Agenda 10/10/2017 Item #16A2110/10/2017
EXECUTIVE SUMMARY
Recommendation to extend ITB No. 13-6140 “Purchase of Lime Rock and Fill” for an additional
one hundred eighty (180) days or until a new contract is awarded, whichever occurs first.
OBJECTIVE: To extend the award of ITB No. 13-6140 for the county to procure aggregates and
services for the Limerock Road Conversion Program and maintenance services, such as shoulder repairs,
potholes, culverts, bridges, and any emergency repairs for 180 days, or until a new contract is awarded by
the Board, whichever is soonest.
CONSIDERATIONS: On April 25, 2017, the Board approved agenda item 16.A.13 ratifying
administratively approved price increases effective October 22, 2016 through October 21, 2017. The
language in the solicitation document allowed for price increases utilizing the Consumer Price Index
(CPI); however, the appropriate industry index for these commodities is the Producer Price Index (PPI).
Therefore, the price increases required and received Board approval this past April were higher due to the
CPI percentages.
The award of ITB No. 13-6140 expires on October 21, 2017. The Road Maintenance Division developed
a new solicitation document with appropriate price increase language, and it is currently being advertised
on Procurement Services Division’s online bidding site with an October 30, 2017, bid submission
deadline. Due to the impending expiration date of this ITB, there is insufficient time to solicit and award
a new contract; therefore, an extension of the ITB, as previously approved by the Board, is sought to
avoid service interruptions so these commodities and services are readily available for purchase. It is
important for the agency to be able to procure materials to maintain safe roadways. The Limerock Road
Conversion program expanded conversions are scheduled to begin before late December 2017. Ideally,
general roadway maintenance and the conversion of limerock roads should be done as soon as practicable
after the rainy season. A delay in acquiring materials may negatively impact the delivery schedule.
FISCAL IMPACT: There is no fiscal impact associated with this action; funding is available in
divisional operating budgets to execute work/projects utilizing this contract.
GROWTH MANAGEMENT IMPACT: There are no Growth Management Impact associated with the
executive summary.
LEGAL CONSIDERATIONS: This item is approved as to form and legality, and requires majority vote
for Board approval. -SRT
RECOMMENDATION: To approve an extension of ITB No. 13-6140 “Purchase of Lime Rock and
Fill” for an additional one hundred eighty (180) days from its current expiration date or until a new
contract is awarded, whichever is soonest.
Prepared by: Melissa Pearson, Contracts Administration Specialist, Growth Management Department
ATTACHMENT(S)
1. 13-6140ExecSumm_16.A.13_04-25-17_20170926152714.669_X (PDF)
10/10/2017
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.A.21
Doc ID: 3816
Item Summary: Recommendation to extend ITB No. 13-6140 “Purchase of Lime Rock and Fill”
for an additional one hundred eighty (180) days or until a new contract is awarded, whichever occurs first.
