Agenda 09/12/2017 Item #16D1909/12/2017
EXECUTIVE SUMMARY
Recommendation to approve a budget amendment in the amount of $100,000 to complete the
restoration of the 1947 Budd Tavern Train Car at the Naples Depot Museum (Depot).
OBJECTIVE: To uphold the mission of Collier County Museums by preserving, displaying, and
interpreting artifacts of local historical significance.
CONSIDERATIONS: In 2004, Collier County entered into a long-term lease with Southwest Heritage
Inc. to restore the old Naples Train Depot and convert the building along with three historic train cars into
an additional museum in the Collier County Museum system. The Museum opened in January 2011.
In 2014, the Museum Division began planning the restoration of the 1947 Budd Tavern observation car at
the Depot. An RFP was developed and awarded to the sole respondent, Shadow Transit Services, in April
2015 for $122,450. The contractor, a one-person organization, did quality work, but the work was slow.
Staff consulted with the vendor to discover the impediments to his progress. Three issues surfaced:
1. An additional task was needed because new deterioration had been discovered in the restoration
process.
2. Cash flow was an issue, so staff proposed to remove certain items from the contract and perform
direct material purchases.
3. The vendor needed more time to complete the work.
In June 2016, a change order was processed to add the task, remove direct material purchase items, and
add time. The amount of the contract after the change order was $120,800. Thereafter, staff met with the
contractor regularly onsite, established milestones, and reviewed progress monthly. Eventually, it became
evident that the contractor could not successfully complete the job. In February 2017, the County paid the
contractor for work completed to that date, and the contract ended. The total amount paid to Shadow
Transit Services was $59,228.40.
Museum staff, with assistance and guidance from Facilities Management project managers, have since
assumed direct project management of the train car restoration. The project management work has
included research through the Pullman Library in Illinois that has produced original design documents
and specifications to assure the greatest possible accuracy of the restoration. Staff is in direct contact with
scores of specialty vendors procuring original or reproduction seating, upholstery, carpeting, vinyl
flooring, lighting, window shades, window curtains, artwork, and more. Staff has also prepared a new
scope of work offered to the general contractors on continui ng contract for the remaining on-site work to
be done. Staff estimates that the remaining historic or reproduction materials to be purchased to complete
the restoration will cost $77,000. The lowest bid on the contracting work to be done is from Varian
Construction at $103,081. The remaining available project budget is $86,137.82. Therefore, a budget
amendment in the amount of $100,000 is needed to complete the work. The funds are available in an
exhibit project for Depot that was put on hold. Varian Construction has agreed to complete the work by
January 31, 2018, contingent upon receiving a work order and purchase order by October 1, 2017.
FISCAL IMPACT: Staff has prepared a budget amendment moving $100,000 from the Children’s
Interactive Exhibit project (Project No. 50147) to the Club Car Restoration project (Project No. 50502).
GROWTH MANAGEMENT IMPACT: There is no growth management impact.
LEGAL CONSIDERATIONS: This item has been reviewed by the County Attorney, is approved as to
form and legality, and requires majority vote for approval. -JAK
16.D.19
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09/12/2017
RECOMMENDATION: To approve a budget amendment in the amount of $100,000 to complete the
restoration of the 1947 Budd Tavern Train Car at the Naples Depot Museum.
Prepared by: Amanda Townsend, Director - Museum Division
ATTACHMENT(S)
1. Budget Amendment - Tavern Car Aug 2017 (XLSX)
16.D.19
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09/12/2017
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.D.19
Doc ID: 3656
Item Summary: Recommendation to approve a budget amendment in the amount of $100,000 to
complete the restoration of the 1947 Budd Tavern Train Car at the Naples Depot Museum (Depot).
