Agenda 04/12/2016 Item #16B 1 4/12/2016 16.B.1 .
EXECUTIVE SUMMARY
Recommendation to approve the payment of after-the-fact invoices to Q. Grady Minor for
work completed on the Sugden Park Feasibility Study completed within the 60 day period
authorized in the Notice to Proceed but after the 45 day window authorized by the Work
Order.
OBJECTIVE: To close out a Work Order issued under Contract No. 13-6164 (the "Contract"),
Professional Services: Architects and Engineering,to process the consultant's final invoices.
CONSIDERATIONS: In November 2015, CRA staff requested a proposal from Q. Grady
Minor (the "Firm")to complete a pathway feasibility study relating to Sugden Park. Staff issued
a Purchase Order under the Contract on November 6, 2015, with a 45 day completion time.
Thereafter, staff issued a Notice to Proceed to the Firm but inadvertently included a 60 day
completion time.
The Firm completed the requested work under budget outside of the 45 day completion time
provided in the Purchase Order but within the 60 day window authorized by the Notice to
Proceed. When the Firm submitted its final invoices for payment, staff was informed that
payment was being rejected because the Work Order expired. In order to process the Firm's
invoices, staff recommends the Board approve the payment after-the-fact.
This was an inadvertent staff generated error that requires Board authorization for correction.
Future planning and capital projects within the CRAs will be overseen by a coordinated effort
through the Public Services and Growth Management departments.
FISCAL IMPACT: There is no fiscal impact associated with this item other than the amount
currently owed to the Firm for the timely,under budget services provided of$12,490.
GROWTH MANAGEMENT IMPACT: There is no growth management impact associated
with this Executive Summary.
LEGAL CONSIDERATIONS: The County Attorney's Office is providing an "after the fact"
review of the Purchase Order and the Notice to Proceed. The Board is authorized to determine
the validity of equitable claims such as quantum meruit and determine that the relief sought
equitably reflects the fair value of the work performed, furnished to the county, and which the
county benefited from, and authorize any remaining payment owed to the vendor. This item is
approved for legality and requires majority vote for approval.—JAB
RECOMMENDATION: That the Board approve the after-the-fact invoices for payment to Q.
Grady Minor, so that the Firm's final invoices for work provided under budget on the Sugden
Park Pathway Feasibility Study can be processed for payment.
Prepared by: Elly Soto McKuen, CRA Project Manager
Attachments: 1) Work Order
2)Notice to Proceed
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4/12/2016 16.B.1 .
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.16.B.16.B.1.
Item Summary: Recommendation to approve the payment of the remaining invoices to
Q. Grady Minor for work completed on the Sugden Park Pathway Feasibility Study
Meeting Date: 4/12/2016
Prepared By
Name: McKuenElly
Title:Project Manager, CRA, County Redevelopment Agency
3/17/2016 10:16:32 AM
Submitted by
Title: Project Manager, CRA, County Redevelopment Agency
Name: McKuenElly
3/17/2016 10:16:34 AM
Approved By
Name: JourdanJean
Title: CRA Operations Manager, County Redevelopment Agency
Date: 3/18/2016 9:01:51 AM
Name: DurhamTim
Title: Executive Manager of Corp Business Ops,
Date: 3/23/2016 6:08:23 PM
Name: BelpedioJennifer
Title:Assistant County Attorney,CAO General Services
Date: 3/31/2016 1:31:21 PM
Name: KlatzkowJeff
Title: County Attorney,
Date: 3/31/2016 4:00:50 PM
Name: FinnEd
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4/12/2016 16.B.1 .
Title: Management/Budget Analyst, Senior,Office of Management&Budget
Date: 4/1/2016 9:02:56 AM
Name: CasalanguidaNick
Title: Deputy County Manager, County Managers Office
Date:4/4/2016 10:35:35 AM
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4/12/201616.8.1 . '
•
•
WORK ORDER/PURCHASE ORDER
Contract 13-6164"Professional Services for Engineers and Architects"
Contract Expiration Date:March 8,2019
This Work Order is for professional feasibility study services for work known as:
Project Name: Sugden Park Pathway Study
Projec Xo
The work is specified in the proposal dated October 7,2015 which is attached hereto and made a part
of this Work Order. In accordance with Terms and Conditions of the Agreement referenced above,
.this Work Order/Purchase Order is assigned to: Q. Grady Minor
Scope of Work: As detailed in the attached proposal and the following:
* Task I Pathway Assessment — site visit(s) to review existing conditions, site photos will be
taken to document existing conditions. Consultant will review permit requirements, prepare a
preliminary site assessment to provide an overview of design and permitting
considerations/constraints, estimate of wetland and listed species mitigation. Consultant will
prepare an opinion of probable cost for the pathway and attend up to 2 meetings to discuss the
results.More specific details are included in the consultant's proposal.
