Backup Documents 11/18/2014 Item #16C2 ORIGINAL DOCUMENTS CHECKLIST & ROUTING SLIP I
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TO ACCOMPANY ALL ORIGINAL DOCUMENTS SENT TO
THE BOARD OF COUNTY COMMISSIONERS OFFICE FOR SIGNATURE
Print on pink paper. Attach to original document. The completed routing slip and original documents are to be forwarded to the County Attorney Office
at the time the item is placed on the agenda. All completed routing slips and original documents must be received in the County Attorney Office no later
than Monday preceding the Board meeting.
**NEW** ROUTING SLIP
Complete routing lines#1 through#2 as appropriate for additional signatures,dates,and/or information needed. If the document is already complete with the
exception of the Chairman's signature,draw a line through routing lines#1 through#2,complete the checklist,and forward to the County Attorney Office.
Route to Addressee(s) (List in routing order) Office Initials Date
1.
2.
3. County Attorney Office County Attorney Office
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4. BCC Office Board of County
Commissioners VW/S./ lz1t\1�
5. Minutes and Records Clerk of Court's Office
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PRIMARY CONTACT INFORMATION
Normally the primary contact is the person who created/prepared the Executive Summary. Primary contact information is needed in the event one of the
addressees above,may need to contact staff for additional or missing inf'o.,rma�tion.
Name of Primary Staff A �u�v1�e V`cakIrtGS Phone Number
Contact/ Department Aron. er-oin-ed- `eNC �5a — 5335 /
Agenda Date Item was J ` Agenda Item Number /
Approved by the BCC ll/i 8 /i 5/ / 1(p C. a_ ‘b-Cr � «<///
Type of Document Number of Original
Attached Ck r`te.-- C)r-de,l' Documents Attached
PO number or account
number if document is
to be recorded C
INSTRUCTIONS & CHECKLIST
Initial the Yes column or mark"N/A" in the Not Applicable column,whichever is Yes N/A(Not
appropriate. (Initial) Applicable)
I. Does the document require the chairman's original signature? ni 14
2. Does the document need to be sent to another agency for additional signatures? If yes,
provide the Contact Information(Name; Agency; Address; Phone)on an attached sheet. 1�
3. Original document has been signed/initialed for legal sufficiency. (All documents to be
signed by the Chairman, with the exception of most letters, must be reviewed and signed
by the Office of the County Attorney.
4. All handwritten strike-through and revisions have been initialed by the County Attorney's
Office and all other parties except the BCC Chairman and the Clerk to the Board 141 4
5. The Chairman's signature line date has been entered as the date of BCC approval of the
document or the final negotiated contract date whichever is applicable. AC-
6. "Sign here"tabs are placed on the appropriate pages indicating where the Chairman's
signature and initials are required. p e.
7. In most cases(some contracts are an exception),the original document and this routing slip
should be provided to the County Attorney Office at the time the item is input into SIRE.
Some documents are time sensitive and require forwarding to Tallahassee within a certain
time frame or the BCC's actions are nullified. Be aware of your deadlines! rJ t4
8. The document was approved by the BCC on i"///tenter date)and all changes made ��
during the meeting have been incorporated in the attached document. The County :a g :a •„
Attorney's Office has reviewed the changes,if applicable.
9. Initials of attorney verifying that the attached document is the version approved by the
BCC, all changes directed by the BCC have been made,and the document is ready for the , .•
Chairman's signature. a ;
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I: Forms/County Forms/BCC Forms/Original Documents Routing Slip WWS Origi 19.03.04,Revised 1.26.05,Revised .11 •Revised I
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MEMORANDUM
Date: December 3, 2014
To: Aaron Cromer, Project Manager
Public Utilities Engineering
From: Teresa Cannon, Deputy Clerk
Minutes & Records Department
Re: Change Order #1 to Contract #13-6064
Attached is a copy of the contract referenced above, (Item #16C2)
approved by the Board of County Commissioners on Tuesday, November 18, 2014.
The second original contract will be held in the Minutes and Records Department
for the Board's Official Record.