Meeting Date: 10/10/2017
Prepared by:
Title: Contract Administration Specialist – Road Maintenance
Name: Melissa Pearson
09/28/2017 9:56 AM
Submitted by:
Title: Division Director - Road Maintenance – Road Maintenance
Name: Travis Gossard
09/28/2017 9:56 AM
Approved By:
Review:
Procurement Services Opal Vann Level 1 Purchasing Gatekeeper Completed 09/28/2017 10:32 AM
Growth Management Department Diane Lynch Level 1 Reviewer Completed 09/28/2017 12:36 PM
Procurement Services Sandra Herrera Additional Reviewer Completed 09/28/2017 2:27 PM
Procurement Services Swainson Hall Additional Reviewer Completed 09/28/2017 2:41 PM
Growth Management Operations Support Allison Kearns Additional Reviewer Completed 09/28/2017 3:13 PM
Road Maintenance Travis Gossard Additional Reviewer Completed 09/28/2017 4:30 PM
Procurement Services Viviana Giarimoustas Additional Reviewer Completed 09/29/2017 7:54 AM
Procurement Services Ted Coyman Additional Reviewer Completed 09/29/2017 10:55 AM
Growth Management Department Diane Lynch Deputy Department Head Review Skipped 09/29/2017 10:02 AM
Growth Management Department Thaddeus Cohen Department Head Review Completed 09/29/2017 11:17 AM
County Attorney's Office Scott Teach Level 2 Attorney Review Completed 09/29/2017 12:04 PM
County Attorney's Office Scott Teach Level 3 County Attorney's Office Review Completed 09/29/2017 12:06 PM
Office of Management and Budget Valerie Fleming Level 3 OMB Gatekeeper Review Completed 09/29/2017 1:56 PM
Budget and Management Office Mark Isackson Additional Reviewer Completed 09/29/2017 4:18 PM
County Manager's Office Nick Casalanguida Level 4 County Manager Review Completed 10/02/2017 8:12 AM
Board of County Commissioners MaryJo Brock Meeting Pending 10/10/2017 9:00 AM
04/25/2017
EXECUTIVE SUMMARY
Recommendation to approve staff verified price increases to ITB No. 13-6140 “Purchase of Lime
Rock and Fill” and authorize payment of outstanding invoices for projects to Florida Dirt Source,
LLC.
OBJECTIVE: To continue providing services critical to the safety of roadways and authorize payment
for any outstanding invoices related to aggregate materials already purchased or ordered with an
associated price increase.
CONSIDERATIONS: On October 22, 2013, the Board approved the award of ITB No. 13-6140
“Purchase of Lime rock and Fill” with an award term of one (1) year with three (3) one year renewal
options (Agenda Item #16.A.6). On June 28, 2016, the Interim Procurement Services Director extended a
one (1) year renewal to Florida Dirt Source, LLC (“Contractor”). The Contractor agreed to renew but
also requested a price increase with its signed renewal letter. The Contractor’s price increase request and
supporting backup documentation were reviewed by the Road and Bridge Maintenance Division and
Procurement Services Division and deemed reasonable and acceptable.
ITB Solicitation No. 13-6140 “Purchase of Lime Rock and Fill” allows for price adjustments (after the
initial term of the contract) dependent upon the Consumer Price Index (CPI) over the past twelve (12)
months and subject to negotiation if there is budget availability. While the ITB allowed for price
adjustments dependent on the CPI, the Producer Price Index (PPI) is the more appropriate industry index
for this type of commodity.
Subsequently, staff conducted an independent price analysis based on location deliveries and determined
the Contractor’s increased prices were lower than the competitors (see attachment). Staff held a meeting
on February 22, 2017 at Procurement Services with the following representatives in attendance: the
Procurement Services Director, the Road Maintenance Director, the Contractor, and various county staff
members. Following review of the price analysis, the Contractor brought to staff’s attention that the
prices quoted for crushed limerock should be verified as quoted for 1” minus.
Staff contacted vendors that submitted quotes and provided specification clarification for crushed
Limerock to verify the prices quoted for this material. The clarification provided that the limerock base
material shall meet the requirements of Florida Department of Transportation gradation and size
requirements that graded base material that is at least 97% (by weight) shall pass a 3-1/2 inch sieve, and
the material shall be graded uniformly down to dust, and the fine material shall consist entirely of dust of
fracture. The material is then screened down to 1-1/2” minus which must meet 100 Limerock Base Ratio
(LBR); resulting in 1” minus. The three vendors advised they were unable to quote prices for that
material.
The Procurement Services Director and the Road and Maintenance Director are recommending approval
of the requested price increase with an effective date of October 22, 2016 through October 21, 2017 (see
attachment). The approval of the price increase is necessary for payments of outstanding invoices and
materials for County Departments to continue ordering services and commodities. The award of ITB No.
13-6140 expires on October 22, 2017. The Road Maintenance Division is collaborating with Procurement
Services Division in the development of a new solicitation with the proper language to address future
price increases.
The aggregates and services provided by the Contractor are critical to maintaining the safety of roadways.