Task II Reimbursable—direct costs for copies,prints and other expenses
•
Schedule of Work: Complete work within 45 days from the date of the Notice to Proceed which is •
accompanying this Work Order. The Consultant agrees that any Work Order that extends beyond the
expiration date of Agreement# 13-6164 will survive and remain subject to the terms and conditions
of that Agreement until the completion or termination of this Work Order.
Compensation: In accordance with the Agreement referenced above,the County will compensate the
Firm in accordance with following method(s): [Negotiated Lump Sum (NLS) Lump Sum Plus
Reimbursable Costs (LSTIRC) [Time&Material (T&M) (established hourly rate—Schedule A)
Cost Plus Fixed Fee (CPFF), (define which method will be used for which tasks) as provided in the
attached proposal.
Task I $11,740.00(LS) •
Task II $750.00(RC
TOTAL FEE $12,490.00
PREPARED BY:_ I .., ...ir_ r `` • z,' l 5
Ell ``to 1�4cKuen,Project Manager Date
t, J
APPROVED BY: 0� )/ (/ 1 -� - I
��an ourdar, r' A Operations Manager Date
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•
�rf- ti2e ettiivt" in, 131vayw
Bayshore Gateway Triangle CRA.Bayshore Beautification MSTU
Haldeman Creek MSTU
November 9, 2015
D. Wayne Arnold
Q. Grady Minor&Associates
3800 Via Del Rey
Bonita Springs, FL 34134
RE: NOTICE-TO-PROCEED FOR Planning Services for the Sugden Park
Pathway Feasibility Study Project Work Order/Purchase - No.
4500163923
Dear Mr. Arnold:
This letter serves as the Bayshore Gateway Triangle Community Redevelopment Agency's
(CRA) official NOTICE TO PROCEED (NTP) for your Company to commence with the
above referenced project. This NTP is issued pursuant to your quote to provide the services as
listed on the proposal. The purchase order number is shown above and a copy of the purchase
order is enclosed.
This NTP is limited to the scope of work for the Sugden Park Pathway Feasibility Study
Project.
Please include the purchase order number and project name on each invoice to facilitate the
payment process.
The commencement date for the services associated herewith shall be considered to be
November 16, 2015. Completion of all work shall be considered to be January 15, 2016.
Ifyou have any questions, please do not hesitate to contact me at (239) 643-1115 or email at
EllyMcKuen @Colliergov.net.
Sincerely,
1- A' )nert,t--"tt-----
Elly Soli; cKuen
Project Manager
Offices: 3570 Bayshore Drive Unit 102 Naples, Florida 34112
Phone: 239-643-1115
Onlii Packet Page -882-'m
4/12/2016 16.B.1.
Send all Invoices to:
Collier County Board of County Commissioners 1.r f Collier County Board of County Commissioners
Procurement Services DivisionC „o '? Attn:Accounts Payable
Phone:239-252-8407 • �e- 3299 Tamiami Trl E Ste 700
Fax: 239-732-0844 •••,, q Naples FL 34112-5749
Tax Exempt:85-8015966531C-1 °us OR email to:bccapclerk @collierclerk.com
Purchase Order number must appear on all related
correspondence,shipping papers and invoices:
Vendor# 102471 Purchase order
Q GRADY MINOR&ASSOCIATES PA PO Number 4500163923 Date 11/06/2015
3800 VIA DEL REY Contact Person Comm Redev Agency
BONITA SPRINGS FL 34134-7569
Telephone 239-643-1115
Please deliver to:
BAYSHORE GATEWAY TRIANGLE CRA Delivery Date:
3570 BAYSHORE DR, UNIT 102
NAPLES FL 34112
Terms of Payment Net 30 Days
Item Material Description Order Qty Unit Price Per Unit Net Value
00010 PathwayAssesment 11,740 EA 1.00 11,740.00
all documents attached.
Total quantity spread over the following delivery dates:
Quantity Unit Delivery Date
11,740each Day 03/08/2019
00020 Reimburseables 750 EA 1.00 750.00
Total quantity spread over the following delivery dates:
Quantity Unit Delivery Date
750each Day 09/30/2016
Total net value excl.tax USD 12,490.00
VENDOR Terms and Conditions
The VENDOR agrees to comply with all Purchase Order Terms and Conditions as outlined on the Collier County Procurement Services Division site:
http://purchasing.colliergov.netlPurchasing%20Policy/Forms/Allltems.aspx,including delivery and payment terms.Further the VENDOR agrees to:
1. Provide goods and services outlined in this Purchase Order with the prices,terms,delivery method and
specifications listed above.
