNSON CONTROLS SS1,209.37$ Cost Ctr: 122240 652990GONZALEZA JAMES WILLIAMS3856‐544/29/2018 4/27/2018 Unapproved JOHNSON CONTROLS SS1,436.00$ Cost Ctr: 122240 652997 REPAIRS TO MAINTAIN & OPERATE COUNTY FACILITIES GONZALEZA JAMES WILLIAMS2499‐110/28/2014 10/27/2014 Ready to Post WAL‐MART #50551,498.00$ Cost Ctr: 122240 641700 cell phones purchaseBLOCKEDCARDS '15 MIGUEL CARBALLO2509‐4411/9/2014 11/7/2014 Ready to Post WM SUPERCENTER #50551,598.00$ Cost Ctr: 122240 641700 cell phones purchaseGONZALEZA JAMES WILLIAMSTotal32,230.76$ 2416.E.1.dPacket Pg. 1501Attachment: 0611 After the Fact Backup - FY19 (9113 : Procurement Services Administrative Reports)
Instructions
As 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 is inconsistent with County policy, procedure, or
contract terms, an After-the-Fact Procurement Form is required. This includes purchases made in advance of a Purchase Order,
when a Purchase Order is required to authorize such activity, and purchases made under an expired contract, or for goods and
services not covered by the current contract or purchase order. All such “After the Fact Procurements” will be reported to the
County Manager.
Requester Name: Division:
Division Director: Vendor Name:
Amount: Contract #: Purchase Order:
Why is this deemed a non-compliant purchase? Choose one.
Contract Ordinance Manual P-Card Other
Details of Purchase: Explain the circumstances behind this purchase.
Action Required: What are you asking to be done to remedy the situation, include list of invoices if applicable?
Corrective/Preventive Action: What action is being taken to prevent this violation from re-occurring?
The requestor affirms that to the best of their knowledge the information provided in this document is true.
Requested by: Signature: Date:
Division Director: Signature: Date:
Collier County
After the Fact Form
Paula Springs Public Services
Twyla Leigh SunTrust Bank
$2,112.30 16-7036-PB
✔
This After the Fact process is necessary for the following reasons:
1. Various lost receipts from an employee who is no longer with the County
2. Vendor unable to provide itemized receipt
3. Program agenda for event/class could not be located
4. Other required backup information was not provided in a timely manner
Authorize payment of all transactions totaling $2,112.30
New email account has been established where employees will scan and send their receipts
immediately after the purchase so there will no longer be an issue with lost receipts and/or
documentation. All Cardholders will read and adhere to the Purchasing Card Manual and CMA
5808.
Paula Springs
SpringsPaula Digitally signed by SpringsPaula
Date: 2019.05.14 15:27:27
-04'00'5/14/19
Twyla Leigh
Twyla Leigh Digitally signed by Twyla Leigh
Date: 2019.05.14 16:01:45
-04'00'5/14/19
25 916.E.1.d
Packet Pg. 1502 Attachment: 0611 After the Fact Backup - FY19 (9113 : Procurement Services Administrative Reports)
Batch‐Transaction IDCard Posting Dt Transaction Date Status Merchant Name Transaction Amt. Default Cost Collector TextExpense Type(s) Purpose User ID Cardholder Name3390‐22 2/10/2017 2/9/2017 CH Approved SUNSHINE ACE ‐GOLDEN GAT 3.99$ Cost Ctr: 157114 652990 Items for canning workshopSPRINGSPA VANESSA BIELEMA3616‐6 9/27/2017 9/26/2017 Unapproved FORESTRY RESOURCES 120(4.90)$ Cost Ctr: 157114 652990 Credit for overchargeSPRINGSPA DOUGLAS CALDWELL3678‐45 12/8/2017 12/7/2017 UnapprovedWAL‐MART #539133.20$ Cost Ctr: 157110 652990SPRINGSPATWYLA LEIGH3896‐5 6/10/2018 6/8/2018 Unapproved AMAZONPRIME MEMBERSHIP5.49$ Cost Ctr: 157114 652990 Prime Student Fee ‐ see TXN 4025‐6 for creditSPRINGSPAISABEL WAY3910‐19 6/26/2018 6/25/2018 Unapproved AMAZON MKTPLACE PMTS362.52$ Cost Ctr: 157110 652990 Anchor Audio Lite‐BP MiniVSPRINGSPATWYLA LEIGH3913‐12 6/29/2018 6/28/2018 Unapproved WASTE MGMT WM EZPAY895.00$ WBS: 50154.1 644600 30 yard roloff trash container ‐ IRMA cleanupSPRINGSPATWYLA