County staff is satisfied with the contractor’s performance and will continuously utilize the award for
purchases through the above termination date. If the aggregates and services are not available, it would
16.A.13
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04/25/2017
impair the proper maintenance of Limerock Road Conversion Program and limerock road maintenance
activities, such as: repairs of shoulders, pot-holes, spots, culverts, bridges and its maintenance, and all
emergency roadway repairs.
Staff recommends that the outstanding invoices for the aggregates and services provided by the
Contractor in the amount of $85,924.04 be approved for payment (see attachment). The Road
Maintenance Division staff authorized the purchase of those goods and services, which were provided to
its satisfaction, and the pricing was deemed fair and reasonable.
FISCAL IMPACT: The current amount of outstanding invoices to this vendor total $85,924.04 and
subsequent invoices submitted related to the renewal price for materials. Staff is requesting all invoices
containing this price increase be authorized for payment. Funds are available from divisional operating
budgets under which the Purchase Orders were originally issued.
GROWTH MANAGEMENT IMPACT: There are no Growth Management Impacts associated with
this Executive Summary.
LEGAL CONSIDERATIONS: This item is approved as to form and legality, and requires majority vote
for Board approval.-SRT
RECOMMENDATION: To approve the renewal price increase administratively approved with an
effective date of October 22, 2016, and authorize payment of outstanding invoices in the amount of
$85,924.04, and any subsequent invoices submitted related to the adjusted renewal price for work
performed by Florida Dirt Source related to ITB No. 13-6140 “Purchase of Lime Rock and Fill.”
Prepared by: Melissa Pearson, Contract Administration Specialist, Road Maintenance Division
ATTACHMENT(S)
1. 13-6140LimerockFill_Solicitation_20170206184316.319_X (PDF)
2. PRICE INCREASE (PDF)
3. FDS OUTSTANDING INVOICES (XLSX)
4. RESULTS_AGGREGATE QUOTE (XLSX)
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04/25/2017
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.A.13
Doc ID: 2986
Item Summary: Recommendation to approve staff verified price increases to ITB No. 13-6140
“Purchase of Lime Rock and Fill” and authorize payment of outstanding invoices for projects to Florida
Dirt Source, LLC.
Meeting Date: 04/25/2017
Prepared by:
Title: Contract Administration Specialist – Road Maintenance
Name: Melissa Pearson
03/29/2017 5:00 PM
Submitted by:
Title: Division Director - Road Maintenance – Road Maintenance
Name: Travis Gossard
03/29/2017 5:00 PM
Approved By:
Review:
Growth Management Department Diane Lynch Level 1 Division Reviewer Completed 03/29/2017 5:23 PM
Road Maintenance Travis Gossard Additional Reviewer Completed 03/30/2017 6:13 AM
Growth Management Operations Support Allison Kearns Additional Reviewer Completed
Procurement Services Lissett DeLaRosa Level 1 Purchasing Gatekeeper Completed 03/30/2017 10:18 AM
Procurement Services Swainson Hall Additional Reviewer Completed 03/30/2017 2:22 PM
Procurement Services Ted Coyman Additional Reviewer Completed 03/30/2017 6:45 PM
Growth Management Department Diane Lynch Level 2 Division Administrator Skipped 03/30/2017 5:14 PM
Growth Management Department James French Additional Reviewer Completed 03/31/2017 11:03 AM
County Attorney's Office Scott Teach Level 2 Attorney Review Completed 03/31/2017 2:10 PM
Office of Management and Budget Valerie Fleming Level 3 OMB Gatekeeper Review Completed 03/31/2017 2:33 PM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 04/03/2017 8:41 AM
Budget and Management Office Mark Isackson Additional Reviewer Completed 04/13/2017 9:31 AM
County Manager's Office Nick Casalanguida Level 4 County Manager Review Completed 04/17/2017 8:52 AM
Board of County Commissioners MaryJo Brock Meeting Pending 04/25/2017 9:00 AM
16.A.13
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