2. Notify department Immediately if order fulfillment cannot occur as specified.
3. Send all invoices to:
Collier County Board of County Commissioners
Attn:Accounts Payable
3299 Tamiami Trl E Ste 700
ONaples R email FL to:bccapcle34112-5p
The Purchase Order is authorized under direction of Collier County Board of County Commissioners by:
Joanne Markiewicz,Director,Procurement Services Division
Printed 11/06/2015 0 08:59:18 187.1171126-R7dQQn Page 1 of 1
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4/12/2016 16.B.1 .
ElGradyMinor
Civil Engineers • Land Surveyors • Planners • Landscape Architects
October 7, 2015
Ms. Elly Soto McKuen
Bayshore Gateway Triangle CRA
3570 Bayshore Drive,Suite 102
Naples, Florida 34112
RE: Proposal for Professional Services
Sugden Park Pathway Alignment and Cost Estimate Due Diligence
Dear Ms. McKuen:
The Bayshore Gateway Triangle Community Redevelopment Agency (BGTCRA) is seeking
proposals to evaluate the location of a proposed Sugden Park pathway from the Bayshore Drive
area through CRA property and connecting to the Sugden Park Community Park. The proposed
pathway location would be at the most southerly boundary of the BGTCRA's 17-acre parcel
located on the east side of Bayshore Drive between Jeepers Drive to the south and Lunar Street
to the north approximately 1,200' in length.
The evaluation and resulting report should, at a minimum, including the following:
• Determine constructability of a 6-foot, 8-foot and/or 12-foot wide path along the most
southerly boundary of the BGTCRA's 17-acre parcel located on the east side of Bayshore
Drive between Jeepers Drive to the south and Lunar Street to the north (see map
attached)
• Provide documentation of all research completed
• Identify potential problems or issues that might be encountered during the construction
said path
• Provide recommendations to solve identified problems or issues
• Include conceptual opinion of probable cost
The proposal is further separated by the following tasks:
Q. Grady Minor&Associates,P.A. Ph.239-947-1144 Fax.239-947-0375
3800 Via Del Rey EB 0005151 LB 0005151 LC 26000266
Bonita Springs,FL 34134 www.gradyminor.com
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4/12/2016 16.B.1 .
Ms.Elly Soto McKuen
RE: Proposal for Professional Services;
October 7,2015
Page 2
TASK 1: PATHWAY ASSESSMENT
The consultant should perform site visit(s) to the pathway location to review the existing
conditions. This provides a visual inspection of the project area to verify physical features such
as drainage features, water features and vegetation and other potential obstructions within the
project site. Site photographs will also be taken for documentation of existing conditions. Any
access needed shall be provided by the BGTCRA or representative.
The consultant shall review the permit requirements necessary for the construction of the
pathway improvements. This shall include, at a minimum, researching existing SFWMD ERP
permits along the project limits and be based only on limited visual inspection. Consultant will
prepare a recommendation of preliminary permitting strategies.
The consultant shall utilize available habitat mapping (SWFWMD database) and wildlife data
(FWS and FWC GIS information) and conduct a preliminary site assessment of the pathway to
provide an overview of design and permitting consideration/constraints associated with the
project. An estimate of wetland and/or listed species mitigation that may be associated with
the improvements will be conducted in accordance with current agency approved
methodologies, based solely upon the above referenced preliminary data gathered for analysis.
The consultant will perform a constructability review of the proposed improvement with
recommendations for consideration by the County. The pathway estimates should include an
access/security gate feature at the Bayshore Drive and Sugden Park entrances.
The consultant shall prepare an opinion of probable cost for the design, permitting and
construction associated with the pathway project. To determine the construction cost of a 6-
foot, 8-foot and/or 12-foot wide path, the consultant shall analyze and develop an assumed
typical section for the planned improvement.
The consultant will provide a draft report summarizing the needs of the pathway project which
includes project limits, assumed typical section(s), permitting strategy, potential project
challenges with recommended solutions, constructability review and opinion of probable cost.
Consultant will attend up to two (2) meetings to discuss the results of the assessment and
incorporate comments into the final report document.
Time and Material Estimate $ 11,740.00
TASK 2. REIMBURSEABLES
The consultant shall be reimbursed for direct costs incurred for copies, prints and other
expenses in support of the task outlined above. These costs will be itemized as they are
incurred.