Meeting Date: 09/12/2017
Prepared by:
Title: Administrative Assistant – Museum
Name: Wanda Bieschke
08/21/2017 1:39 PM
Submitted by:
Title: Division Director - MuseumOperations Support – Museum
Name: Amanda O. Townsend
08/21/2017 1:39 PM
Approved By:
Review:
Museum Amanda O. Townsend Additional Reviewer Completed 08/21/2017 3:24 PM
Operations & Veteran Services Sean Callahan Additional Reviewer Completed 08/21/2017 4:57 PM
Public Services Department Joshua Hammond Additional Reviewer Skipped 08/21/2017 4:57 PM
Public Services Department Joshua Hammond Level 1 Division Reviewer Completed 08/21/2017 5:00 PM
Public Services Department Steve Carnell Level 2 Division Administrator Review Completed 08/22/2017 8:27 AM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 08/22/2017 9:09 AM
Office of Management and Budget Valerie Fleming Level 3 OMB Gatekeeper Review Completed 08/22/2017 4:35 PM
Budget and Management Office Mark Isackson Additional Reviewer Completed 08/29/2017 12:34 PM
County Manager's Office Leo E. Ochs Level 4 County Manager Review Completed 08/29/2017 2:28 PM
Board of County Commissioners MaryJo Brock Meeting Pending 09/12/2017 9:00 AM
16.D.19
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BUDGET AMENDMENT REQUEST For Budget/Finance Use Only
BA#
JE #
BAR#
APH Date
314 Museum Capital
Fund No.Fund Description (type on line above)
Date Prepared:8/3/2017 (Attach Executive Summary)
Approved by BCC on:9/12/2017 Item No.TK
Expense Budget Detail
Fund Center Title:Museum Capital Fund Center No.:157490
Funded Program (Project) Title:ND Child Interact 5-digit Fd Prog #:50147
(only one Fund Center/Funded Program should be entered into this section. If amendment is for Funded Program, must enter Fund Center info)
Fund Funded Commit Commitment Item Increase Current Revised
Center Program Item Description (Decrease)Budget Budget
157490 50147 764700 Historical artifacts (100,000.00) 100,000.00 -
-
-
-
Net Change to Budget (100,000.00)$
Expense Budget Detail
Fund Center Title:Museum Capital Fund Center No.:157490
Funded Program (Project) Title:ND RR Club Car Restoration 5-digit Fd Prog #:50502
(only one Fund Center/Funded Program should be entered into this section. If amendment is for Funded Program, must enter Fund Center info)
Fund Funded Commit Commitment Item Increase Current Revised
Center Program Item Description (Decrease)Budget Budget
157490 50502 634999 Other Contractual Services 100,000.00 86,137.82 186,137.82
-
-
-
Net Change to Budget 100,000.00$
EXPLANATION
Why are funds needed?(type below)
Funds are needed to complete the restoration of the Tavern Car at the Naples Depot
Where are funds available?(type below)
Funds are available in a project that has been put on hold
REVIEW PROCESS
C:\Users\jtuttle\appdata\roaming\iqm2\minutetraq\colliercountyfl@colliercountyfl.iqm2.com\work\attachments\9458.xlsx
16.D.19.a
Packet Pg. 1553 Attachment: Budget Amendment - Tavern Car Aug 2017 (3656 : Naples Depot Budd Tavern Train Car Restoration)
Cost Center Director*:Date
Division Administrator*:Date
Budget Department:Date
Agency Manager Date
Finance Department:Date
Clerk to the Board Admin:Date
Inputted by:Date
BA number (SAP)
If this is uploaded into SIRE with an Executive Summary, no signatures are required from the Cost Center Director or
Division Administer.
If this is uploaded into SIRE, please do NOT sent a paper copy of the Budget Amendment to the Office of Management and
Budget office, OMB will download all budget amendments from SIRE and will process after the BCC meeting.
C:\Users\jtuttle\appdata\roaming\iqm2\minutetraq\colliercountyfl@colliercountyfl.iqm2.com\work\attachments\9458.xlsx
16.D.19.a
Packet Pg. 1554 Attachment: Budget Amendment - Tavern Car Aug 2017 (3656 : Naples Depot Budd Tavern Train Car Restoration)