LEIGH3930‐42 7/19/2018 7/18/2018 Unapproved RENAISSANCE HOTELS SEA477.00$ Cost Ctr: 157110 HOTELSPRINGSPATWYLA LEIGH3973‐41 8/1/2018 7/31/2018 UnapprovedAMZN MKTP US6.74$ Cost Ctr: 157110 652990 Allforhome (TM) Big KugelhSPRINGSPAISABEL WAY3979‐7 8/8/2018 8/7/2018 CH ApprovedAMZN MKTP US33.22$ Cost Ctr: 157114 652990 Cooking materials ‐ no flyers available yetSPRINGSPAISABEL WAY4024‐6 9/12/2018 9/11/2018 Unapproved EB 2018 SOUTHWEST REG60.00$ Cost Ctr: 157110 652990SPRINGSPAISABEL WAY4028‐8 8/17/2018 8/13/2018 UnapprovedWAL‐MART #5391(18.88)$ Cost Ctr: 157110 652990SPRINGSPATWYLA LEIGH4052‐61 10/14/2018 10/12/2018 Unapproved OFFICEMAX/DEPOT 613157.23$ Cost Ctr: 157110 652990 Poster,55#,Mount,24x36SPRINGSPATWYLA LEIGH4052‐62 10/14/2018 10/12/2018 Unapproved OFFICEMAX/DEPOT 6131184.99$ Cost Ctr: 157110 652990 MARKER,CHART,FLIP,8 COLOSPRINGSPATWYLA LEIGH4057‐16 10/19/2018 10/18/2018 UnapprovedTHE UPS STORE #224016.70$ Cost Ctr: 157110 652990SPRINGSPA DOUGLAS CALDWELL3528‐4 6/25/2017 6/23/2017 Unapproved FORESTRY RESOURCES 120(4.90)$ Cost Ctr: 157110 652990BLOCKEDCARDS '17 DOUGLAS CALDWELL3529‐7 6/26/2017 6/25/2017 UnapprovedRETURN REVERSAL4.90$ Cost Ctr: 157110 652990BLOCKEDCARDS '17 DOUGLAS CALDWELL2,112.30$ 2616.E.1.dPacket Pg. 1503Attachment: 0611 After the Fact Backup - FY19 (9113 : Procurement Services Administrative Reports)
Instructions
As 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 is inconsistent with County policy, procedure, or
contract terms, an After-the-Fact Procurement Form is required. This includes purchases made in advance of a Purchase Order,
when a Purchase Order is required to authorize such activity, and purchases made under an expired contract, or for goods and
services not covered by the current contract or purchase order. All such “After the Fact Procurements” will be reported to the
County Manager.
Requester Name: Division:
Division Director: Vendor Name:
Amount: Contract #: Purchase Order:
Why is this deemed a non-compliant purchase? Choose one.
Contract Ordinance Manual P-Card Other
Details of Purchase: Explain the circumstances behind this purchase.
Action Required: What are you asking to be done to remedy the situation, include list of invoices if applicable?
Corrective/Preventive Action: What action is being taken to prevent this violation from re-occurring?
The requestor affirms that to the best of their knowledge the information provided in this document is true.
Requested by: Signature: Date:
Division Director: Signature: Date:
Collier County
After the Fact Form
Ashley Lang
Operations & Regulatory Management
Kenneth Kovensky SunTrust Bank
$2,369.83 4600004273/16-7036-PB N/A
✔
The employee who handled the processing of these employee's purchasing card transactions
was not processing them within the required time frame. There were transactions that required
credits and credit transactions that were not owed to the County.
Authorize payment for the following outstanding transactions:
1. Grainger Invoice 9610439284 Dated 11/08/17 in the amount of $1,076.91.
2. Grainger Invoice 9610439276 Dated 11/08/17 in the amount of $785.20.
3. Sherwin Williams Dated 01/29/19 ($43.88)
4. Hotel Booking Double Tree Dated 01/26/18 $690.60
5. Yardstick Software Inc GO Dated 03/28/18 ($139.00)
Staff will review and process all purchasing card transactions within the required five business
days adhering to CMA 5808 and the Purchasing Card Manual.
Ashley Lang
LangAshley Digitally signed by LangAshley
Date: 2019.05.23 15:42:45
-04'00'05/23/2019
Kenneth Kovensky
KovenskyKennet
h
Digitally signed by
KovenskyKenneth
Date: 2019.05.23 15:44:48 -04'00'05/23/2019
27 1016.E.1.d
Packet Pg. 1504 Attachment: 0611 After the Fact Backup - FY19 (9113 : Procurement Services Administrative Reports)
28 16.E.1.d
Packet Pg. 1505 Attachment: 0611 After the Fact Backup - FY19 (9113 : Procurement Services Administrative Reports)