Time and Material Estimate $ 750.00
Total Time and Material Estimate $ 12,490.00
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� 4 GradyMinor
Civil Engineers • Land Surveyors • Planners • Landscape Architects
GENERAL CONDITIONS
Invoices will be issued the first or second week of each month, payable upon receipt, unless otherwise
agreed.
Any government imposed taxes or fees shall be added to our fees for services under this Proposal
(agreement).
We reserve the right to renegotiate fees on an annual basis to reflect changes in price indices and pay
scales applicable to the period when services are,in fact, being rendered.
All reports, drawings, specifications, field data, notes and other documents, including all documents on
electronic media, prepared as instruments of service shall remain the property of Q. Grady Minor &
Associates,P.A.
Services related to asbestos, hazardous, or toxic materials are.excluded. Client shall provide a site that
complies with applicable laws and regulations.
Client shall pay all project permit and application fees including but not limited to plan review, platting,
permits,impact fees,etc.
A late charge of 1.5% per month (but not exceeding the maximum rate allowable by law)will be payable
on any amounts not paid within 30 days. Payment thereafter to be applied first to accrued late charges
and then to the principal unpaid amount.The Client shall be liable for all attorney's fees and costs incurred
by Q. Grady Minor&Associates,P.A.incident to collection of any indebtedness.
Client's failure to make payment to us within 30 days shall constitute a material breach of this Proposal
and shall be cause for termination by Q.Grady Minor&Associates,P.A.
Neither Q. Grady Minor & Associates, P.A., nor its consultants, agents or employees shall be jointly,
severally or individually liable to the Client in excess of the compensation to be paid pursuant to this
agreement or One Hundred Twenty-Five Thousand dollars ($125,000), whichever is greater, due to any
claim arising out of or relating to the performance of professional services under this agreement.
In the event the Client makes a claim against Q. Grady Minor &Associates, P.A. at law or otherwise, for
any alleged error, omission or other act arising out of the performance of our professional services, and
the Client fails to prove such claim, then the Client shall pay all costs, including staff time, court costs,
related expenses and attorney's fees incurred by us in defending ourselves against the claim.
The only warranty or guarantee made by Q.Grady Minor&Associates,P.A. in connection with the services
performed hereunder is that we will use that degree of care and skill ordinarily exercised under similar
conditions by reputable members of our profession practicing in the same or similar locality.
Q. Grady Minor&Associates,P.A. Ph.239-947-1144 Fax.239-947-0375
3800 Via Del Rey EB 0005151 LB 0005151 LC 26000266
Bonita Springs,FL 34134 www.gradyminor.com
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4/12/2016 16.B.1 .
ElGradyMinor
Civil Engineers • Land Surveyors • Planners • Landscape Architects
2014
HOURLY RATE SCHEDULE
FOR PROFESSIONAL SERVICES
PRINCIPAL ENGINEER: $165
PRINCIPAL PLANNER: $165
REGISTERED ENGINEER: $145
REGISTERED SURVEYOR&MAPPER: $135
REGISTERED LANDSCAPE ARCHITECT: $135
ENGINEER: $125
SENIOR PLANNING TECHNICIAN: $105
SENIOR ENGINEERING TECHNICIAN: $105
SENIOR SURVEYING TECHNICIAN: $95
ENGINEERING TECHNICIAN: $85
LANDSCAPE DESIGN TECHNICIAN: $85
SURVEY TECHNICIAN: $85
CONSTRUCTION PROJECT MANAGER: $110
FIELD ENGINEER: $85
INSPECTOR: $75
PROJECT ADMINISTRATOR: $65
ADMINISTRATIVE ASSISTANT: $55
SURVEY FIELD CREW: (3 MAN) $145
SURVEY FIELD CREW: (2 MAN) $125
BLACKLINES: $1.60/each
MILEAGE: $0.485/mile
LATH: $55/bundle(50)
STAKES: $28/bundle(25)
Subconsultant Charges:Cost+ 15%
Other incidental expenses: Actual Cost+ 10%
Expert witness at 200%of schedule fees
Any State of Florida services tax will be added to our fees
Q. Grady Minor&Associates, P.A. Ph.239-947-1144 Fax.239-947-0375
3800 Via Del Rey EB 0005151 LB 0005151 LC 26000266
Bonita Springs,FL 34134. www.gradyminor.com
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4/12/2016 16.8.1 .
Elly Soto McKuen
RE: Proposal for Professional Services;
October 7,2015
Page 3
Sincerely,
r
D. Wayne Arnold,AICP
DWA:rdf
This Proposal and the Attached General Conditions Accepted
/
By: I A Date: l -ICJ
Ell oto McKuen
Project Manager
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