If you have any questions, please contact me at 252-8411.
Thank you.
Attachment
1
CHANGE ORDER 6 C-2
CHANGE ORDER NO. 1 CONTRACT NO. 13-6064
BCC Date: January 14, 2014
Agenda Item: 11 C
TO: Ed Singer, Project Director—Woolpert - 6802 Paragon Place, Suite 410 Richmond, VA 23230
DATE: October 14, 2014
PROJECT NAME: Public Utilities Asset Management
PROJECT NO.: 50105
Under our AGREEMENT dated January 14, 2014
You hereby are authorized and directed to make the following clarifications in accordance with
terms and conditions of the Agreement:
Adding dollars to existing contract for Implementation and Integration Services for Enterprise Asset
Management as requested by Woolpert, Inc.
Current New Budget
EAM Full Scale Implementation Project Budget (LS/T&M)
(LS/T&M)
Woolpert Contract Amount 13-6064 $2,208,599 $2,417,559
Adding 162 days to existing contract— Current NTP end date— 4/21/16
New end date - 9/30/16
Your acceptance of this Change Order shall constitute a modification to our Agreement and will be
performed subject to all the same terms and conditions as contained in our Agreement indicated above,
as fully as if the same were repeated in this acceptance. The adjustment, if any, to the Agreement shall
constitute a full and final settlement of any and all claims of the Contractor arising out of or related to
the change set forth herein, including claims for impact and delay costs.
11\
16C2 2
CONTRACT NO. 13-6064
CHANGE ORDER NO. 1 CHANGE ORDER BCC Date: January 14, 2014
Agenda Item: 11 C
IN WITNESS WHEREOF,the Contractor and the County have each,respectively,by an authorized person or
agent,hereunder set their hands and seals on the date(s) indicated below.
�, ',/,,, Accepted: Kcxw-rtibe)r- Vii / 2014
A ST: "' OWNER:
BOARD OF COUNTY?M5SIONERSMI
COLLIERCOiNTY, RIDA
wi t-,E. Brock,-Cler11"'`. / / .
By: •,!Ai116,
ToRlr enningc r airma 1
CONTRAC '0 R 11.5. {-
Woolper, l►•. 4 By: _ __
.,, ‘ Aaron-f romer, P.E.,Project Manager
By:
Ed Singer,Project Director-Woolpert, Inc i i��:
DEPART ENT DIRE OR U. \
(1/1/1.2Contractor First Witnes • By:
To Chmelik, P.E.
N .\ {
Type/print w' -s ame DIVISION ADMINISTRATOR
Citractor Se .•• itnes'
�� Dr George Yilmaz,PhD.
•A,wLt g 1), \—L21 PROCUREMENT STRATEGIST \\1 ,1
Type/print witness name 1 - 1
Swainson "a
Approved as • '•r r
i egality:
.ils
IiUiit Co,nty,•ttorney
Item# l IPC-01
it Benda li[(ski
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1 Rec'd 1-451.4114
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16C2
Cotr County
Purchasing Department
Ad-mist-Ave Services Division Change Modification Form
Purchasing
® Contract Change Request ❑Work Order Modification
Contract#:13-6064 Change#: 1 PO/Work Order#: Project Name: Public Utilities Asset
4500149464 Management
Project#: 50105 Project Manager: Aaron Department: Public Utilities Contractor/Firm Name: Woolpert, Inc
Cromer PPMD
Original Contract/Work Order Amount $ 2,208,599.00 1/14/14 11C Original BCC Approval Date; Agenda Item#
Current BCC Approved Amount $ 2,208,599.00 Last BCC Approval Date; Agenda Item#
Current Contract/Work Order Amount $ 2,208,599.00 SAP Contract Expiration Date(Master)
Dollar Amount of this Change $208,960.00 9.46% ✓total Change from Original Amount
Revised Contract/Work Order Total $2,417,559.00 9.46% Change from Current BCC Approved Amount
Cumulative Changes $208,960.00 9.46% Change from Current Amount
Completion Date, Description of the Task(s) Change, and Rationale for the Change
Original completion date: 4/21/16 Last approved completion date: Revised completion date: 9/30/16
4/21/16
Number of days added : 162 / Each step on the contract modification checklist form has been reviewed prior to me
submitting for approval AC (this box must be initialed by Project Manager)
❑ Add new tasks) ® Change task(s) ❑ Delete task(s) ❑ Other(specify):
1. Provide a detailed and specific explanation of the requested change to the task and the additional days added:
Enterprise Asset Management is comprised of 5 Full Scale Implementation Projects
1. GIS-based Asset Management(CCWSD horizontal assets)
2. GIS-based inventory and work order management system (CCWSD)
3. GIS-based integration of SCADA data (CCWSD horizontal assets)
4. GIS-based customer management system (UBCS CRM)
5. CIP generation at short and long-term intervals (CCWSD)
Number 4 above is focused on a complete rewrite of the existing Special Assessment(SA) application which generates
approximately$20 Million in revenue annually to fund the Mandatory Solid Waste Residential Curbside Collection program.
Upon the RFP response and subsequent scoping and discovery sessions,Woolpert has determined that their original
understanding of the complexity of the application was ineffective in their effort to replace the existing module in its entirety. To
fully implement the required functionality for the Service Roll (SR) module of the SA application, PUD needs to ensure the
correct resources and funds are allocated to Woolpert. Additional days are also added to support the delivery of the
unforeseen complexities of the SA application.
2. Provide detailed rationale for the requested change: The County provided a listing of all requirements describing the
functionality of the existing SA application, including the SR module. However, during the post-award technical discovery
sessions held with Utility Operations, multiple unforeseen complexities associated with the business process as well multiple
integrations with other systems were fully discovered and documented to the level of detail required to completely replace the
existing SR module. These complexities, business processes and integrations have been evaluated and solutions have been
proposed to support the necessary functional specifications. For Operations, it is fiscally responsible to implement the
proposed SR coding, which also will provide business process improvements, resulting in potential efficiencies and a more
sound application implementation. Tangible and intangible value has been gained by the evaluation of incumbent software
implementation and business process, and with the external review and implementation, the rewrite of the SR module will
provide needed stability and improvements to the business process. The resulting cost of the SR module will be$370,893.
3. Provide explanation why change was not anticipated in original scope of work: During the RFP selection
sessions, which involved live demonstrations of the systems and applications, Woolpert stated that they understood the intent
of the application and business processes that were being presented. Woolpert also stated that they could perform the
development of the application, but also provided a caveat statement that they did not know how to best represent the financial
impact of the solution.
4. Describe the impact if this change is not processed: The County would not be able to replace the custom built software
application that has been out-dated for many years, and that is not supported by any individual or commercial party. The
business process would be impacted negatively under these conditions. The entire project implementation cycle of roughly
two years would elapse during another solicitation of an RFP, for the 3rd time (2006, 2011), another scoping session, and
another implementation project. Additional similar investments would be necessary to maintain the stability and functionality of
the outdated, custom built application during this transition time.
Revised:5/16/12
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Type of Change/ Modification
❑ 1. Planned / Elective ® 2. Unforeseen conditions/circumstance ❑ 3. Quantity or price adjustment
❑ 4. Correction of error(s) ❑ 5. Value added ® 6. Schedule adjustment
Change Requested By ,
® Contractor/Consultant ❑ Owner ❑ Using Department
❑ Design Professional ❑ Regulatory Agency (specify): ❑ Other(specify):
Purchasing Professional Participated in Negotiation of Change/ Modification: ❑ Yes ❑ No
Approved by: __- Date:
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Name and Title: Aaron omer, Principal,Project Manager
Approved by: 74.eeete Date: /� 0_
Name and Title: T. melik, Director PPMD '//
Approved by: ill . / / • Date:nicht
Name and Title: Joszi Bell.'e, D ector, Financial Operations- PUD
Reviewed by: Date:
' -.:2 ,-,.L e-NCVCC ‘kiTtfek_ L-eff' tk 61[111
Procurement Strategist's Name: Swainson Hall
j)eviised:
5/16/12
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